Bureau of Purchasing
REQUEST FOR PROPOSAL (RFP)
MaximumAward: / $100,000.00 / RFP Number: / SW-8/1/2016
Year1: / $50,000.00 / Agreement Type:
Actual Cost Unit Rate/Actual Cost
Unit RateUnit Rate/Per Diem
Year 2: / $50,000.00
Year 3: / $ / Service Purchase / Grant
Anticipated Begin and End Dates: / 12/1/2016 / through / 11/30/2018
Proposal Submission
All proposals with related material must be submitted electronically using the Buy4Michigan website at For technical assistance when entering proposals, contact the OFM Helpdesk at(888) 734-9749.
Geographic Area: / State of Michigan(Always identify counties.)
Service Title(s): / Research and Data Provision in the area of Juvenile Justice
Disqualifying Criteria:
The bidder will be disqualified and the proposalwill not be reviewed if there is failure to:
- Submit a complete proposal, includingattachment Exhibit B Pricing Matrix, to the Buy4Michigan website on or before the bid openingdate and time specified.
- Stay at or below the maximum award amount per agreement year, if provided.
RFP Format (Rev 5-16)Page 1 of 27
From this point on, DO NOT USE TAB. Press CONTROL F to move to next typing location.
Additional Information:This is a request for up to two organizations to provide juvenile justice data on an as needed basis relating to the five priority
areas of the Michigan Committee on Juvenile Justice (MCJJ). The research provided will help to ensure informed decision
making as it relates to funding juvenile grant projects, as well as advising the governor on juvenile justice matters in the State.
The five priority areas that the data request will center around are:
1. Data,
2. Diversion,
3. Drug/Mental Health Courts,
4. Raise the Age of Juvenile Jurisdiction,
5. School to Prison Pipeline,
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Authority:Completion:
Penalty: / P.A. 2080 of 1939.
Mandatory.
Agreement Invalid / The Michigan Department of Health and Human Services (MDHHS) will not discriminate against any individual or group because of race, religion, age, national origin, color, height, weight, marital status, sex, sexual orientation, gender identity or expression, political beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a MDHHS office in your area.
Table of Contents
This Request for Proposal (RFP)provides interested bidders with sufficient information to prepare and submit proposals for consideration by the Michigan Department of Health and Human Services (MDHHS) and contains the following sections:
Section I...... Request for ProposalPolicy
Section II...... Description of Service Specifications
Section III...... Instructions for Bidders
Section IV...... Proposal
Sub-Section i...... Proposal: BudgetNarrative
RFP Format (Rev 5-16)Page 1 of 27
RFP Number: SW-8/1/2016
Section I
REQUEST FOR PROPOSAL POLICY
1.Questions/Inquiries
Questions regarding the content of this RFPmust be made by email toSamantha Wyman at by 3:00 p.m. August 18, 2016.MDHHS staff are not allowed to respond to questions regarding the content of the RFP that are telephoned in. MDHHS will compile all relevant questions and answers and post these as well as any other clarifications or revisions to the initial RFP onto the Buy4Michigan website. Interested bidders are advised to monitor the website regularly.
2.Amendment to the RFP
MDHHS may modify the RFP at any time prior to the deadline submission date. Changes will be posted on via a “proposal amendment.” This is the only method by which the RFP may be modified. Amendments posted before the deadline submission date may include documentations such as questions and answers, revisions, and/or clarifications to the initial RFP. Amendments posted after the deadline submission date may include documentation such as the award recommendation letter.
3.Incurring Costs
The state of Michigan is not liable for any cost incurred by the bidders prior to issuance of anagreement.
4.News Releases
News releases pertaining to this RFP on the service, study, or project to which it relates may not be made without prior MDHHSapproval.
5.Disclosure of Proposal Contents
Proposals are subject to disclosure under the Michigan Freedom of Information Act (PA No. 442 of 1976).
6.Independent Price Determination
a.By submission of a proposal, the bidder certifies:
1)The prices of the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;
2)Unless otherwise required by law, the price quotation in the proposal has not and will not be knowingly disclosed by the bidder to any potential bidder;
3)No attempt has been made or will be made by the bidder to induce any other person or agency to submit or not to submit a proposal for the purpose of restricting competition;
4)The price quoted is not higher than that given to the general public for the same service.
b.The person who submits the proposal certifies that:
1)She or he is the person in the bidder's organization responsible within that organization for the decision as to prices being offered in the proposal, and that she or he has not participated, and will not participate in any action contrary to a. 1 through 4 above; or
2)He or she is not the person in the bidder's organization responsible within that organization for the decision as to the prices being offered in the proposal, but that he or she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to a. 1 through 4 above, and as their agent does hereby so certify; and that he or she has not participated, and will not participate in any action contrary to a. 1 through 4 above.
c.A proposal will not be considered for award if the bidder is found to be noncompliant with any part of Item 6., Independent Price Determination, unless the bidder furnishes a signed statement with the proposal, which sets forth in detail the circumstance of the disclosure and the MDHHSBureau of Purchasing (BOP) determines that such disclosure was not made for the purpose of restricting competition.
7.Subcontracting
Subcontractors shall be subject to all conditions and provisions of the agreement including Internet Criminal History Access Tool (ICHAT) and Central Registry background checks when applicable.
If subcontracting, the Contractor must obligate the subcontractors to maintain the confidentiality of MDHHS’ client information in conformance with state and federal requirements.
If portions of the services are being subcontracted, the bidder must identify the services the subcontractor will perform and provide all information requested, as it applies to both the bidder and the subcontractor(s). |Delete the next two sentences if a grant will not be awarded as a result of this RFP.A subcontractor budget must be provided for subcontractor services for $25,000 or more. If the subcontractor’s price is based on a fee schedule, the fee schedule must be included.
MDHHS may, at its discretion, require information on the process of an awarded subcontractor proposal.
A Contractor is responsible for the performance of any subcontractors who are held to the same standard of quality and performance as the Contractor. Evaluators of proposals will consider the qualifications of both the Contractor and subcontractor when making agreement awardrecommendations.
8.Qualified Disabled Veteran Preference
1984 PA 431 establishes an up to 10% price preference for businesses owned by qualified disabled veterans.
9.Electronic Submission
All proposals with related material must be submitted electronically using the Buy4Michigan website at For technical assistance when entering proposals, contact the OFM Helpdesk at (888) 734-9749.
10.Method of Evaluation
In awarding the agreement, proposals will be evaluated by a committee chaired by BOP. Only those proposals receiving a score of 80 points or more will be considered for award. All qualified proposals will be evaluated on the basis of rating criteria identified in the RFP.
MDHHS reserves the right to establish the criteria by which it will evaluate each bidder’s response, and by which it will determine the most responsive, capable, and qualified bidder(s). In addition to cost, other principal factors may be considered in evaluating proposals relative to:
.Reliability
.Bidder’s past performance
.Bidder’s ability to respond to all requirements outlined in the RFP
.Bidder’s ability to maintain a presence in providing services
.Financial stability
.Continuity and stability in provision of service
.Knowledge transfer activities
If MDHHS determines in its sole discretion that contracting with or awarding a grant to a bidder presents an unacceptable financial risk to MDHHS, MDHHS reserves the right to not award anagreement to that bidder.
Award recommendation(s) will be made to the responsive and responsible bidder(s) who offers the best value to the state of Michigan. Best values will be determined by the bidder meeting the minimum point threshold and offering the best combination of price and quality, as demonstrated by its proposal and other principal factors. Award recommendations will be posted on the Buy4Michigan website and will appear as an “amendment” to the original proposal.
MDHHS reserves the right to give a preference for products manufactured or services offered by Michigan firms if all other things are equal and if not inconsistent with federal statute; see MCL 18.1261.
Clarifications
MDHHS may request clarifications from one or more bidders. MDHHS will document, in writing, clarifications being requested and forward to the bidders affected. This request may include any changes to the original proposal and corresponding cost adjustments. This process provides an opportunity to clarify the proposal submitted.
Bidders may be required to make oral presentations of their proposals to MDHHS. These presentations provide an opportunity for the bidders to clarify the proposals through mutual understanding. BOP will schedule these presentations, if required.
After reviewing the clarification responses, MDHHS will re-evaluate the proposals using the original evaluation method.
If it is determined that a bidder purposely or willfully submitted false information, the bidder will not be considered for award, the state may pursue debarment of the bidder, and any resulting agreement thatmay have been established may be terminated.
11.Reservations
MDHHS reserves the right to:
a.Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, preparation and submission of a proposal, and MDHHS’s subsequent receipt and evaluation of a proposal does not commit MDHHS to award an agreement, even if all the requirements in the RFP are met.
b.Consider late proposals: (i) if no other proposals are received; (ii) if there are no complete proposals received; (iii) if MDHHS received complete proposals, but they did not pass the evaluation process; or, (iv) if the award process fails to result in an award.
c.Consider an otherwise disqualified proposal, if no other qualified proposals are received.
d.Disqualify a proposal based on the information provided or the failure to complete the vendor registration questions on the Buy4Michigan registration, or if it is determined that a bidder purposely or willfully submitted false information in response to the RFP.
e.Evaluate proposals using a method that establishes the relative importance of each deliverable.
f.Consider bidders’ prior performance with the state in making its award decision.
g.Consider overall economic impact to the state when evaluating the proposal pricing and in the final award recommendation. This includes, but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, economically disadvantaged businesses, etc.
h.Consider total cost of ownership factors (e.g., transaction costs, training costs, etc.) in the final award recommendation.
i.Refuse to award an agreement to any bidder that has failed to pay state of Michigan taxes or has any outstanding debt with the state of Michigan.
j.Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.
k.Award multiple, optional use agreements, or award by agreement activity.
l.Evaluate the proposal outside the scope identified in Section 10, Method of Evaluation, in the event that MDHHS receives only one RFP response.
12.Protests
Bidders who wish to protest award recommendations must submit the protest in writing no later than 3:00 p.m. on the fifth business day after the notice of award recommendation is published on the Buy4Michigan website. If the protest due date falls on a holiday, protests will be due by 3:00 p.m. on the next business day. MDHHS reserves the right to adjust this timing and will publish any change on the Buy4Michigan system.
Submit protests via email to . Include “Protest” in the email subject line. All protests must include the bid number.
13.Acceptance of Proposal Content
The contents of the proposal of the successful bidder may become contractual obligations if anagreement ensues. Failure of the successful bidder to accept these obligations may result in cancellation of the award.
14.Prime Contractor Responsibilities
The selected Contractor will be held accountable for all services offered in the proposal. Further, MDHHSwill consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the agreement.
15.Price
Prices quoted are firm for the initial term of the agreement.
16.Standard Terms
Awards made as a result of this RFP will require execution of an agreement with MDHHS. The agreement will contain standard terms. A copy of the standard terms was posted on Buy4Michigan as a separate attachment with this RFP.
17.Insurance Coverage
Contractor must maintain the insurances identified in the standard terms provided with this RFP.
18.Options to Renew
At the discretion of MDHHS, an awarded agreement may be renewed in writing by an amendment not less than 30 days before its expiration. The agreement may be renewed for up to two additional one-year periods.
19.Registering on the Contract & Payment Express Website
To receive payment from the state of Michigan, a Contractor must be registered as a vendor on the Contract & Payment Express website which links to the Michigan Administrative Information Network (MAIN).
20.Criminal Background Check
If the resulting agreement will be with an individual, MDHHS will complete the criminal background check on the Contractor, and the following language will be included in the agreement:
The Contractor shall notify MDHHS in writing of criminal convictions (felony or misdemeanor),pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring.
If the resulting agreement will be with an agency, the following language will be included in the agreement:
As a condition of this Agreement, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Agreement, conduct or cause to be conducted an Internet Criminal History Access Tool (ICHAT) check and a national and state sex offender registry check for each new employee, employee, subcontractor, subcontractor employee or volunteer who, under this Agreement, works directly with clients or has access to client information.
Information about ICHAT can be found at
The Michigan Public Sex Offender Registry websiteaddress is
The National Sex Offender Public website address is
As a condition of this Agreement, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Agreement, conduct or cause to be conducted a Central Registry (CR) check for each new employee, employee, subcontractor, subcontractor employee, or volunteer who, under this Agreement, works directly with children.
Information about CR can be found at
The Contractor shall require each new employee, employee, subcontractor, subcontractor employee, or volunteer who, under this Agreement, works directly with clients or who has access to client information to notify the Contractor in writing of criminal convictions (felony or misdemeanor), pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring.
The Contractor further certifies that the Contractor shall not submit claims for or assign duties under this Agreement to any new employee, employee, subcontractor, subcontractor employee, or volunteer based on a determination by the Contractor that the results of a positive ICHAT and/or a CR response or reported criminal felony conviction or perpetrator identification make the individual ineligible to provide the services.
The Contractor must have a written policy describing the criteria on which its determinations shall be made and must document the basis for each determination. The Contractor may consider the recency and type of crime when making a determination. Failure to comply with this provision may be cause for immediate cancellation of this Agreement. In addition, the Contractor must further have a clearly defined written policy regarding acceptable screening practices of new staff members and volunteers who have direct access to clients and/or client’s personal information. These screening practices serve to protect the organization and its clients. The Contractor must also assure that any subcontractors have both of these written policies.
If MDHHS determines that an individual provided services under this Agreement for any period prior to completion of the required checks as described above, MDHHS may require repayment of that individual's salary, fringe benefits, and all related costs of employment for the period that the required checks had not been completed.
21.State of Michigan Employees
State of Michigan employees may not act as bidders. Proposals from bidders who are current state of Michigan employees will be disqualified and will not be reviewed.
Policy in Civil Service Rule 2-8, Ethical Standards and Conduct, states an employee cannot represent or act as an agent for any private interests, whether for compensation or otherwise, in any transaction in which the state has a direct and substantial interest and which could reasonably be expected to result in a conflict between the employee’s private interests and official state responsibilities.
22.E-Verify
Delete this part if this RFP is for a grant.