BID BOARD NOTICE
PROCUREMENT ID NUMBER:HQ15-003
ISSUE DATE: July 25, 2014
TITLE:Developmental Disabilities Administration (DDA): Self Directed Services Review and Recommendations
Due Date: August 6, 2014
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THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE
SMALL PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07
Loaded rate to include all services described in the Scope of Work and all expenses are not to exceed $25,000
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PROCUREMENT METHOD
Small Procurement – Request for Proposal.
INTRODUCTION
The Maryland Developmental Disabilities Administration (DDA) has recently received approval from the Centers for Medicare & Medicaid Services (CMS) for the renewal of their waiver, CMS Control #0023, the Community Pathways waiver. The waiver renewal subsumes the state’s New Directions waiver, which had separately provided for self-directed services. Self-directed services were initiated in the State starting in 2006. Currently, these services are a focus of regulatory changes based upon the Department of Labor’sfinal rules under the Fair Labor Standards Act (FLSA).
Through negotiations with CMS, the state has received approval for a transition period of 18 months for the successful implementation of the renewal. During this period of implementation, DDA would like to explore additional opportunities for ensuring that the self-directed services reflect leading practices in terms of service offerings and their supporting operating model. This analysis will provide the basis for the state’s required transition plan for any elements of the service delivery system requiring adjustment in order to comply with the regulations.
SCOPE OF WORK
The Developmental Disabilities Administration (DDA), Department of Health and Mental Hygiene (DHMH), is seeking a qualified contractor to conduct a detailed analysis of self-directed services authorized under the approved Community Pathways waiver, including service definitions, service operations, service planning, beneficiary protections, quality management strategy as well as applicable statutes and regulations to identify opportunities that may enhance the waiver program’s reflection and furtherance of the system goals to promote individual choice. The process of Self-Direction builds on the principles of Self-Determination with the following key tenets for individuals:
– Freedom to make choices
– Authority over services and support
– Responsibility for organizing resources
– Supports necessary to live in the community
-The analysis of self-directed services under DDA’s Community Pathways waiver shall include an assessment of the how the services currently operate including but limited to roles of supports brokers and fiscal management services in support of individuals and their families. Additionally, the review should encompassthe Community Pathways waiver’s alignment with leading practices utilized by other states. This review shall include consideration of all available Federal guidance related to these services.
-Based on the analysis, the contractor shall provide recommendations for changes and improvements the state may consider in the construction of the waiver transition plan as required at 42 CFR 441.301(c)(6) and recommendations related to the practices of the state’s targeted case managers, fiscal management services and support brokers, as they play an important role in delivery of self-directed services.
-The contractor is expected to work collaboratively with members of the Department and with other external contractors engaged in concurrent reviews focused on developing a coordinated operating and quality strategy.
- Analysis of Broad Design Aspects, Detailed Service Definitions and Related Policies
-Services review shall encompass a section-by-section analysis of the state’s waiver relevant to self-directed services, review of current and planned operational model to support service delivery. Review should also include assessment of support materials and training, technology and communications associated with the operational model.
-The contractor will prepare a written analysis of findings and recommendations for consideration complete with any recommended sequencing of changes that may produce the most favorable outcomes for individuals served and improvements to the operating model.
-The contractor will engage with Maryland staff, in person as needed, to discuss recommendations for changes, effective, meaningful and ongoing stakeholder engagement strategies, and any necessary CMS engagement strategies.
-The contractor may be requested to interact with advocates and provider representatives to share leading practices and results of the review and associated recommendations.
- The contractor shall review DDA, and, as appropriate, broader DHMH statute, regulations, policies and waiver documents against the federal regulations for HCBS and other relevant federal guidance (i.e., Department of Labor) to provide broad recommendations of areas that may warrant detailed review, analysis, and investigation as the state develops the requisite transition plan. These recommendations shall include effective support coordination practices that may enhance the state’s performance in the context of the regulations and in providing a meaningful service to the individuals served.
The contractor will provide technical assistance to DDA based on available CMS and DOL guidance, with a focus on services for people with developmental disabilities and their families.
As needed, the contractor will also provide support and ongoing technical advice should DDA pursue subsequent waiver amendment(s) and in preparation for the submission of the state’s transition plan.
The Contract Monitor will meet with the Contractor within 5 days of the contract award for the initial contract “start-up” meeting. The time and place of the start-up meeting will be determined by the Contract Monitor. The Contract Monitor and Contractor will review the implementation plan and agree on specifics of execution.
Mandatory Provider Requirements
- Minimum of ten years of experience providing technical assistance on to state developmental disability agencies. Having provided technical assistance under contract or subcontract to the Centers for Medicare and Medicaid Services (CMS) is preferred.
- Experience providing the above or similar services. Having provided the above or similar services in other states is preferred.
- Knowledge of the HCBS Waiversand regulatory impacts associated with Department of Labor regulations and rulings.
Individuals with disabilities are encouraged to apply.
SUBMISSIONS - TWO PART SUBMISSION
- Offerors MUST submit in separate sealed envelopes, TECHNICAL and FINANCIAL proposals for this solicitation
- One original (to be so labeled) and 3 copies of the technical proposal clearly labeled “Technical Proposal”, and
- One original (to be so labeled) and 3 copies of the Financial Proposal Form clearly labeled “Financial Proposal”.
- Each envelope shall, in addition, be labeled with the following:
- Offeror’s name and business address;
- Due date/time for receipt of proposals; and
- Title of the RFP
- All pages in the technical proposal must be numbered, either consecutively from the beginning to end, or consecutively by section.
TECHNICAL PROPOSAL
A. Interested parties shall submit the technical proposal including the following:
- The Offeror’s resume including the knowledge and experience to perform the scope of work found on pages 2 and 3.
- Proposal to perform the Scope of Work.
- Staff resume(s) including the knowledge and experience to perform the stated scope of work found on pages 2 and 3.
- Names, telephone numbers and email addresses of Offeror’s contact
person(s).
B. The Offeror must list three (3) professional references and contact information.
C. Transmittal Letter
A transmittal letter prepared on the Offeror’s business stationary MUST accompany the technical proposal. The purpose of this letter is to transmit the technical proposal; therefore it should be brief. The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, timelines and prices contained in the financial proposal.
FINANCIAL PROPOSAL
A. Financial Proposal Form
CONTRACT TERM
The term of this contract shall be for a period of 6 months from the date of the award.
BILLING
Offeror will provide services and bill on a monthly basis.
All invoices must be signed and dated in addition to including the contractor’s mailing address, the contractor’s social security number or Federal Tax I.D. number, the time period covered by the invoice and the amount of requested payment. Invoices shall be addressed to:
Developmental Disabilities Administration
201 West Preston Street, 4th Floor
Baltimore, Maryland 21201
Attention: Amy Daugherty
SELECTION PROCESS
The contract resulting from this solicitation shall be awarded to the responsible and responsive Offeror whose technical proposal meets the requirements and evaluation criteria noted in this document, and is the most advantageous offer to the State based on the following criteria in order of importance:
1. Years of experience providing technical assistance to state developmental disability agencies with particular consideration for experience providing such assistance under agreements with the Centers for Medicare and Medicaid Services (CMS).
2. Years of experience performing the same or similar services as stated in Scope of Work on pages 2 and 3.
3. Knowledge of specific regulatory issues potentially impacting the design and implementation of self-directed services.
For this solicitation, the technical portion will be regarded more highly then the financial portion.
PLACE OF PERFORMANCE
Statewide as determined by the Contract Monitor.
SUBMISSION DEADLINE
Technical and Financial proposals can be accepted and MUST be received at the Issuing Officeno later than 3:00 p.m. Eastern Daylight Savings Time on August 6, 2014 in order to be considered.
Offerors who mail proposals should allow sufficient mail transit time to ensure timely receipt by the Issuing Office. Proposals and/or unsolicited amendments to proposals arriving after the closing hour and date noted above will NOT be considered.
Issuing Office:
Michele Ferges
Chief, Procurement Unit
Developmental Disabilities Administration
201 W. Preston Street
4th Floor
Baltimore, MD 21201
410-767-6001
The sole point of contact in the State for purposes of this solicitation is the Procurement Unit Chief.
Contract Monitor:
Amy Daugherty
Policy Analyst for Government Affairs
Developmental Disabilities Administration
201 West Preston Street
4th Floor
Baltimore, Maryland 21201
410-767-8688
Upon award, the Department's Contract Monitor is the primary point of contact for the Department for matters relating to this contract. The successful Offeror shall contact this person immediately if they become unable to fulfill any of the requirements of this contract or have any questions regarding the interpretation of the provisions of the contract.
MINORITY BUSINESS ENTERPRISES AND INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO RESPOND TO THIS SOLICITATION
FINANCIAL PROPOSAL FORM
PROCEDUREMENT
I.D. NUMBER:HQ15-003
ISSUE DATE:_July 25, 2014______
TITLE:Developmental Disabilities Administration (DDA): Self-Directed Services Review and Recommendations
Loaded rate to include all services described in the Scope of Work and all expenses are not to exceed $25,000
Offeror’s Information:
Company or Individual Name:
Federal Tax ID OR FEIN#:
Contact Person:
Address:
Telephone:
Fax:
E-mail Address______
eMM#______
Hourly bid price:
NOTE: This is an all-inclusive fully loaded price, encompassing all aspects of providing all services described in the Scope of Work. No additional payment shall be made under this contract for any of the primary or ancillary costs of the contractor for the performance of this contract. Travel expenses will not be reimbursed and therefore should be considered and included in the fully loaded bid price
Bid Price Attested to by______Date______
(Signature)
Financial Proposals are due to the issuing office by August6, 2014 at 3:00 p.m.
Important: Do not alter this page. Failure to fill out this bid page completely or altering the bid page in any way may render your bid non-responsive. Should you have any questions regarding this Financial Proposal page, contact the Agency Procurement Specialist.
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