State of Hawaii

Department of Human Services

Vocational Rehabilitation and Services for the Blind Division

Oahu Branch

 

 

Request for Proposals

 

HMS 802/OB-06

Psychological Assessment Services

 

 

April 1, 2006

 

 

 

 

 

 

Note: If this RFP was downloaded from the State Procurement Office RFP Website each applicant must provide contact information to the RFP contact person for this RFP to be notified of any changes. For your convenience, an RFP Interest form may be downloaded to your computer, completed and e‑mailed or mailed to the RFP contact person. The State shall not be responsible for any missing addenda, attachments or other information regarding the RFP if a proposal is submitted from an incomplete RFP.


 

 

 

 

April 1, 2006

 

 

REQUEST FOR PROPOSALS

 

PSYCHOLOGICAL ASSESSMENT SERVICES

RFP No. HMS 802/OB-06

 

The Department of Human Services, Vocational Rehabilitation and Services for the Blind Division (VRSBD) is requesting proposals from Hawaii licensed psychologists skilled in psychological assessment to assess the intellectual, educational, vocational, personality, emotional and neuropsychological diagnosis and/or functioning of individual with a disability and the impact of that functioning on employment on Oahu.  The contract term will be from July 1, 2006 through June 30, 2007.  Multiple contracts will be awarded under this request for proposals.

 

Proposals shall be mailed and postmarked by the United State Postal Service on or before May 15, 2006, or hand delivered no later than 4:30 p.m., Hawaii Standard Time (HST), on May 15, 2006, at the drop-off sites designated on the Proposal Mail-in and Delivery Information Sheet.  Proposals postmarked or hand delivered after the submittal deadline shall be considered late and rejected.  There are no exceptions to this requirement.

 

The VRSBD will conduct an orientation on May 1, 2006 from 10:30 a.m. to 11:30 a.m. HST, at 600 Kapiolani Boulevard, Room 301, Honolulu, Hawaii.  All prospective applicants are encouraged to attend the orientation.

 

The deadline for submission of written questions is 4:30 p.m., HST, on May 5, 2006.  All written questions will receive a written response from the State on or about May 10, 2006.

 

Inquiries regarding this RFP should be directed to the RFP contact person, Ms. Gwen Kagihara at 600 Kapiolani Boulevard, Room 301, Honolulu,  Hawaii  96813, telephone: (808) 586-4828, fax: (808) 586-5785, e-mail: gkagihara@dhs.hawaii.gov.


PROPOSAL MAIL-IN AND DELIVERY INFORMATION SHEET

 

NUMBER OF COPIES TO BE SUBMITTED:  ONE ORIGINAL AND 4 COPIES

 

ALL MAIL-INS MUST BE POSTMARKED BY UNITED STATES POSTAL SERVICE (USPS) NO LATER THAN

May 15, 2006

All Mail-ins

 

DHS RFP COORDINATOR

Department of Human Services

 

Gwen Kagihara

Vocational Rehabilitation and      Services for the Blind Division

 

For further info or inquiries

Phone:  586-4828

600 Kapiolani Blvd., Room 301

 

Fax:  586-5785

Honolulu, Hawaii   96813

 

 

 

 

 

ALL HAND DELIVERIES WILL BE ACCEPTED AT THE FOLLOWING SITES UNTIL 4:30 P.M., Hawaii Standard Time (HST) May 15, 2006.

 

Drop-off Site

 

Oahu:

 

 

Department of Human Services

Vocational Rehabilitation and Services for the Blind Division (VRSBD)

600 Kapiolani Blvd., Room 301

Honolulu, Hawaii  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

BE ADVISED:          All mail-ins postmarked by USPS after midnight, May 15, 2006, will be rejected.

Hand deliveries will not be accepted after 4:30 p.m., HST, May 15, 2006.

Deliveries by private mail services such as FEDEX shall be considered hand deliveries and will not be accepted if received after 4:30 p.m., HST, May 15, 2006.


RFP Table of Contents

 

Section 1 Administrative Overview

I.                                Authority.................................................................................................... 1-1

II.                             RFP Organization....................................................................................... 1-1

III.                           Contracting Office...................................................................................... 1-1

IV.                          Procurement Timetable............................................................................... 1-2

V.                             Orientation................................................................................................. 1-2

VI.                          Submission of Questions............................................................................. 1-3

VII.                        Submission of Proposals............................................................................. 1-3

VIII.                     Discussions with Applicants........................................................................ 1-5

IX.                          Opening of Proposals................................................................................. 1-5

X.                             Additional Materials and Documentation..................................................... 1-5

XI.                          RFP Amendments...................................................................................... 1-6

XII.                        Final Revised Proposals............................................................................. 1-6

XIII.                     Cancellation of Request for Proposals......................................................... 1-6

XIV.                     Costs for Proposal Preparation................................................................... 1-6

XV.                       Provider Participation in Planning................................................................ 1-6

XVI.                     Rejection of Proposals............................................................................... 1-6

XVII.                  Notice of Award........................................................................................ 1-7

XVIII.                Protests..................................................................................................... 1-7

XIX.                     Availability of Funds................................................................................... 1-8

XX.                       Monitoring and Evaluation.......................................................................... 1-8

XXI.                     General and Special Conditions of the Contract.......................................... 1-8

XXII.                  Cost Principles........................................................................................... 1-9

 

Section 2 - Service Specifications

I.                                Introduction............................................................................................... 2-1

A.                 Overview, Purpose or Need........................................................... 2-1

B.                 Description of the Goals of the Service........................................... 2-1

C.                 Description of the Target Population to be Served........................... 2-1

D.                 Geographic Coverage of Service.................................................... 2-1

E.                  Probable Funding Amounts, Source, and Period of Availability........ 2-1

II.                             General Requirements................................................................................ 2-2

A.                 Specific Qualifications or Requirements........................................... 2-2

B.                 Secondary Purchaser Participation.................................................. 2-2

C.                 Multiple or Alternate Proposals...................................................... 2-2

D.                 Single or Multiple Contracts to be Awarded................................... 2-2

E.                  Single or Multi-Term Contracts to be Awarded.............................. 2-2

F.                  RFP Contact Person...................................................................... 2-3

III.                           Scope of Work.......................................................................................... 2-3

A.                 Service Activities............................................................................ 2-3

B.                 Management Requirements............................................................. 2-3

IV.                          Facilities..................................................................................................... 2-5

 

Section 3 - Proposal Application Instructions

General Instructions for Completing Applications.......................................................... 3-1

I.                                Program Overview..................................................................................... 3-1

II.                             Experience and Capability.......................................................................... 3-2

A.                 Necessary Skills............................................................................. 3-2

B.                 Experience..................................................................................... 3-2

C.                 Quality Assurance and Evaluation................................................... 3-2

D.                 Coordination of Services................................................................ 3-2

E.                  Facilities......................................................................................... 3-2

III.                           Project Organization and Staffing................................................................ 3-2

A.                 Staffing.......................................................................................... 3-2

B.                 Project Organization....................................................................... 3-3

IV.                          Service Delivery......................................................................................... 3-3

V.                             Financial.................................................................................................... 3-3

A.                 Pricing Structure............................................................................. 3-3

B.                 Other Financial Related Materials................................................... 3-3

VI.                          Other......................................................................................................... 3-4

A.                 Litigation........................................................................................ 3-4

 

Section 4 – Proposal Evaluation

I.                                Introduction............................................................................................... 4-1

II.                             Evaluation Process..................................................................................... 4-1

III.                           Evaluation Criteria...................................................................................... 4-2

A.                 Phase 1 – Evaluation of Proposal Requirements.............................. 4-2

B.                 Phase 2 – Evaluation of Proposal Application................................. 4-2

C.                 Phase 3 – Recommendation for Award........................................... 4-3

 

Section 5 – Attachments

Attachment A.        Competitive Proposal Application Checklist

Attachment B.        Sample Proposal Table of Contents

Attachment C.       

 


 

 

 

 

 

Section 1

Administrative Overview

 

 

 


Section 1

Administrative Overview

 

Applicants are encouraged to read each section of the RFP thoroughly.  While sections such as the administrative overview may appear similar among RFPs, state-purchasing agencies may add additional information as applicable.  It is the responsibility of the applicant to understand the requirements of each RFP.

 

I.                              Authority

This RFP is issued under the provisions of the Hawaii Revised Statutes (HRS), Chapter 103F and its administrative rules.  All prospective applicants are charged with presumptive knowledge of all requirements of the cited authorities.  Submission of a valid executed proposal by any prospective applicant shall constitute admission of such knowledge on the part of such prospective applicant.

 

II.                           RFP Organization

This RFP is organized into five sections:

 

Section 1, Administrative Overview--Provides applicants with an overview of the procurement process.

 

Section 2, Service Specifications--Provides applicants with a general description of the tasks to be performed, delineates applicant responsibilities, and defines deliverables (as applicable).

 

Section 3, Proposal Application Instructions--Describes the required format and content for the proposal application.

 

Section 4, Proposal Evaluation--Describes how proposals will be evaluated by the state purchasing agency.

 

Section 5, Attachments --Provides applicants with information and forms necessary to complete the application.

 

III.                       Contracting Office

The Contracting Office is responsible for overseeing the contract(s) resulting from this RFP, including system operations, fiscal agent operations, and monitoring and assessing provider performance.  The Contracting Office is:

 

Vocational Rehabilitation and Services for the Blind Division

 

 

Department of Human Services

600 Kapiolani Blvd., Room 301, Honolulu, HI   96813

Phone (808)

586-4828

Fax: (808)

586-5785

 

IV.                        Procurement Timetable

Note that the procurement timetable represents the State’s best estimated schedule.  Contract start dates may be subject to the issuance of a notice to proceed.

Activity

Scheduled Date

Public notice announcing RFP

April 25, 2006

Distribution of RFP

April 25, 2005-May 10, 2006

RFP orientation session

May 1, 2006

Closing date for submission of written questions for written responses

 

May 5, 2006

State purchasing agency's response to applicants’ written questions

 

May 10, 2006

Proposal submittal deadline

May 15, 2006

Final revised proposals (optional)

May 2006

Proposal evaluation period

May 2006

Provider selection

May 2006

Notice of statement of findings and decision

May 2006

Contract start date

July 1, 2006

 

 

 

 

 

V.                             Orientation

An orientation for applicants in reference to the request for proposals will be held as follows:

Date:

May 1, 2006

Time:

10:30 a.m. to 11:30 a.m.

Location:

600 Kapiolani Blvd, Room 301, Honolulu, Hawaii

 

Applicants are encouraged to submit written questions prior to the orientation.  Impromptu questions will be permitted at the orientation and spontaneous answers provided at the state purchasing agency's discretion.  However, answers provided at the orientation are only intended as general direction and may not represent the state purchasing agency's position.  Formal official responses will be provided in writing.  To ensure a written response, any oral questions should be submitted in writing following the close of the orientation, but no later than the submittal deadline for written questions indicated in the next paragraph (VI.  Submission of Questions).

 

VI.                        Submission of Questions

Applicants may submit questions to the RFP Contact Person identified in Section 2 of this RFP.  All written questions will receive a written response from the state purchasing agency.

Deadline for submission of written questions:

Date:

May 5, 2006

Time:

4:30 pm.

HST

State agency responses to applicant written questions will be provided by:

Date:

May 10, 2006

 

VII.                    Submission of Proposals

A.                 Forms/Formats - Forms, with the exception of program specific requirements, may be found on the State Procurement Office website at: www.spo.hawaii.gov, click Procurement of Health and Human Services and For Private Providers.  Refer to the Proposal Application Checklist for the location of program specific forms.

 

1.                  Proposal Application Identification (Form SPO‑H‑200) - Provides identification of the proposal.

 

2.                  Proposal Application Checklist – Provides applicants with information on where to obtain the required forms; information on program specific requirements; which forms are required and the order in which all components should be assembled and submitted to the state purchasing agency.

 

3.                  Table of Contents - A sample table of contents for proposals is located in Section 5, Attachments.  This is a sample and meant as a guide.  The table of contents may vary depending on the RFP.

 

4.                  Proposal Application (Form SPO-H-200A) - Applicant shall submit comprehensive narratives that addresses all of the issues contained in the Proposal Application Instructions, including a cost proposal/budget if required.  (Refer to Section 3 of this RFP.)

 

5.                  Registration Form  (SPO-H-100A) – If applicant is not registered with the State Procurement Office (business status), this form must be submitted with the application.  If applicant is unsure as to their registration status, they may check the State Procurement Office website at:  http://www.spo.hawaii.gov, click Procurement of Health and Human Services, and For Private Providers and Provider ListsThe List of Registered Private Providers for Use with the Competitive Method of Procurement or call the State Procurement Office at (808) 587‑4706.

 

6.                  Tax Clearance – A certified copy of a current valid tax clearance certificate issued by the State of Hawaii, Department of Taxation (DOTAX) and the Internal Revenue Service (IRS) will be required either at the time of proposal submittal or upon notice of award at the discretion of the purchasing agency.

 

Refer to Section 4, item III.A.1, Administrative Requirements, and the Proposal Application Checklist to see if the tax clearance is required at time of proposal submittal.  The tax clearance application may be obtained from the Department of Taxation website at www.hawaii.gov/tax/tax.html.

 

B.                 Program Specific Requirements - Additional program specific requirements are included in Sections 2 and/or 3, Service Specifications and the Proposal Application Instructions, as applicable.  If Federal and/or State certifications are required, they are listed on the Proposal Application Checklist.

 

C.                 Multiple or Alternate Proposals  - Multiple or alternate proposals shall not be accepted unless specifically provided for in Section 2 of this RFP.  In the event alternate proposals are not accepted and an applicant submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for award as though it were the only proposal submitted by the applicant.

 

D.                Proposal Submittal - Proposals must be postmarked by USPS or hand delivered by the date and time designated on the Proposal Mail-In and Delivery Information Sheet attached to this RFP.  Any proposal post-marked or received after the designated date and time shall be rejected.  Note that postmarks must be by United States Postal Service or they will be considered hand-delivered and shall be rejected if late. The number of copies required is located on the Proposal Mail-In and Delivery Information Sheet.

 

Faxed proposals and/or submission of proposals on diskettes/CD or transmission by e-mail, website or other electronic means is not permitted.

 

E.                 Wages and Labor Law Compliance - Before a provider enters into a service contract in excess of $25,000, the provider shall certify that it complies with section 103-55, HRS, Wages, hours, and working conditions of employees of contractors performing services.  Section 103-55, HRS may be obtained form the Hawaii State Legislature website at http://www.capitol.hawaii.gov/.  Or go directly to:

http://www.capitol.hawaii.gov/hrscurrent/Vol02_Ch0046-0115/HRS0103/HRS_0103-0055.htm

 

F.                  Confidential Information – If an applicant believes any portion of a proposal contains information that should be withheld as confidential, the applicant shall request in writing nondisclosure of designated proprietary data to be confidential and provide justification to support confidentiality.  Such data shall accompany the proposal, be clearly marked, and shall be readily separable from the proposal to facilitate eventual public inspection of the non-confidential sections of the proposal.

 

Note that price is not considered confidential and will not be withheld.

 

VIII.                 Discussions with Applicants

A.                 Prior to Submittal Deadline.  Discussions may be conducted with potential applicants to promote understanding of the purchasing agency’s requirements.

 

B.                 After Proposal Submittal Deadline - Discussions may be conducted with applicants whose proposals are determined to be reasonably susceptible of being selected for award, but proposals may be accepted without discussions, in accordance section 3-143-403, HAR.

 

IX.                        Opening of Proposals

Upon receipt of proposal by a state purchasing agency at a designated location, proposals, modifications to proposals, and withdrawals of proposals shall be date-stamped, and when possible, time-stamped.  All documents so received shall be held in a secure place by the state purchasing agency and not examined for evaluation purposes until the submittal deadline.

 

Procurement files shall be open to public inspection after a contract has been awarded and executed by all parties.

 

X.                           Additional Materials and Documentation

Upon request from the state purchasing agency, each applicant shall submit any additional materials and documentation reasonably required by the state purchasing agency in its evaluation of the proposals.

 

XI.                        RFP Amendments

The State reserves the right to amend this RFP at any time prior to the closing date for the final revised proposals.

 

XII.                    Final Revised Proposals

The applicant’s final revised proposal, as applicable to this RFP, must be postmarked or hand delivered by the date and time specified by the state purchasing agency.  Any final revised proposal post-marked or received after the designated date and time shall be rejected.  If a final revised proposal is not submitted, the previous submittal shall be construed as their best and final offer/proposal.  The applicant shall submit only the section(s) of the proposal that are amended, along with the Proposal Application Identification Form (SPO-H-200).  After final revised proposals are received, final evaluations will be conducted for an award.

 

XIII.                 Cancellation of Request for Proposal

The request for proposal may be canceled and any or all proposals may be rejected in whole or in part, when it is determined to be in the best interests of the State.

 

XIV.                 Costs for Proposal Preparation

Any costs incurred by applicants in preparing or submitting a proposal are the applicants’ sole responsibility.

 

XV.                     Provider Participation in Planning 

Provider participation in a state purchasing agency’s efforts to plan for or to purchase health and human services prior to the state purchasing agency’s release of a request for proposals, including the sharing of information on community needs, best practices, and providers’ resources, shall not disqualify providers from submitting proposals if conducted in accordance with sections 3-142-202, 3-142-203 and 3-143-618 of the Hawaii Administrative Rules for Chapter 103F, HRS.

 

XVI.                 Rejection of Proposals

The State reserves the right to consider as acceptable only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the problems involved and comply with the service specifications.  Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be rejected without further notice.

 

A proposal may be automatically rejected for any one or more of the following reasons: (Relevant sections of the Hawaii Administrative Rules for Chapter 103F, HRS, are parenthesized)

 

(1)               Rejection for failure to cooperate or deal in good faith. 
(Section 3-141-201, HAR)

(2)               Rejection for inadequate accounting system.  (Section 3-141-202, HAR)

(3)               Late proposals  (Section 3-143-603, HAR)

(4)               Inadequate response to request for proposals (Section 3-143-609, HAR)

(5)               Proposal not responsive (Section 3-143-610 (1), HAR)

(6)               Applicant not responsible (Section 3-143-610 (2), HAR)

 

XVII.              Notice of Award

A statement of findings and decision shall be provided to all applicants by mail upon completion of the evaluation of competitive purchase of service proposals.

 

Any agreement arising out of this solicitation is subject to the approval of the Department of the Attorney General as to form, and to all further approvals, including the approval of the Governor, required by statute, regulation, rule, order or other directive.

 

No work is to be undertaken by the awardee prior to the contract commencement date.  The State of Hawaii is not liable for any costs incurred prior to the official starting date.

 

XVIII.          Protests

Any applicant may file a protest against the awarding of the contract.  The Notice of Protest form, SPO-H-801, is available on the SPO website (see the Proposal Application Checklist in Section 5 of this RFP.  Only the following matters may be protested:

 

(1)               A state purchasing agency’s failure to follow procedures established by Chapter 103F of the Hawaii Revised Statutes;

 

(2)               A state purchasing agency’s failure to follow any rule established by Chapter 103F of the Hawaii Revised Statutes; and

 

(3)               A state purchasing agency’s failure to follow any procedure, requirement, or evaluation criterion in a request for proposals issued by the state purchasing agency.

 

The Notice of Protest shall be mailed by USPS or hand delivered to the head of the state purchasing agency conducting the protested procurement and the procurement officer who is conducting the procurement (as indicated below) within five working days of the postmark of the Notice of Findings and Decision sent to the protestor.  Delivery services other than USPS shall be considered hand deliveries and considered submitted on the date of actual receipt by the state purchasing agency.

 

Head of State Purchasing Agency

Procurement Officer

Name: John L. Noland

Name:  Gwen Kagihara

Title: Interim Administrator

Title: Oahu Branch Administrator

Mailing Address:

Same as Business Address

Mailing Address:

Same as Business Address

Business Address:

Vocational Rehabilitation

601 Kamokila Blvd., Room 515

Kapolei, Hawaii   96707

Business Address:

Vocational Rehabilitation

600 Kapiolani Blvd., Room 301

Honolulu, Hawaii   96813

 

XIX.                 Availability of Funds

The award of a contract and any allowed renewal or extension thereof, is subject to allotments made by the Director of Finance, State of Hawaii, pursuant to Chapter 37, HRS, and subject to the availability of State and/or Federal funds.

 

XX.                     Monitoring and Evaluation

The criteria by which the performance of the contract will be monitored and evaluated are:

 

(1)               Performance/Outcome Measures

(2)               Output Measures

(3)               Quality of Care/Quality of Services

(4)               Financial Management

(5)               Administrative Requirements

 

XXI.                 General and Special Conditions of Contract

The general conditions that will be imposed contractually are on the SPO website. (See Section 5, Proposal Application Checklist for the address).  Special conditions may also be imposed contractually by the state purchasing agency, as deemed necessary.

 

XXII.              Cost Principles

In order to promote uniform purchasing practices among state purchasing agencies procuring health and human services under Chapter 103F, HRS, state purchasing agencies will utilize standard cost principles outlined in Form SPO‑H‑201 which is available on the SPO website (see section 5, the Proposal Application Checklist).  Nothing in this section shall be construed to create an exemption from any cost principle arising under federal law.

 

 


 

 

 

 

 

Section 2

Service Specifications

 

 


Section 2

Service Specifications

 

 

I.                              Introduction

A.                 Overview, purpose or need

Vocational Rehabilitation and Services for the Blind Division, Department of Human Services, State of Hawaii, is designated to provide vocational rehabilitation services to eligible individuals with disabilities to enable them to achieve an employment outcome.  Psychological assessment services contribute to the determination of an individual’s eligibility for the public vocational rehabilitation program and the vocational rehabilitation needs of the individual in order to achieve an employment outcome.

B.                 Description of the goals of the service

The goal of the service is to assess the intellectual, educational, vocational, personality, emotional and neuropsychological diagnosis and/or functioning of the individual with a disability and the impact of that functioning on employment.

 

C.                 Description of the target population to be served

Those to be served are individuals with disabilities who are applicants or clients of the Vocational Rehabilitation and Services for the Blind Division, Oahu Branch.  An applicant submitting a proposal shall be prepared to serve individuals who may have a wide range of disabilities or who have multiple disabilities including individuals who are deaf or blind.

 

D.                Geographic coverage of service

The services shall be provided on Oahu.

 

E.                 Probable funding amounts, source, and period of availability

State and federal funds are available for two years.  Probable funding amounts are listed below.

 

                              SFY 2007-2008                      

                                   $140,000                               

 

 

 

 

II.                           General Requirements 

A.                 Specific qualifications or requirements, including but not limited to licensure or accreditation

 

1)      Proof of current and appropriate State of Hawaii licenses and professional certifications.

 

2)      Not to be excluded, suspended or otherwise barred from participation in any Federal or State Program.         

 

3)      DCCA issued Psychology License

 

B.                 Secondary purchaser participation

(Refer to §3-143-608, HAR)

After-the-fact secondary purchases will be allowed.

 

   Planned secondary purchases:  None

 

 

C.                 Multiple or alternate proposals  

(Refer to §3-143-605, HAR)

 Allowed                         Unallowed

 

 

D.                Single or multiple contracts to be awarded  

(Refer to §3-143-206, HAR)

 Single                Multiple                   Single & Multiple

 

Multiple contracts may be awarded for the geographic area specified above if the STATE determines that multiple contracts will be more advantageous in terms of offering a choice among providers to its participants. The highest scoring applicants will be awarded multiple proposals.  The relative funding of the multiple awardees will be limited by available funding for the geographic area to be served and will be allocated at the discretion of the Department taking into account factors that may include but not be limited to availability, accessibility, and proposed configuration of the service activities.

 

E.                 Single or multi-term contracts to be awarded  

(Refer to §3-149-302, HAR)

Single term (< 2 yrs)                   Multi-term (> 2 yrs.)

Contract terms:

Initial term of contract:

July 1, 2006-June 30, 2007

Length of each extension:

Not applicable

Number of possible extensions:

None

Maximum length of contract:

July 1, 2006-June 30, 2007

 

The initial period shall commence on the contract start date or Notice to Proceed, whichever is later.

 

Conditions for extension:  Not Applicable.

 

F.                  RFP contact person

The individual listed below is the sole point of contact from the date of release of this RFP until the selection of the successful provider or providers.  Written questions should be submitted to the RFP contact person and received on or before the day and time specified in Section I, Item IV (Procurement Timetable) of this RFP.

 

Gwen Kagihara

600 Kapiolani Blvd., Room 301

Honolulu, Hawaii   96813

 

III.                         Scope of Work

The scope of work encompasses the following tasks and responsibilities:

 

A.                 Service Activities

(Minimum and/or mandatory tasks and responsibilities)

The contractors shall conduct intellectual, personality, and/or neuropsychological assessments and submit a narrative report of their assessment on a timely basis.

       B.       Management Requirements

                  (Minimum and/or mandatory requirements)

1.       Personnel

 

Licensed in the State of Hawaii to do Psychological Evaluations.

 

2.      Administrative

 

Contractors shall adopt and implement procedures to safeguard the confidentiality of all personal information.

 

 

3.      Quality assurance and evaluation specifications

 

Contractors shall adopt and implement procedures that ensure the assessment of individuals and the submission of reports of their assessment findings following the date of the assessment will be timely.

 

Counselor satisfaction with services and service outcomes will be monitored.

 

4.      Output and performance/outcome measurements

 

a)    The number and percentage of individuals referred for psychological assessment who are assessed soon after the referral and for whom a written report of the assessment is provided soon after.

b)    The number and percentage of individuals whose psychological assessment contributes to the determination of their vocational rehabilitation eligibility and/or their vocational rehabilitation needs.

 

5.      Experience

 

The applicant shall demonstrate that he or she has the necessary experience relating to the delivery of the proposed services.  The applicant shall submit the following:

 

6.      Coordination of services

 

Not applicable.

 

7.      Reporting requirements for program and fiscal data

 

Psychological and/or neuropsychological reports will be completed and sent to referring counselor in a timely manner as determined by the State.

 

8.      Pricing structure or pricing methodology to be used 

 

The total contract amount available will not exceed $140,000 for the period July 1, 2006 to June 30, 2007.  The amounts awarded will be determined by the proposals and the client needs.

 

 

9.      Units of service and unit rate

 

Fees are the maximum allowed and not subject to negotiation.

 

a)      Specific Assessments

Intelligence                                     $144.00

Personality                                                  $144.00

 

b)      Combined Assessments

Intelligence/Personality                               $288.00

 

c)      Neuropsychological Assessments

Including Intelligence/Personality     $566.00

 

IV.                        Facilities

Applicants should be clear where the services are to be provided, and if they will

be delivered at a specific site.  The applicant shall provide a description of its facilities and demonstrate its adequacy in relation to the proposed services. If facilities are not presently available, describe plans to secure facilities. Also describe how the facilities meet ADA requirements, as applicable, and special equipment that may be required for the services.

 


 

 

 

 

Section 3

Proposal Application Instructions

 

 


Section 3

Proposal Application Instructions

 

General instructions for completing applications:

 

·        Proposal Applications shall be submitted to the state purchasing agency using the prescribed format outlined in this section.

·        The numerical outline for the application, the titles/subtitles, and the applicant organization and RFP identification information on the top right hand corner of each page should be retained.  The instructions for each section however may be omitted.

·        Page numbering of the Proposal Application should be consecutive, beginning with page one and continuing through for each section.  See sample table of Contents

·        Proposals may be submitted in a three ring binder (Optional).

·        Tabbing of sections (Recommended).

·        Applicants must also include a Table of Contents with the Proposal Application.  A sample format is reflected in Section 5, Attachment B of this RFP.

·        A written response is required for each item unless indicated otherwise.  Failure to answer any of the items will impact upon an applicant’s score.

·        Applicants are strongly encouraged to review evaluation criteria in Section 4, Proposal Evaluation when completing the proposal.

·        This form (SPO-H-200A) is available on the SPO website (for the website address see the Proposal Application Checklist in Section 5, Attachments).  However, the form will not include items specific to each RFP.  If using the website form, the applicant must include all items listed in this section.

 

The Proposal Application comprises the following sections:

 

·        Proposal Application Identification Form

·        Table of Contents

·        Program Overview

·        Experience and Capability

·        Project Organization and Staffing

·        Service Delivery

·        Financial

·        Other

 

I.                              Program Overview

Applicant shall give a brief overview to orient evaluators as to the program/services being offered.

 

II.                           Experience and Capability

A.                 Necessary Skills

The applicant shall demonstrate that it has the necessary skills, abilities, and knowledge relating to the delivery of the proposed services.

 

B.                 Experience

The applicant shall demonstrate that he or she has the necessary experience relating to the delivery of the proposed services.  The applicant shall submit the following:

 

1)      Current vitae and a copy of appropriate current State license and professional certification.

2)      A listing of verifiable experience with projects or contracts in the last three years that includes the number of psychological assessments performed for vocational rehabilitation counselors of a public vocational rehabilitation agency.

(Those applicants who are now delivering a substantial volume of the proposed services need not address these criteria.  Their application will be based on their current work.)

 

C.                 Quality Assurance and Evaluation

The applicant shall describe its own plans for quality assurance and evaluation for the proposed services, including methodology.

 

D.                Coordination of Services

Not applicable

 

E.                 Facilities

The applicant shall provide a description of its facilities and demonstrate its adequacy in relation to the proposed services.  If facilities are not presently available, describe plans to secure facilities.  Also describe how the facilities meet ADA requirements, as applicable, and special equipment that may be required for the services.

 

III.                       Project Organization and Staffing

A.                 Staffing

1.      Proposed Staffing

 

The applicant shall describe the proposed staffing pattern, client/staff ratio and proposed caseload capacity appropriate for the viability of the services.  (Refer to the personnel requirements in the Service Specifications, as applicable.)

 

2.      Staff Qualifications

 

The applicant shall provide the minimum qualifications (including experience) for staff assigned to the program.  (Refer to the qualifications in the Service Specifications, as applicable)

 

B.                 Project Organization

1.      Supervision and Training

 

The applicant shall describe its ability to supervise, train and provide administrative direction relative to the delivery of the proposed services as applicable to the services.

 

2.      Organization Chart

 

The applicant shall reflect the position of each staff and line of responsibility/supervision.  (Include position title, name and full time equivalency)  Both the “Organization-wide” and “Program” organization charts shall be attached to the Proposal Application. 

 

IV.                        Service Delivery

Applicant shall include a detailed discussion of the applicant’s approach to applicable service activities and management requirements from Section 2, Item III. - Scope of Work, including (if indicated) a work plan of all service activities and tasks to be completed, related work assignments/responsibilities and timelines/schedules.

 

V.                           Financial

A.                 Pricing Structure

Pricing structure based on fixed unit of service rate.  This RFP seeks to purchase services on an as needed basis.  However, in determining capacity and to assist in evaluating the proposals, applicants to this RFP shall provide a minimum number of units they can deliver.

 

Applicant shall submit a cost proposal utilizing the pricing structure designated by the state purchasing agency.  The cost proposal shall be attached to the Proposal Application.

 

B.                 Other Financial Related Materials

Not applicable

 

VI.                        Other

A.                 Litigation

The applicant shall disclose any pending litigation to which they are a party, including the disclosure of any outstanding judgment.  If applicable, please explain.

 

 

 


 

 

 

 

 

Section 4

Proposal Evaluation

 

 

 


Section 4

Proposal Evaluation

 

 

I.                              Introduction

The evaluation of proposals received in response to the RFP will be conducted comprehensively, fairly and impartially.  Structural, quantitative scoring techniques will be utilized to maximize the objectivity of the evaluation.

 

II.                           Evaluation Process

The procurement officer or an evaluation committee of designated reviewers selected by the head of the state purchasing agency or procurement officer shall review and evaluate proposals.  When an evaluation committee is utilized, the committee will be comprised of individuals with experience in, knowledge of, and program responsibility for program service and financing.

 

The evaluation will be conducted in three phases as follows:

 

·        Phase 1 - Evaluation of Proposal Requirements

·        Phase 2 - Evaluation of Proposal Application

·        Phase 3 - Recommendation for Award

 

Evaluation Categories and Thresholds

 

Evaluation Categories

 

 

 

 

Possible Points

Administrative Requirements

 

 

 

Pass or Rejected

 

 

 

 

 

Proposal Application

 

 

 

100 Points

Program Overview

 

 0 points

 

 

Experience and Capability

 

40 points

 

 

Knowledge

 

30 points

 

 

Ability to Meet the Counselors Needs

 

30 points

 

 

 

 

 

 

 

 

 

 

 

 

TOTAL POSSIBLE POINTS

 

 

 

100 Points

 

III.                       Evaluation Criteria

A.                 Phase 1 - Evaluation of Proposal Requirements

1.      Administrative Requirements

 

·        Application Checklist

·        Tax Clearance Checklist

·        Registration (if not pre-registered with the State Procurement Office)

 

2.      Proposal Application Requirements

 

·           Proposal Application Identification Form (Form SPO-H-200)

·           Table of Contents

·           Program Overview

·           Experience and Capability

·           Project Organization and Staffing

·           Service Delivery

·           Financial  (All required forms and documents)

·           Program Specific Requirements (as applicable)

 

B.                 Phase 2 - Evaluation of Proposal Application

(100 Points)

Program Overview:  No points are assigned to Program Overview.  The intent is to give the applicant an opportunity orient evaluators as to the service(s) being offered. 

 

1.                  Experience and Capability  (40 Points)

 

      The state will evaluate the applicant’s experience and the number of psychological assessments that were done for vocational rehabilitation counselors of a public vocational rehabilitation agency.

 

2.                  Knowledge (30 Points)

 

                              The State will evaluate the applicant’s understanding of the vocational rehabilitation program, philosophy and requirements and the various psychological disabilities and their implications for employment functioning.

 

 

 

 

3.                  Ability to Meet the Counselors Needs (30 Points)

 

The State will evaluate the applicant’s ability to meet the counselors’ needs by how well he or she:

 

·        will be able to consistently schedule participants within two weeks of the referral by the counselor and provide a written assessment report within two weeks after the assessment.

·        describes how their assessment will facilitate the counselor’s understanding of and decision making about and with the individual with a disability.

 

The applicants shall describe in writing their ability to meet the needs of the counselor in the following area:

 

1)      Reliability

 

a)      consistently schedule an office visit for the Vocational Rehabilitation participant within two weeks after the referral by the counselor

b)      consistently provide a written report of the Vocational Rehabilitation participant within two weeks of the assessment

 

C.                 Phase 3 - Recommendation for Award

Each notice of award shall contain a statement of findings and decision for the award or non-award of the contract to each applicant.

 

 


 

 

 

 

Section 5

Attachments

 

 

A.      Proposal Application Checklist

 

B.      Sample Table of Contents

 

C.     

 

 

 


Proposal Application Checklist

 

Applicant:

 

RFP No.:

 

 

The applicant’s proposal must contain the following components in the order shown below.  This checklist must be signed, dated and returned to the state purchasing agency as part of the Proposal Application.  *SPO-H forms are located on the web at http://www.spo.hawaii.gov Click Procurement of Health and Human Services and For Private Providers.*

Item

Reference in RFP

Format/Instructions Provided

Required by Purchasing Agency

Completed by Applicant

General:

 

 

 

 

Proposal Application Identification Form (SPO-H-200)

Section 1, RFP

SPO Website*

X

 

Proposal Application Checklist

Section 1, RFP

Attachment A

X

 

Table of Contents

Section 5, RFP

Section 5, RFP

X

 

Proposal Application
(SPO-H-200A)

Section 3, RFP

SPO Website*

X

 

Registration Form
(SPO-H-100A)

Section 1, RFP

SPO Website*

(Required if not Registered)

 

Tax Clearance Certificate
(Form A-6)

Section 1, RFP

Dept. of Taxation Website (Link on SPO website)*

 

 

Cost Proposal (Budget)

 

 

 

 

SPO-H-205

Section 3, RFP

SPO Website*

 

 

SPO-H-205A

Section 3, RFP

SPO Website*

Special Instructions is applicable, Section 5

 

 

SPO-H-205B

Section 3, RFP,

SPO Website*

Special Instructions, Section 5

 

 

SPO-H-206A

Section 3, RFP

SPO Website*

 

 

SPO-H-206B

Section 3, RFP

SPO Website*

 

 

SPO-H-206C

Section 3, RFP

SPO Website*

 

 

SPO-H-206D

Section 3, RFP

SPO Website*

 

 

SPO-H-206E

Section 3, RFP

SPO Website*

 

 

SPO-H-206F

Section 3, RFP

SPO Website*

 

 

SPO-H-206G

Section 3, RFP

SPO Website*

 

 

SPO-H-206H

Section 3, RFP

SPO Website*

 

 

SPO-H-206I

Section 3, RFP

SPO Website*

 

 

SPO-H-206J

Section 3, RFP

SPO Website*

 

 

Certifications:

 

 

 

 

Federal Certifications

 

Section 5, RFP

 

 

Debarment & Suspension

 

Section 5, RFP

 

 

Drug Free Workplace

 

Section 5, RFP

 

 

Lobbying

 

Section 5, RFP

 

 

Program Fraud Civil Remedies Act

 

Section 5, RFP

 

 

Environmental Tobacco Smoke

 

Section 5, RFP

 

 

Program Specific Requirements:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Authorized Signature

 

Date


Proposal Application
Table of Contents

 

I.                   Program Overview............................................................................................ 1

II.                Experience and Capability .............................................................................. 1

A.                 Necessary Skills ..................................................................................... 2

B.                 Experience.............................................................................................. 4

C.                 Quality Assurance and Evaluation............................................................. 5

D.                Coordination of Services.......................................................................... 6

E.                 Facilities.................................................................................................. 6

 

III.             Project Organization and Staffing.................................................................... 7

A.                 Staffing.................................................................................................... 7

1.                  Proposed Staffing..................................................................... 7

2.                  Staff Qualifications ................................................................... 9

B.                 Project Organization.............................................................................. 10

1.                  Supervision and Training......................................................... 10

2.                  Organization Chart (Program & Organization-wide)
(See Attachments for Organization Charts)

IV.              Service Delivery............................................................................................. 12

V.                 Financial.......................................................................................................... 20

See Attachments for Cost Proposal

 

VI.              Litigation......................................................................................................... 20

VII.           Attachments

A.                 Cost Proposal

SPO-H-205 Proposal Budget

SPO-H-206A Budget Justification - Personnel: Salaries & Wages

SPO-H-206B Budget Justification - Personnel: Payroll Taxes and Assessments, and Fringe Benefits

SPO-H-206C Budget Justification - Travel: Interisland

SPO-H-206E Budget Justification - Contractual Services – Administrative

B.                 Other Financial Related Materials

Financial Audit for fiscal year ended June 30, 1994

C.                 Organization Chart
Program
Organization-wide

D.                Performance and Output Measurement Tables

Table A

Table B

Table C

E.                 Program Specific Requirement