State of Hawai‘i

Department of Human Services

Vocational Rehabilitation and Services for the Blind Division

 

 

 

Request for Proposals

 

HMS 802-13

Job Placement and Retention Services

for the Deaf

 

HONOLULU

 

 

 

April 29, 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 29, 2006

 

 

REQUEST FOR PROPOSALS

 

JOB PLACEMENT AND RETENTION SERVICES FOR THE DEAF

RFP No. HMS 802-13

 

The Department of Human Services, Vocational Rehabilitation and Services for the Blind Division, in anticipation of the availability of additional federal funding, is requesting proposals from qualified applicants to provide job placement and retention services to enable individuals who are deaf to achieve meaningful employment.  The contract term will be from July 1, 2006 through June 30, 2007.  A single contract will be awarded under this request for proposals.

 

Proposals shall be mailed and postmarked by the United States Postal Service on or before May 26, 2006, or hand delivered no later than 4:30 p.m., Hawaii Standard Time (HST), on May 26, 2006, at the drop-off site 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 Vocational Rehabilitation and Services for the Blind Division will conduct an orientation on May 5, 2006 from 10:00 a.m. to 11:00 noon HST, at the Information and Communication Services Division video conference centers.  Information about the locations of the videoconference sites on the different islands may be obtained from the respective VR Branch office on Maui and Oahu or from the contracting office.  All prospective applicants are encouraged to attend the orientation.

 

All written questions will receive a written response from the State on or about May 17, 2006.

 

Inquiries regarding this RFP should be directed to the RFP contact person, Mr. John Noland at 601 Kamokila Blvd., Room 515, Kapolei, Hawai‘i 96707, telephone: (808) 692-7720, fax: (808) 692-7727, e-mail: jnoland@dhs.hawaii.gov.

.


PROPOSAL MAIL-IN AND DELIVERY INFORMATION SHEET

 

NUMBER OF COPIES TO BE SUBMITTED: 

One original and four copies of the proposal are required. 

 

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

May 26, 2006

All Mail-ins

 

VRSBD RFP COORDINATOR

Vocational Rehabilitation and

 

John Noland

    Services for the Blind Division

 

For further information or inquiries

601 Kamokila Boulevard, Room 515

 

Phone: 692-7720

Kapolei, Hawai‘i 96707

 

Fax: 692-7727

 

 

 

ALL HAND DELIVERIES WILL BE ACCEPTED AT THE FOLLOWING SITES UNTIL 4:30 P.M., Hawai‘i Standard Time (HST) May 26, 2006.

 

Drop-off Sites

 

Vocational Rehabilitation and

    Services for the Blind Division

601 Kamokila Boulevard, Room 515

Kapolei, Hawai'i

 

 

 

BE ADVISED:          All mail-ins postmarked by USPS after May 26, 2006, will not be accepted for review and will be returned.

Hand deliveries will not be accepted after 4:30 p.m., HST, May 26, 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 26, 2006.


RFP Table of Contents

 

Section 1 Administrative Overview

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

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

III.                           Contracting Office...................................................................................... 1-2

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..................................................... 1-6

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............................................................................... 1-7

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.......................................... 1-9

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............................................................. 2-5

IV.                          Facilities..................................................................................................... 2-6

 

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................................................... 3-4

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

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

 

Section 4 – Proposal Evaluation

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

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

III.                           Evaluation Criteria...................................................................................... 4-1

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

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

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

 

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 Hawai‘i 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, State of Hawai'i

601 Kamokila Boulevard, Room 515

Kapolei, Hawai‘i 96707

Phone (808)

692-7720

Fax: (808)

692-7727

 

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 29, 2006

Distribution of RFP

April 29, 2006 – May 26, 2006

RFP orientation session

May 5, 2006

Addenda to RFPs (As Needed)

May 22, 2006

Closing date for submission of written questions for written responses

May 12, 2006

State purchasing agency's response to applicants’ written questions

May 17, 2006

Discussions with applicant prior to proposal submittal deadline (optional)

 

May 25, 2006

Proposal submittal deadline

May 26, 2006

Discussions with applicant after proposal submittal deadline (optional)

June 2, 2006

Final revised proposals (optional)

June 3, 2006

Proposal evaluation period

June 2006

Provider selection

June 2006

Notice of statement of findings and decision

June 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 5, 2006

Time:

10:00 a.m. – 11:00 p.m.

Location:

Information and Communication Services Division video

 

conference centers.

 

 

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.  The deadline for submission of written questions is:

Date:

May 12, 2006

Time:

12 Midnight

HST

 

All written questions will receive a written response from the state purchasing agency via the U.S. Postal Service by:

Date:

May 17, 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 submission of proposals on diskettes are 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 from the Hawai‘i 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 cancelled 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 Hawai‘i 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 Hawai‘i 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)

(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 Hawai‘i 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 Hawai‘i Revised Statutes;

 

(2)               A state purchasing agency’s failure to follow any rule established by Chapter 103F of the Hawai‘i 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:  Lillian B. Koller

Name:  John Noland

Title:  Director

Title:  Assistant Administrator

Mailing Address:  P.O. Box 339

Honolulu, Hawai‘i  96809-0339

Mailing Address: 

Same as Business Address

Business Address: 

Department of Human Services

601 Kamokila Blvd., Rm. 515

Honolulu, Hawai‘i 96813

Business Address: 

Vocational Rehabilitation

601 Kamokila Blvd., Rm. 515

Kapolei, Hawai‘i  96707

 

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 Hawai‘i, 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 Hawai’i, provides vocational rehabilitation services to eligible individuals with disabilities to enable them to achieve meaningful employment.  Full time competitive employment in integrated settings is the preferred outcome, except if the individual chooses otherwise.  The right of the individual to active participation and informed choice in the Individualized Employment Plan shall be facilitated.

 

Job Placement and Retention services are to be provided to enable the individual to achieve meaningful employment.  Services are to be individualized, consistent with the individual’s strengths, resources, priorities, concerns, abilities, capabilities, interests and informed choice.

 

B.                 Description of the goals of the service

The goal of the service is satisfactory, competitive employment maintained for at least 90 days. 

 

C.                 Description of the target population to be served

Individuals who are deaf on the island of O‘ahu.

 

D.                Geographic coverage of service

The service will be provided island wide on O‘ahu.

 

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

State and federal funds are available for one year.  Probable funding amounts are listed below. 

 

SFY 2006-2007

                                         $35,000

 

The State reserves the right to amend the funding amount of individual contracts according to utilization, without rebidding.

 

II.                           General Requirements 

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

 

Applicant organizations accredited by the Commission on Accreditation of Rehabilitation Facilities will be given preference.

 

The physical facilities of applicants must meet Americans With Disabilities Act requirements.  Telecommunications devices for the deaf are essential, as all programs are expected to serve the deaf.  In addition, visual alarms to warn individuals who are deaf about fires and other emergencies are important for safety.

 

The applicant shall comply with Chapter 103F, HRS Cost Principles for Purchases of Health and Human Services identified in SPO-H-201 (Effective 10/1/98), which can be found in the POS Manual.

 

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

 

Criteria for multiple awards: N/A

 

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:  7/1/06 – 6/30/07

Length of each extension:  N/A

Number of possible extensions:  None

Maximum length of contract:  N/A

 

Conditions for extension:  N/A

 

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.

 

John Noland

601 Kamokila Boulevard, Room 515

Kapolei, Hawai‘i 96707

 

III.                         Scope of Work

The scope of work encompasses the following tasks and responsibilities:

A.                 Service Activities

(Minimum and/or mandatory tasks and responsibilities)

1.         Services.  The following services shall be provided, as necessary and appropriate, to the participants referred by Vocational Rehabilitation and Services for the Blind Division.

 

a)                  Develop an individualized placement plan with the participation and informed choice of the client and with the concurrence of the Vocational Rehabilitation Counselor. 

b)                  Assess and enhance job readiness knowledge, habits and skills.

c)                  Assist in the development of a resume.

d)                  Assess and enhance ability to complete job applications and interviews.

e)                  Assess and enhance the participant's ability to locate job openings.

f)                    Provide job leads obtained specifically for the participant.

g)                  Job coach after placement to ensure that the participant is able to perform the job well and otherwise behave appropriately.

h)                  Follow up and provide all necessary support services to ensure satisfactory adjustment to the job.

 

2.                  Milestones.  Payment will be made after the following outcomes are achieved.

 

a)         Milestone #1, job placement. $2,100 will be paid after achievement of  milestone #1.

 

This milestone is achieved when the VR Counselor receives written notification that the participant has been on the job for three days and the Counselor determines that the job is consistent with the participant's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice.

 

b)         Milestone #2, 30 days job retention.  $2,700 will be paid after achievement of milestone #2.

 

This milestone is achieved when the VR Counselor has received written documentation on the following three outcomes.

 

1)                  The participant has been employed at least 30 days.

 

2)                  A written employer evaluation form has been received by the VR Counselor which indicates satisfactory job performance during the past 30 days.

 

3)                  A current satisfaction questionnaire has been completed by the VR Participant and submitted to the VR Counselor which indicates that the VR Participant is not having any significant problems.

 

c.         Milestone #3, rehabilitation closure.  $3,200 will be paid upon satisfactory completion of milestone #3.

 

This milestone is achieved when the VR Counselor is able to close the VR Participant's case record in status 26, rehabilitated.  To take a 26 closure, the VR Counselor must have written documentation that the following three conditions have been met.

 

1)                  The VR Participant has been employed 90 or more days.

 

2)                  The VR Participant and VR Counselor are satisfied with the job, hours, wages and benefits.

 

3)                  The job at least minimum wage and the wage and benefits levels are not less than that customarily paid by the employer for the same or similar work performed by able bodied employees.

 

B.                 Management Requirements

(Minimum and/or mandatory requirements)

1.                  Personnel

 

Preference will be given to qualified staff with disabilities, staff who are Certified Rehabilitation Counselors and staff who are fluent in American Sign Language.

 

2.                  Administrative

 

The Provider shall share information about their relationships with employers developed or maintained under a contract awarded under this RFP.  The Provider and the State (represented by the VR Branch Administrator) shall collaborate to coordinate their job placement and employer relations efforts.

 

3.                  Quality assurance and evaluation specifications

 

Participant satisfaction with services and employment outcomes are the key qualitative measures.  Full-time competitive employment is the preferred outcome.  When part-time employment which does not provide medical benefits is the outcome, it must be clear that this is consistent with participant informed choice.  In all cases, the Provider must ensure that the individual with a disability is paid wages and benefits comparable to those paid to individuals who are not individuals with disabilities doing comparable jobs.

 

4.                  Output and performance/outcome measurements

 

a)                  The number of persons rehabilitated into employment.

b)                  The percentage of persons rehabilitated who are persons with significant disabilities.

c)                  The rehabilitation rate: the number of persons rehabilitated divided by the number placed.

 

5.                  Experience

 

Provider experience with the placement and job coaching of individuals with Significant and Most Significant Disabilities is desired.

 

6.                  Coordination of services

 

The provider will continuously coordinate the provision of services with the referring Vocational Rehabilitation Counselor.  Written reports and face to face meetings, when requested, shall be provided.

 

7.                  Reporting requirements for program and fiscal data

 

Monthly reporting of milestones achieved.

 

8.                  Pricing structure or pricing methodology to be used 

 

Fixed rate.

 

9.                  Units of service and unit rate

 

Milestone #1          Job placement.  $2,100.

 

Milestone #2          Job retention.  $2,700.

 

Milestone #3          Rehabilitation closure.  $3,200.

 

IV.                        Facilities

The applicant shall provide a description of its facilities/offices 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 requirement 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 provide a description of projects/contracts pertinent to the proposed services.  Applicant shall provide points of contact, addresses, e-mail/phone numbers.  The State reserves the right to contact references to verify experience.

 

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

The applicant shall demonstrate the capability to coordinate services with other agencies and resources in the community.

 

E.                 Facilities

The applicant shall provide a description of its facilities/offices 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 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.

 

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 (as 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

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.

 

1)                  Pricing Structure Based on a Fixed Rate.

 

The applicant shall submit a proposal based on the minimum and maximum number of referrals it can efficiently and effectively serve on a sustained basis.  The State does not guarantee a minimum number of referrals which will be made during the term of the contract.

 

All budget forms, instructions and samples are located on the SPO website (see the Proposal Application Checklist in Section 5 for website address).  The following budget form(s) shall be submitted with the Proposal Application:

 

Form #

Title of Forms

SPO-H-205

Budget

SPO-H-206A

Budget Justification-Personnel – Salaries and Wages

SPO-H-206B

Budget Justification-Personnel: Payroll Taxes, Assessments and Fringe Benefits

 

B.                 Other Financial Related Materials

1.                  Accounting System

 

In order to determine the adequacy of the applicant’s accounting system as described under the administrative rules, the following documents are requested as part of the Proposal Application (may be attached):

 

Applicants shall provide to the State their most recent financial audit reports.

 

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

 

 

 

 

 

 

 

 

 

Proposal Application

 

 

 

100 Points

Program Overview

 

 0 points

 

 

Experience and Capability

 

20 points

 

 

Project Organization and Staffing

 

15 points

 

 

Service Delivery

 

55 points

 

 

Financial

 

10 Points

 

 

 

 

 

 

 

TOTAL POSSIBLE POINTS

 

 

 

100 Points

 

III.                       Evaluation Criteria

A.                 Phase 1 - Evaluation of Proposal Requirements

1.      Administrative Requirements

 

 

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  (20 Points)

 

The State will evaluate the applicant’s experience and capability relevant to the proposal contract, which shall include:

 

a)   Necessary Skills

 

 

·        Demonstrated skills, abilities, and knowledge relating to the delivery of the proposed services.

 

(5)

b)   Experience

 

 

·        Past contract performance

 

(10)

c)   Quality Assurance and Evaluation

 

 

·        Sufficiency of quality assurance and evaluation plans for the proposed services, including methodology.

 

(2)

d)   Coordination of Services

 

 

·        Demonstrated capability to coordinate services with other agencies and resources in the community.

 

(1)

e)   Facilities

 

 

·        Adequacy of facilities relative to the proposed services.

 

(2)

 

2.                  Project Organization and Staffing  (15 Points)

 

The State will evaluate the applicant’s overall staffing approach to the service that shall include:

 

a)   Staffing

 

 

·        Proposed Staffing:  That the proposed staffing pattern, client/staff ratio, and proposed caseload capacity is reasonable to insure viability of the services.

 

(4)

·        Staff Qualifications:  Minimum qualifications (including experience) for staff assigned to the program.

 

(6)

b)   Project Organization

 

 

·        Supervision and Training:  Demonstrated ability to supervise, train and provide administrative direction to staff relative to the delivery of the proposed services.

 

(3)

·        Organization Chart:  Approach and rationale for the structure, functions, and staffing of the proposed organization for the overall service activity and tasks.

 

(2)

 

3.                  Service Delivery  (55 Points)

 

Evaluation criteria for this section will assess the applicant’s approach to the service activities and management requirements outlined in the Proposal Application.

 

·        Timely processing of referrals.

 

(5)

·        Coordination and communication with referring VR Counselor via scheduled and on-demand meetings and reports.

 

(5)

·        Provision of job coaching services.

 

(5)

·        Number of full time equivalent positions dedicated to placement.

 

(10)

·        Ensuring participant satisfaction with job in terms of hours, wages, benefits.

 

(20)

·        Creative job search: fitting the job to the individual versus fitting the individual with existing jobs with known employers.

 

(10)

 

4.             Financial (10 Points)

 

Pricing structure based on fixed unit of service rate:

 

§         Applicant’s proposal budget is reasonable, given program resources and operational capacity.

 

·        Adequacy of accounting system.

 

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*

X

 

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*

X

 

SPO-H-206B

Section 3, RFP

SPO Website*

X

 

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

B.                 Other Financial Related Materials

Financial Audit for fiscal year ended June 30, 2004

C.                 Organization Chart
Program
Organization-wide

D.                Performance and Output Measurement Tables

Table A

Table B

Table C

E.                 Program Specific Requirements