State of Hawaii

 

Department of Human Services

 

Vocational Rehabilitation

And Services for the Blind Division

 

REQUEST FOR PROPOSAL

 

RFP NO.  HMS-SBB-802-02

 

RFP Title:

 

LOW VISION CLINIC

SERVICES

 

 

FOR FISCAL BIENNIUM 2006-2008

 

Proposal Deadline:  October 15, 2007

Orientation Session:  October 1, 2007 – 3:30 p.m. to 4:30 p.m.

Location:  Ho’opono

Services for the Blind Branch

1901 Bachelot Street

Honolulu, Hawai`i 96817

                  

RFP Table of Contents

 

Notice

Section 1 - Administrative Overview

I.                   Procurement Timetable............................................................................... 1-1

II.                Websites Referenced in This RFP .............................................................. 1-1

III.             The Procurement Process........................................................................... 1-2

IV.              Requirements for Awardees....................................................................... 1-4

 

Section 2 - Service Specifications

I.                   Overview, Purpose or Need and Goals of Service...................................... 2-1

II.                Planning Activities...................................................................................... 2-1

III.             Demographics and Funding........................................................................ 2-1

IV.              Service Activities........................................................................................ 2-1

V.                 Qualifications............................................................................................. 2-2

VI.              Pricing Structure......................................................................................... 2-3

VII.           Other......................................................................................................... 2-3

VIII.        Reporting Requirements for Program and Fiscal Data.................................. 2-3

IX.              Monitoring and Evaluation.......................................................................... 2-3

 

Section 3 - Proposal Application

I.                   Instructions for Completing the Proposal Application................................... 3-1

II.                Submission of Proposal Application Documents.......................................... 3-1

III.             Proposal Application Short Form 1 (SPO-H-250)...................................... 3-2

 

Section 4 - Proposal Evaluation

I.                   Evaluation Process..................................................................................... 4-1

II.                Evaluation Criteria...................................................................................... 4-1

 

Section 5 - Attachments

Attachment A.       

Attachment B.       

     


Section 1

Administrative Overview

 

I.                  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

09/24/07

RFP orientation session

10/01/07

Due date for written questions

10/01/07

State purchasing agency's response to written questions

10/01/07

Proposal submittal deadline

10/15/07

Proposal evaluation period

10/22/07

Final revised proposals (optional)

NA

Provider selection

10/2007

Notice of statement of findings and decision

10/2007

Contract start date

11/01/07

 

II.               Websites Referenced in this RFP 

The State Procurement Office (SPO) website is www.spo.hawaii.gov

For

 

Click

 

1

Procurement of Health and Human Services

 

“Health and Human Services, Chapter 103F, HRS…”

2

RFP website

 

Health and Human Services, Ch. 103F…” and
”RFPs”

3

Hawaii Administrative Rules (HAR) for Procurement of Health and Human Services

 

“Statutes and Rules” and
“Procurement of Health and Human Services”

4

Forms

 

Health and Human Services, Ch. 103F…” and
“For Private Providers” and  “Forms”

5

Cost Principles

 

Health and Human Services, Ch. 103F…” and
”For Private Providers” and “Cost Principles”

6

Standard Contract -General Conditions

 

Health and Human Services, Ch. 103F…”
“For Private Providers” and “Contract Template – General Conditions”

7

Protest Forms/Procedures

 

Health and Human Services, Ch. 103F…” and
“For Private Providers” and “Protests”

 

 

Non-SPO Websites

 

For

 

Go to

8

Tax Clearance Forms (Department of Taxation Website)

 

http://www.hawaii.gov/tax/

click “Forms”

9

Wages and Labor Law Compliance, Section 103-055, HRS, (Hawaii State Legislature website)

 

http://www.capitol.hawaii.gov/  
click “Bill Status and Documents” and “Browse the HRS Sections.” 

10

Department of Commerce and Consumer Affairs, Business Registration

 

http://www.hawaii.gov/dcca

click “Business Registration”

11

Campaign Spending Commission

 

www.hawaii.gov/campaign  

(Please note:  website addresses may change from time to time.  If a link is not active, try the State of Hawaii website at www.hawaii.gov)

 

III.           The Procurement Process

 

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 application by a prospective applicant shall constitute admission of such knowledge on the part of such prospective applicant.

RFP Organization.  This RFP is organized into 4 sections:

Section 1, Administrative Overview - The procurement process; requirements for awardees.

Section 2, Service Specifications - Services to be delivered, applicant responsibilities, requirements for the proposal application.

Section 3, Evaluation - The method by which proposal applications will be evaluated.

Section 4, Attachments - Information and forms necessary to complete the application.

RFP Orientation Session.  An orientation session to familiarize applicants with the procurement process and the requirements of the RFP shall be held.  Applicants are encouraged to submit written questions prior to the orientation.  Questions at the orientation are permitted, but oral questions should be submitted in writing by the date indicated in the Procurement Timetable to ensure an official written response. 

Date and time:

October 1, 2007

3:30 p.m. to 4:30 p.m.

Location:

Ho’opono

Services for the Blind Branch

1901 Bachelot Street

Honolulu, Hawai`i 96817

 

 

 

Submission of Questions.  Questions will be answered at the Orientation Session.

 

Discussions with Applicants.  Discussions may be conducted with potential applicants to promote understanding of the purchasing agency’s requirements prior to the submittal deadline. Discussions may also 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.

Multiple or Alternate Proposals  - Multiple/alternate proposals are not applicable to this RFP. 

 

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.

Opening of Proposals. Upon receipt by a state purchasing agency at the designated location(s), proposal applications shall be date-stamped, and when possible, time-stamped, held in a secure place and not examined for evaluation purposes until the submittal deadline. 

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

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

Final Revised Proposals.  If requested, final revised proposals shall be submitted in the manner, and by the date and time specified by the state purchasing agency.  If a final revised proposal is not submitted, the previous submittal shall be construed as the best and final offer/proposal. 

Cancellation of Request for Proposals.  The request for proposals may be canceled when it is determined to be in the best interests of the State in accordance with section 3‑143-613, HAR. 

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

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 release of a request for proposals, shall not disqualify providers from submitting proposals if conducted in accordance with sections 3-142-202, 3-142-203, HAR.

Rejection of Proposals.  A proposal offering a set of terms and conditions contradictory to those included in this RFP may be rejected.  A proposal may be rejected for any of the following reasons:  1) Failure to cooperate or deal in good faith (Section 3-141-201, HAR); 2) 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(a)(1), HAR), 6) Applicant not responsible (Section 3-143-610(a)(2), HAR).

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.

 

Protests. Any applicant may file a protest against the awarding of a contract.  The Notice of Protest form, SPO-H-801, all other forms and a detailed description of procedures are on the SPO website.  Only the following matters may be protested:

 

(1)               A state purchasing agency’s failure to follow procedures established by Chapter 103F, HRS;

(2)               A state purchasing agency’s failure to follow any rule established by Chapter 103F, HRS; 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 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: Joe Cordova

Name:  David Eveland

Title: VR Administrator

Title:  Branch Administrator

Mailing Address:  601 Kamokila Blvd., Rm. 515, Kapolei, Hawai`i  96707

Mailing Address:  1901 Bachelot Street, Honolulu, Hawai`i  96817

Business Address:  Same as above

Business Address:  Same as above.

 

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.

IV.            Requirements for Awardees

 

Tax Clearance.  If awarded, 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 upon notice of award. 

 

Wages and Labor Law Compliance.  Prior to contract execution for 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.” 

 

Compliance with all Applicable State Business and Employment Laws.  All providers shall comply with all laws governing entities doing business in the State.  Prior to contracting, owners of all forms of business doing business in the state except sole proprietorships, charitable organizations unincorporated associations and foreign insurance companies be register and in good standing with the Department of Commerce and Consumer Affairs (DCCA), Business Registration Division.  Foreign insurance companies must register with DCCA, Insurance Division.  More information is on the DCCA website.  (See paragraph II, Website Reference.)

 

Campaign Contributions by State and County Contractors. Contractors are hereby notified of the applicability of Section 11-205.5, HRS, which states that campaign contributions are prohibited from specified State or county government contractors during the term of the contract if the contractors are paid with funds appropriated by a legislative body.  For more information, Act 203/2005 FAQs are available at the Campaign Spending Commission webpage.  (See paragraph II, Website Reference.) 

 

Monitoring and Evaluation.  Criteria by which contracts will be monitored and evaluated is in Section 2.

 

General and Special Conditions of Contract.  The general conditions that will be imposed contractually are on the SPO website.  Special conditions may also be imposed contractually by the state purchasing agency, as deemed necessary.


Section 2

Service Specifications

 

I.                  Overview, Purpose or Need and Goals of Service

 

This is a request for the provision of all services necessary to examine, prescribe and fit individuals with low vision aids at the Services for the Blind Branch’s Low Vision Clinic with occasional travel to the Neighbor Islands.

 

II.               Planning Activities

 

 
 


The contractor must provide examination services at the Low Vision Clinic located on Oahu, and appropriate offices on the neighbor islands.  These examination services should include the following:

a.       Provide all services necessary to examine, prescribe and fit visually impaired individuals with low vision aids.

b.      Conduct in-service training on eye examinations, terminology, visual aids, and related topics.

 

III.           Demographics and Funding

 

Target population to be served:

 

Visually impaired individuals to be independent

Geographic coverage of service:

 

State of Hawai`i

 

Probable funding amounts, source, and period of availability:

The probable amount of funding for this contract is $40,000 per each fiscal year.

 

Single or multiple contracts to be awarded  Single      Multiple      Single & Multiple

(Refer to §3-143-206, HAR)

Criteria for multiple award:

 

 

 

Term of Contract(s)

 

 

Initial term:

 

11/01/07 to 10/31/08

Length of each extension:

 

One year

Number of possible extensions

 

One

Maximum length of contract:

 

Two years

Conditions for Extension:

   The term of the contract will be for two years, subject to the availability of funding and   satisfactory performance.

 

IV.            Service Activities 

 

V.               Qualifications

 

1.           Experience

 

The applicant shall provide a description of experience/projects/contracts pertinent to the service required.  Applicant shall include points of contact, addresses, email/phone numbers.  The State reserves the right to contact references to verify experience. 

 

Requirements for the Proposal Application

 

Applicant must also attach a Circum Vitae.

 

2.           Organization

 

The applicant must be a licensed optometrist in the State of Hawai`i.

 

Requirements for the Proposal Application

 

Applicant must be able to furnish proof that they have minimum qualifications of being a licensed optometrist practicing optometry in Hawai`i and they are well versed in Low Vision Aids.

 

3.           Personnel

 

The applicant must be a licensed optometrist in the State of Hawai`i.

 

Requirements for the Proposal Application

 

Applicant must also attach a Circum Vitae.

 

4.           Facilities

 

Low Vision Clinic is held at Services for the Blind Branch, Ho’opono, 1901 Bachelot Street every Thursday.  Neighbor Islands visits are usually held at the respective state office.

 

Requirements for the Proposal Application

 

Applicant must be available on specified day.

 

Evaluation Criteria for Qualifications (<points>) Enter total points for Qualifications

 

Experience

·        25 points

 

Organization

·        25 points

 

Personnel

·        25 points

 

Facilities 

·        25 points

 

VI.            Pricing Structure

Examination/consultation services fees will be $55 per hour.  These fees are fixed and not subject to negotiation.

 

Requirements for the Proposal Application:  N/A

 

Evaluation Criteria for Pricing ( <points>):  N/A

 

VII.        Other

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.

Statements regarding litigation will not carry any point value but are required.

 

VIII.     Reporting Requirements for Program and Fiscal Data

Paperwork following each examination for each client’s folder is all that is required.  There are no quarterly or annual report required for this contract.

IX.            Monitoring and Evaluation 

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


A.                 Experience

               The number of months of experience providing low vision                                     examinations in either profit or non-profit settings.

 

B.                 Knowledge

               The applicant’s knowledge of the following will be assessed.

1.                  The benefits of low vision examinations and techniques to train clinic patients in the use of low vision aids.

2.                  The benefits of services offered by Services for the Blind Branch and their implications for participants to function as independently as possible.

 

C.                 Ability to Meet the Needs of the Low Vision Clinic Rehabilitation Teacher

1.                   Reliability

      a.         Is able to consistently meet with patients at the scheduled                             examination time and place.

                        b.         Is able to consistently examine all of the patients scheduled                                            on examination days.

                 2.           Effectiveness

                        a.         Is able to facilitate the Rehabilitation Teacher’s                                                  understanding of visual impairments.

                        b.         Is able to facilitate the Rehabilitation Teacher’s decision                                                 making as regards to follow-up and the use of appropriate                                             aids for individual patients.

 

 

 

 

Section 3

Proposal Application

 

 

I.                  Instructions for Completing the Proposal Application

·        Proposal Applications shall be submitted to the state purchasing agency using the prescribed format outlined in this section and section 2.

·        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 when completing the proposal.

 

 

II.               Submission of Proposal Application Documents

The proposal application documents are as follows and shall be submitted in the following order:

·        Proposal Application Identification Form (SPO-H-200) Identifies the proposal application.

·        Table of Contents- Include a listing of all documents included in the application.

·        Proposal Application Short-Form 1 (SPO-H 250)

·        Qualifications

·        Pricing

·        Other – Litigation

·        Attachments

·        Tax Clearance

·        Circum Vitae

·         

 

The required format for the Proposal Application Short Form 1 (SPO-H 250) follows.  Note that the form is available on the SPO website (see Section 1, paragraph II, Website Reference).  The form on the website will not include items specific to each RFP.  If using the website form, the applicant must incorporate all items listed on the next page.


Proposal Application Short Form 1

 

If a narrative is not required for a section enter “no narrative required.”

 

I.                  Qualifications

 

Experience

 

 

 

 

 

 

 

Organization

 

 

 

 

 

 

Personnel

 

 

 

 

 

Facilities

 

 

 

 

II.               Pricing

 

 

 

 

 

 

 

III.           Other

 

Litigation

 

 


 

Section 4

Proposal Evaluation

 

Evaluation Process

 

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

 

Evaluation Criteria

On the next page is a sample of the evaluation sheet that will be used to evaluate proposal applications.  Applicants will receive a report similar to the attached when upon completion of the evaluation process.

 

 


Evaluation of

RFP <RFP Number> <RFP Title>

Issued <Date RFP Issued>

 

Applicant:

Proposal Application ID:

 

This is a suggested format. Enter criteria and possible points.  Add bullets as needed.  State agencies may substitute their own score sheets as long as the criteria and relative weights are included.  Be sure the criteria entered are the same as those stated in Section 2, Service Specifications under the subsections entitled “Evaluation Criteria For…”

 

Criterion

Total Possible Score

Score

Qualifications

 

 

Experience

 

 

·         

 

 

Comments:

 

 

Organization

 

 

·         

 

 

Comments:

 

 

Personnel

 

 

·         

 

 

Comments:

 

 

Facilities

 

 

·         

 

 

Comments:

 

 

Pricing

 

 

·         

 

 

Comments:

 

 

TOTAL:

 

 

 

 


 

 

Section 5

Attachments

 

 

A.      Tax Clearance

 

B.      Circum Vitae