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  • 1. The REACH RFP Bidder Questions received during 6/16/08 conference call are responded to as follows: 1. Page 2 is missing from RFP. Is something missing? Response: The RFP pages do not include a page two because this page in the original document was an internal instructional page only. For purposes of this RFP, there is no page two. 2. Can bidders spend after the contract period- since the evaluation isn’t done until one year from project completion? Response: No. For this LIHEAP funded REACH award, DHS must obligate the funding in the first year and spend it in the second year, or by 9/30/09. This means services must have been rendered during the contract timeframe. This is the reason the utility partnership is so critical, and should include assistance with compiling information necessary for the evaluation piece. 3. Is there a page limit to the RFP? Response: There is no page limit. However, it is best to be as concise as possible in preparing the RFP to ensure raters have adequate time to read and score the RFP. 4. Definition of children/infant? Response: The general definition of children is persons under age 18. In respect to the Safe Sleep initiative, bidders should be looking at infants up to one year in age. If looking at other activities geared at protecting children, the bidder should explain the need for the activity, the age of the children most in need, and the results expected from the activity. If the activity is related to energy savings, this linkage should also be described. 5. Definition of seniors or disabled individuals? Response: The bidder’s RFP should include the age and/or criteria used to determine an individual as disabled and/or senior. Criteria used in other programs the bidder agency administers can be used. Include these definitions in the RFP, the need for the activity, and the results expected from the activity. 6. How many grants will be awarded? Response: Michigan was awarded $335,000 in REACH funding for the WISE initiative. DHS reserves the right to award the entire amount to one bidder or several contracts to bidders based on the RFP response and scoring and the bidder’s demonstrated need. 7. What does DHS need for proof of utility company partnership? Response: Bidders should submit a written document describing the agreement between your agency and the utility including what the utility has agreed to partner 1
  • 2. on and any utility contributions to the project. A letter of understanding would be the best documentation. 8. Is the education component a separate award/ can they only bid on the energy component? Response: The education component is a required component. In other words, bidders must include the plan to provide educational services to the households served. 9. Is there a limit on budget line items, specifically Administrative? Response: Administrative costs are limited to 10% of the contract. 10. What about allowable health and safety? Examples? Mold? Response: The RFP should describe whatever health & safety services/activities bidders feel best satisfy the basic purpose of the WISE initiative- providing services that will help protect the most vulnerable populations- those being senior, disabled, and children. The RFP should include the need for whatever health & safety issues selected, the problem being addressed, and the expected outcomes. An example referred to during the conference call was providing screens for 2nd floor bedroom windows that don’t have any and that children sleep in. 11. Time frame is too short. Response: We realize the timeframes are short, but to ensure that we can successfully execute a contract within the federal timelines of the REACH award, we must get this RFP processed as quickly as possible. 12. Household eligibility – only factor is income? Response: Households at or below 150 percent of poverty are income eligible for the services. Further, the RFP states that any household served must include a child, senior or disabled individual. 13. Where do I locate the forms required for this RFP? Response: Go to the DHS public website at http://www.michigan.gov/dhs Click on “Doing Business with DHS”; click on “Contractor Resources”. Scroll down past Bids & Proposals, Rates, and Contractor Manuals, to Forms & Publications and all of the forms required are there. 14. Where do I find the 468A and the Price quotation sheet? Response: The 468A form is no longer a separate form. Use the 468 to respond appropriately to this RFP. The Price quotation sheet is not applicable to this RFP and is not required. 2
  • 3. STATE OF MICHIGAN DEPARTMENT OF HUMAN SERVICES LANSING JENNIFER M. GRANHOLM ISMAEL AHMED GOVERNOR DIRECTOR June 10, 2008 Dear Prospective Bidder: This Request for Proposals (RFPs) for the purchase of Residential Energy Assistance Challenge Program (REACH) services originates with the Department of Human Services (DHS). A pre-proposal conference call to address questions and clarify information is scheduled for June 16th from 2:00 p.m. - 3:30 p.m. The dial in number is: 1-866-230-1128 and the passcode is: 9878428. Bidder attendance at this conference call is not required for a bid to be given consideration, however, it is strongly recommended. Contracts may be awarded statewide. Information for development of proposals accompanies this RFP and identifies the maximum amount of funding available for services. Bidders are responsible for checking the website daily for RFP updates. REACH – Michigan Working for Intelligent Safe Energy (WISE) The REACH funding is dedicated to administering the Michigan Working for Intelligent Safe Energy (WISE) initiative locally in several areas statewide. The initiative will be conducted through community based programs that will: • Minimize health and safety risks that result from high energy burdens on low-income households; • Reduce home energy vulnerability and prevent homelessness as a result of inability to pay energy bills; • Increase the efficiency of energy usage by low-income families, helping them to achieve self- sufficiency; and • Target energy assistance to individuals who are most in need, with priority to households including elderly and/or disabled individuals and/or very young children. Further information on client eligibility and service requirements can be found in this RFP. Payment Terms The actual cost payment method will be used by DHS to reimburse the cost of providing identified services. Payments will be made to contractors on a monthly basis. Contract Terms and Amount The total statewide award for the contract term shall be up to $335,000. DHS may choose to award multiple contracts to agencies located around the state. Awards made as a result of this RFP will require execution of a contract with DHS. The contract will contain standard non- negotiable General Provisions. A copy of the General Provisions is available upon request. 235 SOUTH GRAND AVENUE • P.O. BOX 30037 • LANSING, MICHIGAN 48909 www.michigan.gov • (517) 373-2035
  • 4. Rating All proposals will be evaluated on the basis of rating criteria identified in the RFP. Contracts will be awarded using a two-step process linking price and quality. The most recent audit of each bidder may be reviewed by DHS to determine the bidder’s fiscal viability. At its discretion, DHS may eliminate from the rate process any bidders that fail to pass this review. If the bidder has provided contractual services to DHS previously, DHS may consider reviewing monitoring and/or outcome information related to prior contracts. Contract and Submission Information The bidder must submit all inquiries via email or surface mail by June 16, 2008. If DHS believes that clarification of its initial material is necessary, written information will be sent to all potential bidders who were sent this package. Questions shall be submitted to: Name: Diane Holley Address: 235 South Grand Avenue, Suite 1314 City: Lansing State: MI Zip Code: 48909 Telephone: 517-335-6070 Email Address: holleyd@michigan.gov Each bidder must submit 6 copies of its proposal. Please submit one copy of the proposal on CD. Please submit two copies of the budget document in a separate sealed envelope. Proposals must be submitted in person or via surface mail by June 30, 2008 at 5:00pm. Neither fax nor email transmission of proposals will be considered for award. Proposals received after the designated date and time will not be rated. Proposals should be mailed or delivered to the address listed above. All respondents will be notified as quickly as possible of the selection decisions.
  • 5. RFP NOTIFICATION SHEET Office of Contracts and Rate Setting State of Michigan Department of Human Services Notice of a request for proposals is hereby given Pursuant to Act No. 124 of the Public Acts of 1999. Amount: ITB Number $335,000 DHS REACH 08-99001 Problem Statement: The State of Michigan, Department of Human Services, Bureau of Community Action and Economic Opportunity is seeking Requests for Proposals from community based organizations to administer the Michigan Working for Intelligent Safe Energy (WISE) initiative locally in several areas statewide. The initiative will be conducted through community based programs that will: • Minimize health and safety risks that result from high energy burdens on low-income households; • Reduce home energy vulnerability and prevent homelessness as a result of inability to pay energy bills; • Increase the efficiency of energy usage by low-income families, helping them to achieve self-sufficiency; and • Target energy assistance to individuals who are most in need, with priority to households including elderly and/or disabled individuals and/or very young children. The Bureau will award up to $300,000 for the combined health and safety and energy efficiency services and up to $35,000 for the required energy efficiency education services provided. Due Date For Response: 6/30/08 Contact Person Name: Phone #: Diane Holley (517) 335-6070 E-Mail Address: holleyd@michigan.gov -1- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 6. REQUEST FOR PROPOSAL Michigan Department of Human Services Contract/RFP Number: REACH 08-99001 Proposal Submission Due Date & Time: 5:00 p.m. June 30, 2008 Geographic Area to be Served: State of Michigan Purpose This Request for Proposal (RFP) is to provide interested contractors with sufficient information to enable them to prepare and submit proposals for consideration by the Department of Human Services (DHS) to satisfy its need for local community based organizations to administer the Michigan Working for Intelligent Safe Energy (WISE) Initiative in various locations around the state. The purpose of this RFP is to provide combined health and safety, energy efficiency services and education to the most vulnerable low-income households. Background Michigan has had a higher infant mortality rate than the rest of the country for many years. To address this problem, studies were conducted to determine the primary risk factors corresponding to infant deaths and/or injury. Sudden Infant Death Syndrome (SIDS) was determined to be one of the major causes of infant death. Conditions that lead to SIDS are often related to the lack of heat or an unsafe source of heat in a home. Adoption of safe sleep practices ensures that potentially hazardous sleep conditions are removed from the home. A collaborative public information campaign promoting safe sleep habits has been prioritized in the state. Tomorrow’s Child has served as the lead organization for this campaign. DHS staff serve on the Safe Sleep collaborative body. DHS Field Services staff will be available to partner with Michigan WISE grantees to provide Safe Sleep Assessment training. Grantees can complete an online training or attend a regional training and then conduct the safe sleep assessment in the WISE participating households with infants. Information regarding available training and regional contacts can be found at: michigan.gov/safesleep. Scroll down to “Safe Sleep for Professionals” to obtain information on online course as well as list of regional contacts to arrange onsite training. The site also includes several other resources for training safe sleep practices. Other energy related risk factors associated with infant deaths and/or injuries include exposure to toxic substances such as mold, carbon monoxide poisoning, falls, electrocution and lead poisoning. Many of the same unhealthy housing conditions result in death, injury or chronic illness for seniors and disabled individuals. These include asthma and other chronic illnesses that are associated with energy related issues. Examples include plumbing leaks that result in mold conditions throughout the home, or the unsafe burning of gas, oil and kerosene to heat the home, that can release a variety of combustion products including carbon monoxide. -3- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 7. The initiative will realize non-monetary benefits including a reduction in infant deaths or injuries as a result of improved housing conditions and safe sleep referrals and training. In addition, the health and safety of elderly and disabled individuals and young children will be improved as a result of health and safety measures installed. Definitions and Acronyms WISE: The major goals of the initiative will be to provide comprehensive case management and support services necessary to address energy-related health and safety issues, as well as provide energy efficiency upgrades that will result in lower energy costs for the households to foster independence from fuel assistance programs. Initiative Requirements To be considered, proposals must describe innovative plans to focus on health and safety issues for vulnerable households. The proposal must serve low-income households with high energy use or burden and including: • Infants or young children, and/or • Seniors, and/or • Disabled individuals Personnel Criminal Background Check As a condition of this Agreement, the Contractor certifies that the Contractor shall conduct or cause to be conducted: a. For each applicant for employment, employee, subcontractor, subcontractor employee or volunteer who works directly with clients under this Agreement, or who has access to client information, an Internet Criminal History Access Tool (ICHAT) check and a National and State Sex Offender Registry check. b. For each applicant for employment, employee, subcontractor, subcontractor employee or volunteer who works directly with children under this Agreement, a Central Registry (CR) check. c. For each applicant for employment, employee, subcontractor, subcontractor employee or volunteer who works directly with clients or who has access to client information, under this Agreement, a Central Registry (CR) check. d. For each employee, subcontractor, subcontractor employee or volunteer who works directly with clients or who has access to client information, under this Agreement shall be required to timely notify the contractor in writing of criminal convictions (felony or misdemeanor) and/or pending felony charges or placement on the Central Registry as a perpetrator. Additionally, for each applicant for employment, employee, subcontractor, subcontractor employee or volunteer who works directly with clients under this Agreement or who has access to client information and who has not resided or lived in Michigan for each of the previous ten (10) years, the Contractor shall require the applicant for employment, -4- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 8. employee, subcontractor, subcontractor employee or volunteer to sign a waiver attesting to the fact that they have never been convicted of a felony or identified as a perpetrator, if they have, the nature and recency of the felony. The Contractor further certifies that the Contractor shall not submit claims for or assign to duties under this Agreement, any employee, subcontractor, subcontractor employee, or volunteer based on a determination by the Contractor that the results of a positive ICHAT, CR, NCIC response or reported criminal felony conviction or perpetrator identification make the individual ineligible to provide the services. Contractors may consider the recency and type of crime when making this determination. The Contractor must have a written policy describing the criteria on which its determinations shall be made and must document the basis for each determination. Failure to comply with this provision may be cause for immediate cancellation of this Agreement. In addition, the Contractor must further have a written policy regarding acceptable screening practices of new staff members and volunteers who have direct access to clients and/or client’s personal information, which serve to protect the organization and its clients that is clearly defined. Information about ICHAT can be found at http://apps.michigan.gov/ichat. Timeframes DHS contemplates the project will take one year. Contracts will begin September 1, 2008 and end August 30, 2009. Reports The following reports will be required: The preliminary report will be due within 30 days of the conclusion of the program (9/30/09) and will include: • The number of households served, • Demographic information on all households served, • All services and corresponding costs provided to each household, • All energy vendor payments and/or contributions, • Results of self reporting on safe sleep habits for all participating households including infants from 2- 8 months of age • Results of self reporting on decrease/increase in health complications for all participating households including vulnerable infants, disabled and/or elderly individuals related to unsafe heat sources, indoor air quality issues and other unhealthy housing situation. • A summary of the number of energy efficiency education services (EEES) classes held • The number of class attendees • The number of attendees completing EEES class components rewarded with utility vouchers or credits, or energy efficiency items that can be installed by the client • The total amount spent or contributed for utility vouchers or credits, or energy efficiency items. The final report will be required 12 months following the conclusion of the program (8/30/10) and will include: -5- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 9. • The usage figure comparison for the 12 months previous and 12 months following the conclusion of the initiative for all households included in the initial report. The usage figures will be compared to indicate what percentage of households experience a reduction. • A 12 month tracking of WISE participants’ utility payments will be conducted following the project completion. This tracking will be conducted by the utility partner involved in the project. If payments are not made regularly, or if not made regularly and the account is put into shutoff status, the utility will report this information to the WISE agency. In the final report, the WISE agency will indicate the percentage of participant households that increase in the regularity of home energy bill payments. The agency will also report the number of households that: o Make payments regularly, or o do not make payments regularly, or o do not make payment regularly and are put into shutoff status, or o are put into shutoff status and apply for emergency assistance to resolve account. • Summary of lessons learned from the initiative- what worked, what didn’t. The report should include an analysis of underlying reasons for success and/or failure in meeting project goals. Evaluation/Outcomes This contract will be evaluated by DHS based on the following criteria: 1. A reduction in energy usage of participating households over one or more fiscal years. In the 12 months following the conclusion of the Michigan WISE program activities, including weatherization, at least 60% of the households will have lower utility usage. 2. An increase in the regularity of home energy bill payments by eligible households. In the 12 months following the conclusion of the Michigan WISE program activities, including weatherization, at least 50% of the households will pay their entire monthly utility bill on a monthly basis and on time. 3. An increase in energy vendor contributions towards reducing energy burdens of eligible households. There will be a 100% increase in utility vendor contributions towards reducing energy burdens of eligible households as this is a requirement for eligibility for funding. 4. A reduction in the number of WISE households that will apply for emergency utility assistance. In the 12 months following the conclusion of the Michigan WISE program activities, including weatherization, at least 50% of the households will not have to apply for utility crisis assistance. 5. There will be a 90% increase in the number of participating households with infants that practice safe sleep habits. 6. There will be a decrease in health complications for vulnerable infants and disabled and elderly individuals related to unsafe heat sources, indoor air quality issues and other unhealthy housing situations. Service Requirements There are two components required for this proposal. Component one provides combined health and safety and energy efficiency services. Component two provides combined health and safety and energy efficiency education. For component one grantees must: • Establish a partnership(s) with a local utility. Utility partnerships must: o Identify households with high usage burdens and/or arrearages. o Provide utility contributions to the initiative. Non-monetary contributions should relate to energy-related health and safety deficiencies. For example, a utility may agree to provide -6- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 10. dehumidifiers to all households with mold problems or provide an account credit for all households participating in energy efficiency workshops. o Include the local utility in the development of a client plan of action of each household. • Develop a needs assessment tool for every participating household identifying potential health and safety issues as well as energy deficiencies. • Develop client action plans based on the deficiencies identified in the needs assessment. o The plan will include a summary of the goals to be achieved and include items addressing both energy efficiency and health and safety issues. o The client plan of action should include goals for improving energy habits that are identified as high use and/or hazardous. • Obtain the following participant releases/agreements: o Household applicants must agree to work cooperatively to achieve the client action plan goals. o Participants must sign a release that will allow the WISE agency to collect follow up utility usage information from the participating utility company. o Participants must agree to self report if the household applies for emergency utility assistance in the twelve months following the conclusion of the project period. • Provide case management activities • Conduct Safe sleep assessments • Repair and replacement of identified health and safety hazards • Counseling services, including money management, payment plans, and related services • Purchase and distribution of energy education materials • Home energy payments • Utility arrearage payments • Energy-related repairs and improvements in coordination with existing weatherization programs • Provide advocacy services For component two grantees must: • Track class attendance and completion • Include a household energy habits survey completed by participating households that will identify behaviors associated with higher usage/higher energy bills. • Partner with a utility to conduct an energy use assessment of electric appliances in participating households. • Assemble historical utility usage and conduct utility bill analysis • Provide participants with information on behavioral impacts on energy usage and home maintenance activities that promote energy efficiency • Train problem solving skills in financial, maintenance and emergency issues • Provide participants with information about the average usage for comparable households and information regarding peak load usage and its impacts on the costs. • Conduct safe sleep trainings • Conduct health and safety education sessions • Conduct energy budget management classes Client Eligibility Criteria -7- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 11. Michigan WISE grantees will determine client eligibility. Applicants with annual household incomes at or below 150% of poverty income guidelines will be income-eligible for WISE services. Participating households must include elderly and/or disabled individuals and/or children. Technology Requirements Each funded contractor is required to have an accessible electronic mail account (e-mail) to facilitate ongoing communication with DHS. Additional Information: DHS will review and score all Michigan WISE proposals and will give priority to organizations that: • Are described in Section 673 of the Community Services Block Grant Act (42 U.S.C. 9902 (1), except where significant geographic portions of the state are not served by such entities; • Have a record of successfully providing services under the Low-Income Home Energy Assistance Program; and • Receive weatherization assistance program funds under Part A of title IV of the Energy Conservation and Production Act (42 U.S.C. 6861 et seq.) Grantees may offer energy related client incentives and/or energy efficiency items. Method of payment This contract will be paid by the following method: Unit Rate Actual Cost Issuing Office: Department of Human Services BCAEO Contact Person: Diane Holley Telephone #: 517-335-6070 Fax #: 517-335-5042 Email Address: holleyd @michigan.gov 6/16/08 Conference call at 2:00 pm.; Call in number: 1-866-230-1128; Passcode: Pre-proposal Conference: (Date, time, location) 9878428 (Please notify the contact person above if you plan on attending) Proposal Questions Due Date & Time: 5:00 pm 6/13/08 Submit 6 copies of the proposal and two (2) copies of the budget document, in a separate sealed envelope, to the address below. Also submit one copy on a CD in Word format. Bureau of Community Action and Economic Opportunity -8- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 12. DHS Office 235 S. Grand Ave. POB 30037 GTB 1314 Street Address Lansing MI 48909 City State Zip The bidder must submit all inquires regarding content via e-mail or surface mail. Proposals must be submitted in person or via surface mail. Neither fax nor e-mail transmission of proposals will be considered for award. If DHS believes that clarification of its initial material is necessary, information will be posted to the DHS RFP web site. Likewise, if DHS determines it is necessary to revise any part of this RFP, addenda informing will be posted to the DHS RFP web site. Proposals that exceed the maximum annual dollar amount indicated for the RFP will not be considered for award. To be considered, proposals must arrive at the Issuing Office on or before the date specified above. Bidders mailing proposals should allow normal delivery time to ensure timely receipt of their proposals. Awards made as a result of this RFP will require execution of a contract with DHS. The contract will contain standard non-negotiable General Provisions. A copy of the General Provisions is available upon request. Rating All proposals will be evaluated on the basis of rating criteria identified in the RFP. Contracts will be awarded using a two-step process linking price and quality. The most recent audit of each bidder may be reviewed by DHS, at its discretion, to determine the bidder’s fiscal viability. DHS may eliminate from the rating process any bidders that fail to pass this review. If the bidder has provided contractual services to DHS previously, DHS may consider reviewing monitoring and/or outcome information related to prior contracts. Authority: P.A. 2080 of 1939. Department of Human Services (DHS) will not discriminate against any individual or group because of race, sex, religion, age, national origin, color, height, weight, marital status, political Completion: Mandatory. beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans Penalty: Contract Invalid with Disabilities Act, you are invited to make your needs known to a DHS office in your area. -9- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 13. BIDDER OVERVIEW This Request for Proposal (RFP) package contains the following elements: 1. Cover Sheet 2. Purpose and Statement of Problem 3. Rating Criteria 4. Request for Quote Policy 5. Bidder Information and Instructions 6. Bidder Response Section 7. Cost Quotation 8. Budget Completion Instructions -10- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 14. RATING CRITERIA Request for Proposals (RFP) proposals will be rated by a Rating Committee according to the following criteria: A. Bidder's Experience/Qualifications (Category A maximum points 35) Experience 1. Prior experience as an organization that: • Is described in Section 673 of the Community Services Block Grant Act (42 U.S.C. 9902 (1), except where significant geographic portions of the state are not served by such entities; • Has a record of successfully providing services under the Low-Income Home Energy Assistance Program; and • Receives or received weatherization assistance program funds under Part A of title IV of the Energy Conservation and Production Act (42 U.S.C. 6861 et seq.) 2. Prior experience in: a. the field of home energy audit and weatherization program services delivery is especially important in the selection of a contractor. Proposals submitted should include a description of current home energy audit practices and weatherization program service delivery b. the development and delivery of client energy education sessions c. the development of needs assessment tools d. the development and tracking of client action plans e. training Qualifications 3. Has the provider performed similar services in the past? 4. Does the bidder demonstrate successful collaborative working relationships with other relevant community partners including utilities? 5. Do the position descriptions and resumes indicate the bidder possesses the administrative structure and capacity to adequately perform the service(s)? B. Program Implementation (Category B maximum points 45) 1. Management/Work Plan Activities a. Does the bidder have management and administrative support personnel adequate to produce a satisfactory level of performance? b. Does the work plan specify activities that are adequate to address and resolve the problems stated by DHS? c. Will the service provided correspond to DHS' needs? -11- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 15. d. Does the proposal adequately describe how the bidder will engage eligible clients and encourage a high level of participation? e. Does the proposal describe an acceptable approach to encourage client participation in decision-making and identification of needs? f. Are the bidder’s assessment process and ongoing services relevant for client need, program eligibility, and intent? g. Does the bidder demonstrate the ability to coordinate services with other agencies for customers served by multiple systems? h. Is the bidder’s proposed curriculum adequately and appropriately addressing client needs? 2. Accessibility a. Is the bidder able to provide services at times when most clients can access them? b. Is the bidder accessible to the target client population? c. Does the proposal adequately describe how the bidder will identify and solicit participation from target households? d. Does the proposal describe when and how services will be provided in the client’s home. 3. Curriculum a. Does the bidder include a copy of the energy education curriculum? b. Does the energy efficiency plan include: • Delivery of services • Number of classes planned • Incentives- including types, amounts and funding source • Tracking system to be used to ensure participants fulfill all requirements 4. Other a. Does bidder sufficiently demonstrate the need for this initiative in the service area? C. Resource Allocation (Category C maximum points _20| ) 1. Are the staffing resources allocated to accomplish the work plan adequate and stable? -12- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 16. 2. Are the other resources allocated to accomplish the work plan adequate to support the described services? 3. Is the quantity of the proposed service adequate for the resources? 4. Has the bidder identified other funding and/or donated or non-cash resources to support services and us funding efficiently? -13- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 17. REQUEST FOR PROPOSAL POLICY General Information This Request for Proposal (RFP) provides interested bidders with sufficient information to prepare and submit proposals for consideration by the Department of Human Services. 1. Contract Award Contract award negotiations will be undertaken with those Contractors whose proposals, as to price and other factors, show them to be qualified, responsible, and capable of performing the work. The contract entered into will be that contract most advantageous to DHS, price and other factors considered. DHS reserves the right to consider proposals or modifications thereof received at any time before the award is made, if such action is in the best interest of DHS. DHS reserves the right to award one or multiple contracts dependent upon the grantee’s demonstrated need for services in the geographic area. If a contract is awarded, the selected bidder will be required to comply with the General Provisions, which will be a part of the contract. 2. Rejection of Proposals DHS reserves the right to reject any and all proposals received as a result of this RFP, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interest of DHS. This RFP is made for information or planning purposes only. DHS does not intend to award a contract solely on the basis of any response made to this request or otherwise pay for the information solicited or obtained. 3. Incurring Costs The State of Michigan is not liable for any cost incurred by the Contractors prior to issuance of a contract. 4. Inquiries Questions that arise as a result of this RFP must be submitted in writing to the Issuing Office. All questions must be submitted on or before the date specified on the cover letter. 5. Amendment to the RFP -14- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 18. In the event it becomes necessary to revise any part of this RFP, addenda will be posted to this website. 6. Response Date To be considered, proposal must arrive at the Issuing Office on or before the date specified in the cover sheet. Bidders mailing proposals should allow normal delivery time to ensure timely receipt of their proposals. 7. Proposals To be considered, bidders must submit a complete response to this RFP, using exclusively the format provided in “Bidders Response to DHS”. Proposals must be signed by an official authorized to bind the bidder to its provisions. The proposal must remain valid for at least 90 days. 8. Acceptance of Proposal Content The contents of the proposal of the successful bidder may become contractual obligations if a contract ensues. Failure of the successful bidder to accept these obligations may result in cancellation of the award. 9. Economy of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the bidder's ability to meet the requirements of the RFP. 10. Prime Contractor Responsibilities The selected Contractor will be required to assume responsibility for all services offered in the proposal whether or not they possess them within their organization. Further, the State will consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. 11. News Releases News releases pertaining to this RFP on the service, study, or project to which it relates will not be made without prior State approval, and then only in coordination with the Issuing Office. 12. Disclosure of Proposal Contents Proposals are subject to disclosure under the Michigan Freedom of Information Act (P.A. 1976, No. 442). -15- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 19. 13. Independent Price Determination a. By submission of a proposal, the offeror certifies: 1) The prices of the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor; 2) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the offeror and will not be knowingly disclosed by the offeror or to any competitor; 3) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition; 4) The price quoted is not higher than that given to the general public for the same service. b. Each person signing the proposal certifies that: 1) She/he is the person in the offeror's organization responsible within that organization for the decision as to prices being offered in the proposal, and that she/he has not participated, and will not participate in any action contrary to a. 1, 2, 3, and 4 above; or 2) She/he is not the person in the offeror's organization responsible within that organization for the decision as to the prices being offered in the proposal, but that she/he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to a. 1, 2, 3, and 4 above, and as their agent does hereby so certify; and that she/he has not participated, and will not participate in any action contrary to a. 1, 2, 3, and 4 above. c. A proposal will not be considered for award if any statement made in the proposal has the sense of deleting or modifying a. 1, a. 3, or b., above. If a. 2. has been modified or deleted, the proposal will not be considered for award unless the offeror furnished with the proposal a signed statement which sets forth in detail the circumstance of the disclosure and the Issuing Office determines that such disclosure was not made for the purpose of restricting competition. -16- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 20. BIDDER INFORMATION 1. To receive reimbursement from the State of Michigan, a Contractor must be registered as a vendor on the Michigan Accounting and Information Network (MAIN) To register on MAIN: . Click on http://www.cpexpress.state.mi.us/ . Follow directions. 2. Proof of public liability insurance must be provided to DHS prior to the time the contract is executed (issued). 3. If portions of the services are being subcontracted, the bidder must identify the services the subcontractor will perform and provide all information requested, (including a budget) as it applies to both the bidder and the subcontractor(s). A contractor is responsible for the performance of any subcontractors who are held to the same standard of quality and performance as the contractor. Raters of bid responses will consider the qualifications of both the contractor and subcontractor when making contract award recommendations. 4. In completing the bidder response, please note the following: . The bid response should be paginated, except for attachments . Font size should be 12 or larger . Observe restrictions on number of pages. Restrictions do not include resumes, position descriptions, organizational charts or other attachments. -17- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 21. BIDDER RESPONSE SECTION 1. Bidder Name: 2. Federal Identification Number (for agency): or Social Security Number (if individual): 3. Bidder Mailing Address: 4. Type of Organization: (Check one). Individuals are private proprietary. private, non-profit private, proprietary public 5. Bidder’s representative who is the authorized negotiator for the bidder. (Name) (Telephone Number) 6. Statement of Intent The bidder hereby assures that the Request for Proposal has been reviewed by the organization's governing body and that body has authorized submission of a proposal; that the person identified above as "bidder's representative who is the authorized negotiator" has been authorized by the governing body to represent the organization for the purposes of the submission of a proposal and contract negotiation; and that the organization intends to provide services according to the information contained in this Request for Proposal, if selected and funded to do so. Further, the bidder acknowledges that the General Provisions have been read, reviewed and understood. Signature of Organization (Date) President or Director Typed Name of Organization (Date) President or Director -18- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 22. A. Bidder Experience/Qualifications Provide the following information: 1. Prior experience as an organization that: . Is described in Section 673 of the Community Services Block Grant Act (42 U.S.C. 9902 (1), except where significant geographic portions of the state are not served by such entities; . Has a record of successfully providing services under the Low-Income Home Energy Assistance Program; and . Receives or received weatherization assistance program funds under Part A of title IV of the Energy Conservation and Production Act (42 U.S.C. 6861 et seq.) 2. Give a brief explanation of the purpose or mission of your agency or company; Indicate the current number of employees on an organizational chart, including the following information: .. Full time; .. Part time; .. Contractual; .. Person in the organization who will be the liaison to the DHS Contract Administrator; .. List of locations within the state at which you or your agency maintain offices; .. List all other contracts you have or have had with the Department of Human Services within the past five years and with other private or public agencies. 3. For each service bid, prepare a narrative description of your or your agency's prior experience providing that or a similar service. Include the following information: . Service description; . Recipient of service; . Dates of service provision; 4. Using the Bidder Response: Staffing Allocation & Qualifications (CM-0011) attached, provide the requested information for each service for which a bid is submitted. . Provide position descriptions for all positions included in the price quotation. Identify the positions current staff will fill if the contract is awarded to the bidder. Identify specific experience current staff has as it pertains to the -19- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 23. services to be provided (possession of applicable licenses, completion of applicable training or workshops, etc.). Include resumes for all current staff who will provide services if the contract is awarded to the bidder and qualifications and job descriptions for positions to be filled. . For each position, list the number of hours and the number of weeks expected to be devoted to this service. 5. Provide an organization chart which shows the structure which will be used to provide services if the contract is awarded. This should show who in your organization will be responsible for reporting to DHS' Contract Administrator. 6. Describe successful collaborative working relationships with other relevant community partners including utilities. 7. If a portion of the services are being subcontracted, provide all information requested below, as it applies to both the bidder and the subcontractor(s). NOTE: If portions of the services are being subcontracted, the bidder must identify the services the subcontractor will perform. The contractor is responsible for the performance of the subcontractor who is held to the same standard of quality and performance as the contractor. Raters of bid proposals will consider the qualifications of both the contractor and subcontractor when making contract award recommendations. B. Program Implementation In narrative form, please describe how you or your agency would implement the program described by DHS. Include the following information and identify each section by number and heading indicated below. 1. Supervision Describe when and how staff will be supervised. 2. Staff Allocation Describe the method used to determine the amount of staff time (both management and direct) needed to fulfill the terms of the service as described. 3. Curriculum Describe your energy efficiency education plan including- • Delivery of services • Number of classes planned -20- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 24. • Incentives- including types, amounts and funding source • Tracking system to be used to ensure participants fulfill all requirements Provide a copy of the curriculum which will be used. 4. Work Plan Describe your agency’s intake/client eligibility process. Prepare a description of the way in which service would be provided to an eligible Michigan WISE client. For example, list each step, process, or activity a WISE eligible client would encounter in successfully completing the service (similar to a program flow chart). For each process or activity, indicate how completing that process or activity would advance the client in accomplishing the goals of the initiative. Indicate the length of time required to complete the service and education activities. Describe how you will provide energy efficiency upgrades. Describe any current partnership you have with a local utility, or how you will develop one and with whom. Describe your plan to collect and compile information for your final report. Include a copy of your agency’s written agreement with a local utility that demonstrates the local collaboration. Indicate the types of utility contributions you will seek. Describe how you will develop a household needs assessment, and the client plan of action. Indicate how decisions will be made regarding the client and the client’s plan of action. Include how the client will be involved in the development of the plan. Describe how the targeted households will be located and solicited for program participation. Describe how you will achieve cooperation from participating households to ensure self reporting and release of all necessary information regarding utility usage. Describe how your agency will obtain safe sleep training and how safe sleep assessments and training will then be delivered to eligible households. -21- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 25. Once the contract is awarded, indicate how long it will be before you or your agency will be able to provide service (be specific- i.e. 30 days, 45 days, etc.). 5. Budget Narrative Use the Resource Grid (CM0043) (attached) to provide a narrative description of all resources you, the bidder, propose to use in order to meet the requirements of the contract. Itemize (without indicating actual dollar amounts) the types of employee benefits offered, the square footage of each facility, supplies, travel mileage, and other resources included in your budget. Be as specific as possible and quantify all resources whenever possible. You may attach additional pages if necessary. Please be as brief as possible, while including all pertinent information. This information will be used to determine whether or not the resources included in the price quotation are adequate to provide the services DHS wishes to purchase as stated in the RFP. An individual specifically assigned to conduct a fiscal review will compare the budget narrative to the price and budget documentation for each bid submitted. NOTE: Do not include figures which would indicate the dollar amount of bid or unit cost in this section. Dollar amounts should be stated in the sealed price/budget portion of your response. 6. Hours Specify normal hours of business. 7. Location Identify each location where services will be provided. Include the street address, city, and zip code for all locations. For outreach services, indicate "Services will be provided in the client's home." Include square footage available at each location and the number of rooms to be used. 8. Accessibility Do facilities and services allow/encourage participation by clients with disabilities? That is, are training facilities accessible by wheelchair? Are restrooms ac- cessible?, etc. 9. Outreach Indicate ability to provide outreach services in clients' homes or mutually agreed- upon locations if this is requested in the service description. 10. Other -22- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 26. Describe your services area’s need for this initiative. Include the infant mortality rates, and senior and disabled population in your service area. Include specifics on health and safety needs identified in your service area. Based on DHS' description of the client population, describe any special considerations in the quotation or plans for providing service. C. Resource Allocation Describe the staffing resources allocated to accomplish the work plan. Describe any other resources allocated to accomplish the work plan. Include the projected quantity of the services to be provided? Indicate other funding and/or donated non-cash resources to support services. D. Budget Completion Complete the following Price Quotation sheet and a Budget Statement (CM-468) and Budget Detail Sheets (CM-468A) in accordance with instructions. The bidder should complete the Budget forms for the 12 month period. Mail one copy of each together in an envelope separate from the rest of your proposal to the address specified in the in the cover letter to this RFP. -23- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 27. Attachment A BIDDER RESPONSE: STAFFING ALLOCATION AND QUALIFICATIONS Michigan Department of Human Services Bidder Name * County Type of Service RATE/ HOURS/ # OF CATEGORY POSITIONS QUALIFICATIONS HOUR WEEK WEEKS **MANAGERIAL/ SUPERVISORY DIRECT SERVICE SUPPORT STAFF * Please provide information on staffing only for services to be provided for the request for quote/contract. **Managerial/supervisory refers to administrative positions. If a position is both administrative and direct service, place the position in whatever category the bulk of the individual’s time will be spent. Department of Human Services (DHS) will not discriminate against any individual or group because of race, sex, religion, age, national origin, color, height, weight, marital status, political beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a DHS office in your area. -24- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word
  • 28. Attachment B RESOURCE GRID MICHIGAN DEPARTMENT OF HUMAN SERVICES * Do not include dollar amounts. ** List any match resources your agency will be providing and the fund source of that match. Resource Description Employee Fringe Benefits (FTEs by position) Occupancy (square feet and number of Facilities) Communications (fax, telephone, number of lines and phones) Supplies (general, program, duplicating) Equipment Local Transportation (number of miles for client transportation) Contractual Services Specific Assistance to Individuals Miscellaneous Department of Human Services (DHS) will not discriminate against any individual or group because of race, sex, religion, age, national origin, color, height, weight, marital status, political beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a DHS office in your area. -25- CM-F-RFP (Rev. 8-06) Previous edition obsolete. MS Word