DEPARTMENT OF HUMAN RESOURCES
Maryland’s Human Services Agency
REQUEST FOR PROPOSALS (RFP)
SOLICITATION NO. CALDS/SSA/16-001-S
Issue Date: December 17th, 2015
LEGAL SERVICES FOR CALVERT COUNTY DEPARTMENT OF SOCIAL SERVICES
NOTICE
A Prospective Offeror that has received this document from the Department’s website located at www.dhr.maryland.gov or eMaryland Marketplace located at https://emaryland.buyspeed.com/bso/, or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFP, should immediately contact the Procurement Officer and provide the Prospective Offeror’s name and mailing address so that addenda to the RFP or other communications can be sent to the Prospective Offeror.
Minority Business Enterprises Are Encouraged to Respond to this Solicitation
STATE OF MARYLAND
NOTICE TO VENDORS
In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email or fax this completed form to the attention of the Procurement Officer (see Key Information Sheet below for contact information).
Title: LEGAL SERVICES FOR CALVERT COUNTY DEPARTMETN OF SOCIAL SERVICES
Solicitation No: (CALDS/SSA/16-001-S)
1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:
( ) Other commitments preclude our participation at this time.
( ) The subject of the solicitation is not something we ordinarily provide.
( ) We are inexperienced in the work/commodities required.
( ) Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)
( ) The scope of work is beyond our present capacity.
( ) Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)
( ) We cannot be competitive. (Explain in REMARKS section.)
( ) Time allotted for completion of the Bid/Proposal is insufficient.
( ) Start-up time is insufficient.
( ) Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)
( ) Bid/Proposal requirements (other than specifications) are unreasonable or too risky.
(Explain in REMARKS section.)
( ) MBE or VSBE requirements. (Explain in REMARKS section.)
( ) Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section.)
( ) Payment schedule too slow.
( ) Other:______
2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).
REMARKS: ______
______
Vendor Name: ______Date: ______
Contact Person: ______Phone (____) _____ - ______
Address: ______
E-mail Address: ______
STATE OF MARYLAND
DEPARTMENT OF HUMAN RESOURES
CALVERT COUNTY DEPARTMENT OF SOCAL SERVICES
RFP KEY INFORMATION SUMMARY SHEET
Request for Proposals: LEGAL SERVICES FOR CALVERT COUNTY DEPARTMENT OF SOCIAL SERVICES
Solicitation Number: CALDS/SSA/16-001-S
RFP Issue Date: December 17th, 2015
RFP Issuing Office: Calvert County Department of Social Services
Procurement Officer: Rebecca Gray
Calvert County Department of Social Services
200 Duke Street
Prince Frederick, MD 20678
Phone: 443-550-6993 Fax: 410-286-7429
e-mail:
State Project Manager: Deborah Walsh
Calvert County Department of Social Services
200 Duke Street
Prince Frederick, MD 20678
Phone: 443-550-6949 Fax: 410-286-7429
Proposals are to be sent to: Calvert County Department of Social Services
200 Duke Street
Prince Frederick, MD 20678
Attention: Rebecca Gray
Pre-Proposal Conference: January 7th 2016 @ 10:00 AM Local Time
Calvert County Department of Social Services
200 Duke Street
Prince Frederick, MD 20678
Proposal Due (Closing) Date and Time: February 8th, 2016 @ 4: 00 PM Local Time
MBE Subcontracting Goal: 0 %
VSBE Subcontracting Goal: 0 %
Table of Contents
Table of Contents iv
SECTION 1 - GENERAL INFORMATION 7
1.1 Summary Statement 7
1.2 Abbreviations and Definitions 7
1.3 Contract Type 11
1.4 Contract Duration 11
1.5 Procurement Officer 11
1.6 State Project Manager 11
1.7 Pre-Proposal Conference 12
1.8 eMarylandMarketplace 12
1.9 Questions 12
1.10 Procurement Method 13
1.11 Proposals Due (Closing) Date and Time 13
1.12 Multiple or Alternate Proposals 13
1.13 Economy of Preparation 13
1.14 Public Information Act Notice 13
1.15 Award Basis 14
1.16 Oral Presentation 14
1.17 Duration of Proposal 14
1.18 Revisions to the RFP 14
1.19 Cancellations 14
1.20 Incurred Expenses 14
1.21 Protest/Disputes 15
1.22 Offeror Responsibilities 15
1.23 Substitution of Personnel 15
1.24 Mandatory Contractual Terms 18
1.25 Bid/Proposal Affidavit 18
1.26 Contract Affidavit 18
1.27 Compliance with Laws/Arrearages 18
1.28 Verification of Registration and Tax Payment 18
1.29 False Statements 18
1.30 Payments by Electronic Funds Transfer 19
1.31 Prompt Payment Policy 19
1.32 Electronic Procurements Authorized 19
1.33 Minority Business Enterprise Goals 20
1.34 Living Wage Requirements 20
1.35 Federal Funding Acknowledgement 21
1.36 Conflict of Interest Affidavit and Disclosure 22
1.37 Non-Disclosure Agreement 22
1.38 HIPAA - Business Associate Agreement 22
1.39 Nonvisual Access 22
1.40 Mercury and Products That Contain Mercury 22
1.41 Veteran-Owned Small Business Enterprise Goal 22
1.42 Location of the Performance of Services Disclosure 22
1.43 Department of Human Resources (DHR) Hiring Agreement 23
1.44 Small Business Reserve (SBR) Procurement 23
SECTION 2 – MINIMUM QUALIFICATIONS 24
2.1 Offeror Minimum Qualifications 24
SECTION 3 – SCOPE OF WORK 25
3.1 Background and Purpose 25
3.2 Scope of Work - Requirements 25
3.3 Security Requirements 28
3.4 Insurance Requirements 31
3.5 Problem Escalation Procedure 32
3.6 Invoicing 33
3.7 MBE Reports 33
3.8 VSBE Reports 33
3.9 SOC 2 Type 2 Audit Report 34
3.10 End of Contract Transition 34
SECTION 4 – PROPOSAL FORMAT 35
4.1 Two Part Submission 35
4.2 Proposals 35
4.3 Delivery 35
4.4 Volume I – Technical Proposal 36
4.5 Volume II – Financial Proposal 42
SECTION 5 – EVALUATION COMMITTEE, EVALUATION CRITERIA, AND SELECTION PROCEDURE 43
5.1 Evaluation Committee 43
5.2 Technical Proposal Evaluation Criteria 43
5.3 Financial Proposal Evaluation Criteria 43
5.4 Reciprocal Preference 43
5.5 Selection Procedures 44
5.6 Documents Required upon Notice of Recommendation for Contract Award 45
RFP ATTACHMENTS 46
ATTACHMENT A – CONTRACT 48
ATTACHMENT B – BID/PROPOSAL AFFIDAVIT 61
ATTACHMENT C – CONTRACT AFFIDAVIT 69
ATTACHMENTS D – MINORITY BUSINESS ENTERPRISE FORMS 72
ATTACHMENT E – PRE-PROPOSAL CONFERENCE RESPONSE FORM 73
ATTACHMENT F – FINANCIAL PROPOSAL INSTRUCTIONS 74
ATTACHMENT F-1 – FINANCIAL PROPOSAL FORM 75
ATTACHMENT G – LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS 76
ATTACHMENT H - FEDERAL FUNDS ATTACHMENT 80
ATTACHMENT I – CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE 87
ATTACHMENT J – NON-DISCLOSURE AGREEMENT 88
ATTACHMENT K – HIPAA BUSINESS ASSOCIATE AGREEMENT 92
ATTACHMENT L – MERCURY AFFIDAVIT 93
ATTACHMENTS M – VETERAN-OWNED SMALL BUSINESS ENTERPRISE 94
ATTACHMENT N – LOCATION OF THE PERFORMANCE OF SERVICES DISCLOSURE 95
ATTACHMENT O – DHR HIRING AGREEMENT 96
ATTACHMENT P – MARYLAND ANNOTATED CODE, HUMAN SERVICES ARTICLE § 3.601 100
ATTACHMENT Q – MONTHLY INVOICE 101
ATTACHMENT R – MONTHLY ACTIVITY REPORT 102
ATTACHMENT S – USE OF CONFLICT ATTORNEY REPORT 103
ATTACHMENT T – REPORT OF POSTPONEMENTS 104
103
CALDS/SSA/16-001-S
SECTION 1 - GENERAL INFORMATION
1.1 Summary Statement
1.1.1 The Department of Human Resources, Calvert County Department of Social Services (CALDSS) is issuing this Request for Proposals (RFP) to acquire the services of a practicing attorney, licensed in the State of Maryland, to represent CALDSS in the following areas: Child Welfare Services; Child Protective Services (CPS); Foster Care; Guardianships; Adoptions; In-Home Family Services; Adult Services: Adult Protective Services; Adult Public Guardianships; and requests for CALDSS records via subpoena. In addition, the attorney must consult with and advise CALDSS staff on other general legal matters which may come before the Agency as required by the Maryland Annotated Code, Human Services Article § 3-601 (Attachment P) and as outlined in Section 3 of this Request for Proposals (RFP).
1.1.2 It is the State’s intention to obtain services, as specified in this RFP, from a Contract between the selected Offeror and the State. The anticipated duration of services to be provided under this Contract is three (3) years. See Section 1.4 for more information.
1.1.3 The Department intends to make a single award as a result of this RFP.
1.1.4 An Offeror, either directly or through its subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.
1.2 Abbreviations and Definitions
For purposes of this RFP, the following abbreviations or terms have the meanings indicated below:
1. Adoption – The legal proceeding by which an individual becomes the child of the adoptive parents, and which confers on the adopted child all the legal rights and privileges to which a child born to the adoptive parents is entitled.
2. Adult Protective Services – A social services program to assist vulnerable adults, who are unable to provide for their basic living needs or access necessary professional services, or protect their own interests and are subject to abuse, neglect, exploitation, or self-neglect. Service provision is normally limited to six (6) months in which time risk is reduced. Adult Protective Services makes every effort to stabilize the vulnerable adult in the adult’s own home within the community through community support services that reduce risk factors.
3. Adult Public Guardianship – A legal procedure in which the court determines whether a person’s ability to make their own health and safety decisions is significantly impaired. If so, the court will then appoint a guardian to act as a substitute decision-maker.
4. Adult Services – Programs and services which focus on the needs of vulnerable adults, the elderly, adults of any age with disabilities, and their family caregivers. Services are delivered through local departments of social services to promote their safety, stability and independence.
5. Board of Public Works (BPW or Board) – Consists of the Governor, the State Treasurer and the State Comptroller. The Board must approve all State Contracts where the dollar amount is $200,000.00 or greater.
6. Business Day(s) – The official Working Days of the week to include Monday through Friday. Official Working Days exclude State Holidays (see definition of “Normal State Business Hours” below).
7. Calvert County Department of Social Services (CALDSS or Agency) – The local entity responsible for administering the social service and public assistance activities within Calvert County, pursuant to Human Services Article, Title 3, Subtitle 2 of the Annotated Code of Maryland.
8. Case Worker/Social Worker – The local Department of Social Services’ agency case manager or social worker assigned to a customer of the Agency. The Case Worker is responsible for the development and implementation of a case plan to meet the customer’s permanency goal.
9. Child Care – Care in a State-recognized setting by an individual other than the parent, step-parent, guardian, or caretaker for less than a 24-hour day and for which compensation is paid.
10. Child In Need of Assistance (CINA) – A child who requires court intervention because the child has been abused or neglected and the child’s parent or parents, guardian, or custodian are unable or unwilling to give proper care and attention to the child and the child’s needs.
11. Child Protective Services (CPS) – A specialized social service for children that aims to stop and prevent child abuse and neglect. CPS achieves this goal through the investigation and initiation of protective and other services for children who are believed to have been abused or neglected; parents or other adults having permanent or temporary care, custody, or responsibility for supervision of abused or neglected children; and household or family members of abused or neglected children.
12. Child Welfare Services – All services provided to children including, but not limited to, CPS, foster care, voluntary placements, adoptions, kinship care, child abuse and neglect, CINA, emergency shelter, and guardianship matters.
13. COMAR – Code of Maryland Regulations available on-line at www.dsd.state.md.us.
14. Contract – The Contract awarded to the successful Offeror pursuant to this RFP. The Contract will be in the form of Attachment A.
15. Contract Commencement - The date the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board of Public Works. See Section 1.4.
16. Contractor – The selected Offeror that is awarded a Contract by the State.
17. Department or DHR – Maryland State Department of Human Resources. Maryland’s fourth largest State agency, established to administer the State’s public assistance, social services, child support, and community services programs.
18. eMM – eMaryland Marketplace (see RFP Section 1.8).
19. Emergency Adult Protective Services – Services provided to adults who: 1) will suffer immediate and serious physical injury or death if not immediately placed in a health care facility; and 2) are incapable of giving consent. The CALDSS director may file a petition to request protective services to aide in the removal of the conditions creating the emergency.
20. Emergency – Means that an adult is living in conditions which present a substantial risk of death or immediate and serious physical harm to himself or others.
21. Family Investment – The division of Social Services through which financial benefits are managed.
22. Family Investment Program – Provides assistance to low-income families with children while preparing program participants for independence. The Family Investment Program assistance consists of services and cash assistance to eligible individuals, including welfare avoidance grants, temporary cash assistance, and alternative programs.
23. Family Involvement Meeting (FIM) – A casework practice forum to convene family members during key child welfare decision points.
24. Firm Fixed-Price Contract – A firm fixed price contract provides a price that is not subject to adjustment because of variations in the contractor’s cost. The Firm Fixed Price shall include all general, administrative, and indirect costs necessary to provide all services as described in the RFP. No price adjustments will be allowed during the term of this Contract.