Maryland’s Human Services Agency
DEPARTMENT OF HUMAN RESOURCES
CHARLES COUNTY DEPARTMENT OF SOCIAL SERVICES
SMALL PROCUREMENT SOLICITATION FOR
REGISTERED NURSES FOR IN-HOME AIDE OVERSIGHT
DHR AGENCY CONTROL NUMBER: CHA/FACS/16-008-S
1. SUMMARY STATEMENT
The Maryland Department of Human Resources, Charles County Department of Social Services intends to acquire Registered Nurses for In-Home Aide Oversight for the purpose of instructing Aides, evaluating clients, visiting clients and completing required case review documents. The Contract will be for two (2) years beginning July 1, 2015 and ending on June 30, 2017
2. BACKGROUND
Charles County Department of Social Services provides an array of human services to children, families and adults. This includes a variety of programs such as food stamps, foster care and child support enforcement.
The In-Home Aide Program has an average of 20-35 customers that receive personal care. The oversight averages one (1) hour.
3. SCOPE OF THE PROJECT
Charles County Department of Social Services is in need of Registered Nurses to provide oversight for two (2) to three (3) In-Home Aides, Certified Nursing Assistants (CNA). The Registered nurse will complete required Charles County Department of Social Services client assessment forms; make client visitations; provide care instructions and demonstrations to clients, and aides; and observe and monitor personal care services performed by the In-Home Aide.
The forms that are provided by Charles County Department of Social Services that will be completed by the Registered Nurse as described in section 6 include, but are not limited to:
a. DHR/CSA 525-B Personal Care section of the Care plan – Attachment 3
b. DHMH 4658 A (N-PA) Medicaid Home and Community-Based Services Waiver
Program– Attachment 4
4. BIDDER/OFFEROR QUALIFICATIONS
Registered Nurses must be licensed by the Maryland Board of Nursing
Registered Nurses must have five year Registered Nursing experience
Registered Nurses must provide his/her own transportation
Registered Nurses must clearly speak, write, and understand English
Registered Nurses must have their own malpractice insurance
5. CONTRACTOR REQUIREMENTS
The Registered Nurses shall evaluate the client on the basis of a home visit and complete the Personal Care section of the Care Plan (DHR/CSA 525-B) every six months or as requested by the IHAS Administrator.
The Registered Nurses shall complete the Community-Based Services Waiver Program Participant Assessment (DHMH 4658 A (N-PA)) during visitation with the client and the Certified Nurse’s Aide present.
a. The Registered Nurses shall re-evaluate the client and submit a DHR/CSA 525-B Personal Care section of the Care plan at least every sixty (60) days or as requested by Charles County Department of Social Services Program Administrator.
The Registered Nurses shall make home visits and submit a DHR/CSA 525-B Personal Care section of the Care plan at least every sixty (60) days to assess the client’s condition and quality of personal care by reviewing the following:
a. The personal care plan
b. The interactions and relationship between the client and personal care aide
c. The personal care aide’s performance and ability to give the required service
d. The continued need for personal care services and the need for other services
The Registered Nurses shall provide personal care instructions and demonstrations to the Certified Nurse’s Aide and submit a DHR/CSA 525-B Personal Care section of the Care plan to the Charles County Project Manager, when beginning to provide personal care services or changing personal care services.
The Registered Nurses shall instruct the Certified Nurse’s Aide in the appropriate personal care procedure for the client, demonstrate the procedures, have the Aide demonstrate the procedure, and submit a DHR/CSA 525-B Personal Care section of the Care plan at least every sixty (60) days to the Charles County Department of Social Services Administrator.
The Registered Nurses shall give instructions and demonstrations before the Certified Nurse’s Aide begins to give personal care to the client, and after the initiation of care, whenever the Registered Nurse determines it is necessary based on changes in client condition, needs, or changes in the Aide’s performance of the care. Such changes in client condition or Certified Nurse’s Aide performance of care should be watched for in the required sixty (60) day home visits, within six (6) months of the date the Aide begins providing personal care to the client, and whenever the Registered Nurse determines that there is a significant change in the personal care the Aide is providing, requiring a new demonstration of correct procedure.
The Registered Nurses shall observe and monitor continuing personal care services. The Registered Nurses shall observe the Certified Nurse's Aide perform the personal care activities in the Personal Care Plan (DHR/CSA 525-B) during the required sixty (60) days home visits and during the required six (6) month re-evaluation of the need for personal care for each client receiving personal care.
The Registered Nurses shall address and respond to any observed discrepancies that the Certified Nurse’s Aide performs. The Registered Nurses shall instruct and demonstrate proper procedures taught by the Maryland Board of Nursing, CAN classes, and any procedures or techniques taught by the Registered Nurses for use with the client. The Personal Care Plan (DHR/CSA 525-B) needs to be submitted within the five (5) days after observed discrepancies and/or training process has been conducted.
The Registered Nurses shall instruct and demonstrate for the Certified Nurse’s Aide proper procedures and/or techniques, including the proper use of protective equipment and supplies and receive a return demonstration from the Certified Nurse’s Aide. The Personal Care Plan (DHR/CSA 525-B) needs to be submitted within the five (5) days after observed discrepancies and/or training process has been conducted.
THE BIDDER MUST BE CAPABLE OF SERVING THE ENTIRE CHARLES COUNTY (ALL AREAS INCLUDED).
6. CONTRACT TERM AND DELIVERABLES
The Contract resulting from this solicitation will be for a two (2) year period beginning July 1st, 2015 and ending June 30, 2017.
The Contractor must forward completed Personal Care Plan (DHR/CSA 525-B) when necessary and forward it to the Charles County Department of Social Services Project Manager within five (5) business days.
The Contractor must forward completed Medicaid Home and Community-Based Services Waiver Program Participant Assessment (DHMH 4658 A [N-PA]) when necessary and forward it to Charles County Department of Social Services Project Manager within ten (10) business days.
7. STATE PROJECT MANAGER
The State Project Manager for this Contract is:
Tracy Ambos, Assistant Director of Services
Charles County Department of Social Services
200 Kent Avenue
La Plata, MD. 20646
301-392-6701/Fax 301-934-2662
E-mail:
After Contract award, this person will serve as the primary point of contact for the Contractor in regards to the Contract resulting from this IFB. However, for certain contract related actions the Procurement Officer may communicate with the Contractor.
8. SUBMISSION INFORMATION
The original, to be so identified, and two (2) copies of each Bid must be received by the Procurement Officer by Wednesday, April 22, 2015 at 4:30 pm in order to be considered. Requests for extension of this date or time shall not be granted. Vendors mailing Bids should allow sufficient mail delivery time to insure timely receipt by the Procurement Officer. Bids or unsolicited modifications to Bids arriving after the closing time and date will not be considered, except under the conditions identified in COMAR 21.05.02.10 B and 21.05.03.02 F.
Oral, electronic mail, and facsimile Bids will not be accepted.
Bids are to be delivered to:
Nancy Knudsen, CPPB
Charles County Department of Social Services
200 Kent Avenue
La Plata, MD. 20646
Solicitation No. CHA/FACS/16-008-S (This solicitation no. should be labeled on the outside of the sealed envelope when submitting your bid.)
Each bid submission must include:
• One original and two copies of the Bid Form (Attachment 1)
• One copy of the Maryland Board of Nursing Registered Nurse’s License for each Register Nurse.
• The Bidder shall provide proof of five (5) years of experience, prior to the submissiondate, performing services as a Registered Nurse. Proof of five (5) years of experience
shall be demonstrated by submitting with the Bid copies of the Bidder’s license for the past
five (5) years of Registered Nurses and a resume indicating places of employment. These resumes shall be required for each Registered Nurse that will be used in the service of this contract. / This shall
• One copy of each of the Registered Nurse’s own malpractice insurance.
9. QUESTIONS AND INQUIRIES
A. All communications regarding this solicitation are to be made solely through the Procurement Officer. Only information communicated by the Procurement Officer will be the official position of the State. Questions regarding this solicitation must be directed to the Procurement Officer in writing.
B. All questions should be submitted in a timely manner. In the case of questions not received in a timely manner, the Procurement Officer will, based on the availability of his/her time to research and communicate the answer, decide whether he/she can answer an untimely submitted question before the bid due date.
Questions and Inquiries must be directed to:
Procurement Officer: Nancy B. Knudsen, CPPB
Charles County Department of Social Services
200 Kent Avenue
La Plata, MD 20646
Fax # 301-870-3953
E-mail: .
Inquiries must be directed to the Department at the above Fax number, E-mail address or address.
10. BASIS FOR AWARD
The Contract will be awarded to the responsible Bidder whose submits a responsive Bid that meets the specifications set forth in the Small Procurement Solicitation, and provides the:
a. Most Favorable Bid Price
In the event of tie bids, the provisions of COMAR 21.05.02.14 shall determine the successful bidder.
11. DEPARTMENT CONTRACT
The successful bidder will be expected to sign a contract with the Department, sample enclosed as Attachment 2_.
12. CANCELLATION OF BIDS
The State may cancel this Solicitation, in whole or in part, whenever this action is determined to be fiscally advantageous to the State or otherwise in the State’s best interest. If the Solicitation is canceled, a notice of cancellation will be provided to all prospective Bidders who were sent this Solicitation or otherwise are known by the Procurement Officer to have obtained this Solicitation.
13. ACCEPTANCE OF BIDS
The State reserves the right to accept or reject any and all Bids, in whole or in part, received in response to this Solicitation, or to waive or permit cure of minor irregularities to serve the best interests of the State of Maryland.
14. TIME OF BID ACCEPTANCE
The content of this Solicitation and the Bid of the successful Bidder will be included by reference in any resulting Contract. All prices, terms and conditions in the Bid are irrevocable for 90 days after the closing date for receipt of Bids. This period may be extended by written mutual agreement between the Bidder and the requesting State organization.
15. PAYMENT
This contract will be a Firm Fixed Price with Indefinite Quantity Contract, in accordance with Code of Maryland Regulations (COMAR) 21.06.03.02.A(1) and 21.06.03.06.A(2). Bidders must factor in all allocable costs (including any fuel surcharge or other fees) into their Bid Price on the Bid Form (Attachment 1). No price adjustments will be allowed during the term of the Contract.
The successful vendor shall bill the Department monthly.
Invoices must be addressed to:
Accounts Payable
200 Kent Avenue
La Plata, MD 20646
All invoices must (at a minimum)
A. Be signed and dated
B. Include the Contractor’s mailing address and remit to address
C. Include the Contractor’s Social Security number or Federal Tax ID number
D. Include the State’s assigned Contract control number
E. List the goods/services provided
F. List the time period covered by the invoice
G. List the amount of requested payment.
16. PROCUREMENT METHOD
This award will be made in accordance with Code of Maryland Regulations (COMAR) 21.05.07, Small Procurement Regulations. Small procurement is defined as the use of procedures to obtain items reasonably expected by the Procurement Officer to cost $25,000 or less.
Minority Business Enterprises are strongly encouraged to respond to this solicitation.