Transcription
SOLICITATIONINVITATION TO NEGOTIATE (ITN)COMMUNITY ACTION TEAM (CAT) PROGRAMFLAGLER AND VOLUSIA2018‐001LSFHS ITN (2018‐001)Page 1 of 42
Table of ContentsSECTION 1.INTRODUCTION . 61.1Introduction to the Procurement. 61.2Statement of Purpose . 61.3Term of the Agreement. 71.4Contact Person and Procurement Manager . 71.5Contract Terms . 71.6Supporting Documentation. 81.7Small, Minority, and Florida Certified Veterans Business Participation . 8SECTION 2.ITN PROCESS . 82.1General Overview of the Process . 82.2Official Notices and Public Records . 82.2.1Notices Regarding the ITN. 82.2.2Public Records . 92.3Protests and Disputes . 92.4Limitations on Contacting Department Personnel and Others. 92.4.1General Limitations . 92.4.2Limitations During Negotiations . 92.4.3Violation of Contact Limitations. 102.5Schedule of Events and Deadlines . 102.6Written Inquiries . 112.7Notice of Intent to Submit a Reply . 122.8Receipt of Replies . 122.8.1Reply Deadline . 122.8.2Binding Replies . 122.8.3Changes to Replies After Submission Prohibited . 122.8.4Right to Rely on Department Information . 122.8.5Receipt Statement. 122.8.6Request to Withdraw Reply . 122.8.7Cost of Preparation of Reply . 132.9Form PUR 1001 . 132.10LSF Health Systems Reserved Rights . 132.10.1Waiver of Minor Irregularities. 13LSFHS ITN (2018‐001)Page 2 of 42
2.10.2Right to Inspect, Investigate, and Rely on Information . 132.10.3Rejection of All Replies . 132.10.4Withdrawal of ITN . 132.10.5Reserved Rights After Notice of Award. 142.10.6Other Reserved Rights. 14SECTION 3.SPECIFICATIONS . 143.1Mandatory Requirements . 143.2Minimum Programmatic Specifications . 143.3Minimum Financial Specifications. 143.3.1Funding Sources . 143.3.2Allowable Costs . 143.3.3Funding for Services Only . 153.4Vendor Registration in MyFloridaMarketPlace . 153.5Composition of the Contract . 153.5.1Department’s Standard Integrated Contract . 153.5.2Form PUR 1000 (APPENDIX VII). 153.5.3Other Attachments or Exhibits. 153.6Order of Precedence . 15SECTION 4.4.1INSTRUCTIONS FOR RESPONDING TO THE ITN . 16How to Submit a Reply . 164.1.1Mandatory Reply Deadline . 164.1.2Electronic Transmittal of Replies Not Accepted . 16Facsimile or electronic transmissions of replies will not be accepted. . 164.1.3Reply Amendments . 164.1.4Number of Copies Required and Format for Submittal . 164.1.5Replies to be in Sealed Container . 164.1.6Hard‐copy Reply Format . 164.1.7Electronic Copy Format . 174.2Content of the Programmatic Reply . 174.2.14.2.2Programmatic Reply Title Page . 17TAB 1: Mandatory Requirements . 174.2.2.1Certificate of Signature Authority . 174.2.2.2Mandatory Certifications . 17LSFHS ITN (2018‐001)Page 3 of 42
4.2.2.3Tie Breaking Certifications . 174.2.3TAB 2: TABLE OF CONTENTS . 184.2.4TAB 3: EXECUTIVE OVERVIEW . 184.2.5TAB 4: SERVICES APPROACH AND SOLUTION . 184.2.5.1Response Content and Organization. 184.2.6TAB 5: COMPANY QUALIFICATIONS AND EXPERIENCE . 194.2.7TAB 6: CORE TEAM QUALIFICATIONS . 204.3Content of the Financial Reply . 204.3.1Financial Reply Title Page . 204.3.2TAB A: FINANCIAL INFORMATION . 214.3.2.1Financial Management . 214.3.2.2Proposed Service Efficiencies and Re‐investment . 214.3.2.3Ongoing Approach to Reduce Administrative Costs and Expand Services . 214.3.2.4Local Match . 214.3.34.4TAB B: BUDGET . 21Public Records and Trade Secrets . 214.4.1Replies and Other Submissions Are Property of the State . 214.4.2Replies and Other Submissions are Subject to Public Inspection . 214.4.3How to Claim Trade Secret Protection . 224.4.4Vendor’s Duty to Respond to Public Records Requests . 224.5LSF Health Systems not Obligated to Defend Vendor Claims . 23SECTION 5.THE SELECTION METHODOLOGY. 235.1Selection Criteria . 235.2Application of Mandatory Requirements . 245.3Evaluation Phase Methodology for Ranking and Shortlisting . 245.3.15.4Scoring by Evaluators . 245.3.2Total Score, Recommended Ranking and Competitive Range of Replies . 255.3.3Report of the Procurement Manager . 255.3.4Determination of Ranking . 265.3.5Selection and Posting of Qualified Vendors for Negotiations (Shortlist) . 26Negotiation Process for Final Selection . 265.4.1Supplemental Replies . 265.4.2Goal of Negotiations . 26LSFHS ITN (2018‐001)Page 4 of 42
5.4.3Department Retains Discretion . 275.4.4Other LSF Health Systems Rights During Negotiations . 275.4.5Negotiation Meetings Not Open to Public . 275.5Final Selection and Notice of Intent to Award Contract . 285.5.1Department’s Negotiation Team Recommendation . 285.5.2Selection of Vendor(s) . 285.5.3Reserved Rights . 285.5.4Posting Notice of Award. 285.5.5Reserved Rights After Notice of Intent to Award . 29APPENDIX I: NOTICE OF INTENT TO SUBMIT A REPLY. 30APPENDIX II: CERTIFICATE OF SIGNATURE AUTHORITY . 31APPENDIX III: VENDOR’S CERTIFICATIONS . 32APPENDIX IV: TIE BREAKING CERTIFICATIONS . 37APPENDIX V: QUESTION SUBMITTAL FORM . 39APPENDIX VI: MANDATORY REQUIREMENTS CHECKLIST . 40APPENDIX VII: LSF Standard Contract . 42LSFHS ITN (2018‐001)Page 5 of 42
SECTION 1.1.1INTRODUCTIONIntroduction to the ProcurementLSF Health Systems is issuing this solicitation to develop an effective Community Action Team (CAT) Program inFlagler and Volusia Counties. The goal of this contract is to address mental health and physical health care needsin cases where traditional mental health service interventions have not worked.The CAT program utilizes a multidisciplinary and person‐centered approach to coordinate treatment interventionsand natural supports tailored to the individual needs of youth or young adults, allowing them to remainsuccessfully in their community. CAT services provided to youth, young adults, and their families are designed to: Strengthen the family system, resulting in youth and young adults living at home and living successfully inthe community;Improve school related outcomes such as attendance, grades and graduation rates;Decrease out‐of‐home placements;Improve family or youth functioning;Decrease substance use or abuse;Decrease psychiatric hospitalizations;Transition into age appropriate services; andIncrease health and wellness.Any person(s) interested in submitting a reply must comply with all terms and conditions described in thisInvitation to Negotiate (ITN).1.2Statement of PurposeLSF Health Systems is seeking a Provider in Flagler and Volusia Counties capable of providing an array of children’smental health and co‐occurring substance abuse services to eligible individuals and their families according to anindividualized Plan of Care and obtainable treatment goals.CAT services may include any combination of children’s crisis intervention, case management, behavioral healthservices, licensed psychiatric evaluation services, counseling, therapeutic mentoring, transition services to anadult system of care, respite services, transportation, remedial academic instructions, substance use or abuseinterventions and treatment services, referrals for primary medical and dental health care, housing and legalservices.The Provider shall deliver services primarily in community settings outside the primary program site, including anindividual’s residence and appropriate community locations as determined by the needs and convenience of theindividuals receiving services.The Provider shall maintain the following minimum programmatic Full‐Time Equivalent (FTE) staff for theprovision of the services described herein.LSFHS ITN (2018‐001)Page 6 of 42
(1) FTE Team Leader(2) FTE Mental Health Clinicians(1) FTE Case Manager(3) FTE Therapeutic Mentors(0.25) FTE Psychiatrist or Advanced Registered Nurse Practitioner(0.5) FTE Registered Nurse or Licensed Practical Nurse(1) FTE Support StaffThe Provider must have these staff as part of the team; however, the number of staff and the functions theyperform may vary by team in response to local needs and as approved by the contract manager.A successful proposal will include a descriptive list of services to provide children’s mental health services thatcomprehensively addresses the following: Use of Evidence Based or Wraparound Practices, collaboration withstakeholders to include the client’s natural community, Department of Juvenile Justice and Department ofEducation to improve safe outcomes for raising the child at home rather than utilizing costlier institutionalplacement, foster home care, or juvenile justice services.The award recipient will be expected to leverage existing resources where available.1.3Term of the AgreementThe anticipated start date of the resulting contract is July 1, 2018. The anticipated duration of the contract isthree years. The contract may be renewed for a period not to exceed three (3) years or for the term of the originalcontract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingentupon satisfactory performance evaluations as determined by LSF Health Systems and shall be subject to theavailability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as setforth in the initial contract including any amendments.1.4Contact Person and Procurement ManagerThis ITN is issued by LSF Health Systems. The sole contact point for all communication regarding this ITN is:Shelley Katz, VP of OperationsLSF Health Systems9428 Baymeadows Rd., Suite 320Jacksonville, FL 32256shelley.katz@lsfnet.org1.5Contract TermsContract terms used in this document can be found in the LSF Health Systems’ Glossary of Contract Terms, whichis hereby incorporated by reference and maintained at the following website: ‐documents/Contract specific terms used in this document are found in APPENDIX VIII: LSF Standard Contract.LSFHS ITN (2018‐001)Page 7 of 42
1.6Supporting DocumentationThis table lists the supporting documentation, and the associated link to download the supporting documentation.SubjectDescriptionLinkThe Community Action Team(CAT) Evaluation ReportDescription of theCAT ProgramGeneral Instructions toRespondentsPUR orida.com/business operations/state purchasing/documents forms references resources/purchasing formsSame as ��systems/contract‐documents/Standard Terms and ConditionsLSF Health Systems Glossary ofContract TermsPUR 1000LSF Standard ContractContract1.7ContractSmall, Minority, and Florida Certified Veterans Business ParticipationSmall Businesses, Certified Minority and Florida Certified Veteran Business Enterprises are encouraged toparticipate in any scheduled conferences, conference calls, pre‐solicitation, or pre‐proposal meetings. All vendorsshall be accorded fair and equal treatment.SECTION 2.2.1ITN PROCESSGeneral Overview of the ProcessThe ITN process is divided into two (2) phases, the Evaluation Phase and the Negotiation Phase:(1)The Evaluation Phase involves LSF Health Systems’ initial evaluation of replies. During theEvaluation Phase, all responsive replies will be evaluated against the evaluation criteria set forth in thisITN. LSF Health Systems’ will then select one (1) or more vendors (Shortlist) within the competitive rangeto participate in negotiations. A vendor will be deemed responsive unless determined to benonresponsive as defined in this solicitation document.(2)The Negotiation Phase involves negotiations with the vendor(s). During the Negotiation Phase, LSFHealth Systems may request revised replies and best and final offers based on the negotiations. Followingnegotiations, LSF Health Systems will post a notice of intended contract award, identifying the vendor(s)that provides the best value.2.2Official Notices and Public Records2.2.1 Notices Regarding the ITNAll notices, decisions, intended decisions, addenda and other matters relating to this procurement will beelectronically posted on the LSF Health Systems’ website located at: s/.LSFHS ITN (2018‐001)Page 8 of 42
It is the responsibility of prospective providers to check the website for addenda, notices of decisions andother information or clarifications to this ITN.2.2.2 Public RecordsAll electronic and written communications pertaining to this ITN, whether sent from or received by LSFHealth Systems, are subject to the Florida public records laws located in Chapter 119, Florida Statutes.Section 4.4 addresses the submission of trade secret and other information exempted from publicinspection.2.3Protests and DisputesAny protest concerning this solicitation shall be made in accordance with subsections 120.57(3) and 287.042(2),Florida Statutes (F.S.), and Chapter 28‐110, Florida Administrative Code.FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SUBSECTION 120.57(3), F.S., OR FAILURE TO POSTTHE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND, SHALLCONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S.2.4Limitations on Contacting Department Personnel and Others2.4.1 General LimitationsRespondents to this solicitation or persons acting on their behalf may not contact, between the release ofthe solicitation and the end of the 72‐hour period following the agency posting the notice of intendedaward, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of theexecutive or legislative branch concerning any aspect of this solicitation, except in writing to theProcurement Manager or as provided in the solicitation documents. Violation of this provision may begrounds for rejecting a response. As part of a response to an LSF Health Systems request for additional orclarifying information, vendor representatives may communicate directly with other LSF Health Systemspersonnel or consultants identified by the Procurement Manager for such purposes.2.4.2 Limitations During NegotiationsDuring the Negotiation Phase of this ITN: (i) any contact and communication between the members of thenegotiations team for the prospective vendor(s) with whom LSF Health Systems is negotiating and thenegotiation team for LSF Health Systems is permissible, but only "on the record" (as required bysubsection 286.0113(2), F.S.) during the negotiations meetings; (ii) communication between the LeadNegotiator for the prospective vendor(s) with whom LSF Health Systems is negotiating and the leadnegotiator for LSF Health Systems outside of the negotiations meetings is permissible so long as it is inwriting; and (iii) communications between prospective vendor representatives and other LSF HealthSystems representatives is permissible only as determined in writing by the Procurement Manager. Aspart of an activity initiated by LSF Health Systems during the negotiations phase, such as service orproduct demonstration, testing or development, vendor representatives may communicate directly withother LSF Health Systems personnel or consultants identified by the Procurement Manager or the LeadNegotiator for such purposes.LSFHS ITN (2018‐001)Page 9 of 42
2.4.3 Violation of Contact LimitationsViolations of Section 2.4 of this ITN will be grounds for rejecting a proposal, if determined by LSF HealthSystems to be material in nature.2.5Schedule of Events and renceITN advertised andreleased on the LSFHealth Systemswebsite:Submission ofwritten inquiriesmust be receivedby:April 25, 20185:00 PMLSF Health Systems resources/2.2.1May 2, 20185:00 PM2.6Anticipated date forposting LSF HealthSystem’s Responseto Inquiries:Notice of Intent toSubmit a ReplyMay 4, 20185:00 PMAttn: Shelley Katz, VP of OperationsLSF Health Systems9428 Baymeadows Rd., Suite 320Jacksonville, FL 32256shelley.katz@lsfnet.orgLSF Health Systems resources/May 7, 20185:00 PMSealed Replies mustbe received by LSFHealth Systems:May 11, 20185:00 PM*Reply Opening andReview ofMandatoryRequirements:*DebriefingMeeting of theEvaluators andranking of thereplies:May 14, 20185:00 PMMay 21, 20182:00 PMLSFHS ITN (2018‐001)Attn: Shelley Katz, VP of OperationsLSF Health Systems9428 Baymeadows Rd., Suite 320Jacksonville, FL 32256shelley.katz@lsfnet.orgAttn: Shelley Katz, VP of OperationsLSF Health Systems9428 Baymeadows Rd., Suite 320Jacksonville, FL 32256shelley.katz@lsfnet.orgLSF Health Systems9428 Baymeadows Rd., Suite 320Jacksonville, FL 32256LSF Health Systems9428 Baymeadows Rd., Suite 320Jacksonville, FL 322562.62.72.9, 4.14.2.2, 5.25.3Page 10 of 42
cipated postingof qualified Vendors(shortlist) forNegotiation:Anticipatednegotiation period:May 23, 20185:00 PMLSF Health Systems resources/5.3.5May 24‐30, 2018N/ALSF Health Systems9428 Baymeadows Rd., Suite 320Jacksonville, FL 322565.4*Meeting ofMay 30‐31, 20183:00 PMLSF Health Systems5.5Negotiation Team9428 Baymeadows Rd., Suite 320to DevelopJacksonville, FL 32256Recommendationfor Award:Anticipated postingJune 1, 201810:00 AMLSF Health Systems website:5.5.4of Intendedhttps://lsfnet.org/lsf‐health‐Contract Award:systems/resources/AnticipatedJuly 1, 2018N/AN/A1.3Effective Date ofContract:*All vendors are hereby notified that meetings noted with an asterisk above (*) are public meetings open tothe public and may be electronically recorded by any member of the audience. Although the public is invited,no comments or questions will be taken from vendors or other members of the public (except for theSolicitation Conference, during which comments and questions will be taken from ve
(0.25) FTE Psychiatrist or Advanced Registered Nurse Practitioner (0.5) FTE Registered Nurse or Licensed Practical Nurse (1) FTE Support Staff The Provider must have these staff as part of the team; however, the number of staff and the functions they
