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FY-2014 Bidders’ FY-2014 Bidders’ Conference Conference
MIDDLE DISTRICT OF MIDDLE DISTRICT OF FLORIDAFLORIDA
WELCOME!WELCOME!
Joseph C. Collins, Chief Joseph C. Collins, Chief
U.S. Probation Officer U.S. Probation Officer
• Shelia A. Jacoby, Chief U.S. Pretrial Services Shelia A. Jacoby, Chief U.S. Pretrial Services OfficerOfficer
• Darby Tatsak, Supervisory Probation Officer, Darby Tatsak, Supervisory Probation Officer, Treatment Services Manager & Contracting Treatment Services Manager & Contracting OfficerOfficer
• Joe Alfano, Supervisory Pretrial Services Officer & Joe Alfano, Supervisory Pretrial Services Officer & Contracting OfficerContracting Officer
Goals of the Conference…… Goals of the Conference……
• Clarify Request For Proposal (RFP) and process.Clarify Request For Proposal (RFP) and process.
• Answer questions.Answer questions.
Commonly Used Terms DuringCommonly Used Terms DuringPresentation Presentation
• RFP – Request For Proposal – Sections A-M RFP – Request For Proposal – Sections A-M
• BPA – Blanket Purchase AgreementBPA – Blanket Purchase Agreement• - Is a “charge account” arrangement, using a purchase order - Is a “charge account” arrangement, using a purchase order
form, between a buyer and seller for recurring purchases of form, between a buyer and seller for recurring purchases of supplies or services. BPA’s are not contracts.supplies or services. BPA’s are not contracts.
• BPA# - a/k/a Solicitation #BPA# - a/k/a Solicitation #• - Will be on Part A- Will be on Part A
• AO – Administrative Office Of the United States CourtsAO – Administrative Office Of the United States Courts
• OPPS – Office of Probation and Pretrial ServicesOPPS – Office of Probation and Pretrial Services
• PC – Project CodePC – Project Code
• USPO – United States Probation OfficerUSPO – United States Probation Officer
• USPSO – United States Pretrial Services OfficerUSPSO – United States Pretrial Services Officer
• Offender – Adult supervised by USPOOffender – Adult supervised by USPO
• Defendant – Adult supervised by USPSODefendant – Adult supervised by USPSO
• Technically UnacceptableTechnically Unacceptable
• SOW – Statement of WorkSOW – Statement of Work
• EMQ – Estimated Monthly QuantityEMQ – Estimated Monthly Quantity
SOLICITATION PROCESS SOLICITATION PROCESS
MIDDLE DISTRICT OF FLORIDA MIDDLE DISTRICT OF FLORIDA MAP MAP
Goal of RFP Process Goal of RFP Process
• Provide geographically accessible Provide geographically accessible quality treatment services to quality treatment services to defendants/offenders in the Middle defendants/offenders in the Middle District of Florida.District of Florida.
TEAMWORK TEAMWORK
• The foundation of treatment services The foundation of treatment services using BPAs is teamwork between the using BPAs is teamwork between the treatment providers and U.S. treatment providers and U.S. Probation/Pretrial Services.Probation/Pretrial Services.
• This is based on frequent This is based on frequent communication and prompt communication and prompt notification. notification.
• Incorporation of Evidence Based Incorporation of Evidence Based Treatment ModalitiesTreatment Modalities
TYPES OF RFP’S (8)TYPES OF RFP’S (8)– 1) Combined Substance Abuse & Mental Health Outpatient.1) Combined Substance Abuse & Mental Health Outpatient.
– 2) Substance Abuse Outpatient.2) Substance Abuse Outpatient.
– 3) Mental Health Outpatient.3) Mental Health Outpatient.
– 4) Sex Offender Outpatient.4) Sex Offender Outpatient.
– 5) Intensive Outpatient (IOP) Substance Abuse5) Intensive Outpatient (IOP) Substance Abuse
– 6) Residential Substance Abuse 6) Residential Substance Abuse
– 7) Psychiatric/Psycho-Tropic Medication7) Psychiatric/Psycho-Tropic Medication
– 8) Polygraph Examiner8) Polygraph Examiner
CATCHMENT AREAS CATCHMENT AREAS
• DefinitionDefinition
• Methods used to determine services – Methods used to determine services – EMQ’s (Page L-2 – Define EMQ’s as EMQ’s (Page L-2 – Define EMQ’s as estimates only)estimates only)
• HandoutsHandouts
• Piggybacking Piggybacking
CATCHMENT AREAS CATCHMENT AREAS
• If BPA/Service selections are not submitted If BPA/Service selections are not submitted by potential vendors at bidder’s by potential vendors at bidder’s conference, then they must submit this to conference, then they must submit this to Darby no later than June 25, 2013, to Darby no later than June 25, 2013, to receive Sections A&B.receive Sections A&B.
TENTATIVE RFP REVIEW TENTATIVE RFP REVIEW SCHEDULESCHEDULE
– TENTATIVE…………TENTATIVE…………
– Open Solicitation in July 2013. Specific dates to be Open Solicitation in July 2013. Specific dates to be announced on website or by mailing. For responses to announced on website or by mailing. For responses to us, no faxes or e-mails will be accepted. You must us, no faxes or e-mails will be accepted. You must submit hard copies/originals of Sections A, B, submit hard copies/originals of Sections A, B, Attachments A, B, C, & D and Section KAttachments A, B, C, & D and Section K
– Offeror is not required to submit copies of solicitation Offeror is not required to submit copies of solicitation Sections C, D, E, F, G, H, and I as part of its proposal.Sections C, D, E, F, G, H, and I as part of its proposal.
– Sections A, B and for those soliciting for urine Sections A, B and for those soliciting for urine collections services, the Wage Determination Form, collections services, the Wage Determination Form, will be mailed on or about July 1, 2013will be mailed on or about July 1, 2013
– www.wdol.gov
TENTATIVE RFP REVIEW TENTATIVE RFP REVIEW SCHEDULESCHEDULE
– Will Post the remaining RFP on the Will Post the remaining RFP on the www.usprobation.com website on or about website on or about July 1, 2013. Must continue to check website July 1, 2013. Must continue to check website daily after this time – PLEASE DO NOT CALL IF daily after this time – PLEASE DO NOT CALL IF NOT POSTED. No hard copies of the NOT POSTED. No hard copies of the remaining sections of the RFP will be mailedremaining sections of the RFP will be mailed
– Website ExampleWebsite Example
– Break!Break!
AWARDING OF BPA’SAWARDING OF BPA’S– Joe & Darby review RFP’s beginning August 1, Joe & Darby review RFP’s beginning August 1,
2013 2013
– Tentative schedule for site visits & reference Tentative schedule for site visits & reference checks: checks:
• Jacksonville & Orlando area – Week of August 19, Jacksonville & Orlando area – Week of August 19, 20132013
• Tampa area – Week of August 26, 2013Tampa area – Week of August 26, 2013
• Ft. Myers & Ocala area – Week of September 9, 2013Ft. Myers & Ocala area – Week of September 9, 2013
• Vendors must designate site location Vendors must designate site location and staff before submission of RFPand staff before submission of RFP
AWARDING OF BPA’SAWARDING OF BPA’S– Awarded to vendors who submitted proposals Awarded to vendors who submitted proposals
that are technically acceptable and lowest bid.that are technically acceptable and lowest bid.
– If more than one vendor is placed on the BPA, it If more than one vendor is placed on the BPA, it will be awarded to the next technically will be awarded to the next technically acceptable lowest bid, etc. acceptable lowest bid, etc.
– Agencies notified via letter, whether selected or Agencies notified via letter, whether selected or not selected.not selected.
– Fiscal Year runs from Oct. 1 through Sept. 30Fiscal Year runs from Oct. 1 through Sept. 30thth
– Training for vendors chosen in October 2013.Training for vendors chosen in October 2013.
– Section I.3 – Option to extend the term of the Section I.3 – Option to extend the term of the contract.contract.
RFP-Consists of Section A-MRFP-Consists of Section A-M– Section LSection L
• Provides Instructions for proposalsProvides Instructions for proposals
– READ and RE-READ RFPREAD and RE-READ RFP
– Section A – AO Form 367 – Section A – AO Form 367 – Solicitation/Offer/AcceptanceSolicitation/Offer/Acceptance
– Important Information in Section AImportant Information in Section A– - Solicitation Number- Solicitation Number– - Return Date, Time and Location- Return Date, Time and Location– - Number of Copies (Original and 2 copies)- Number of Copies (Original and 2 copies)
SECTION B – Submission of SECTION B – Submission of PricesPrices
– Offeror must complete the form as specified on Offeror must complete the form as specified on Pages L-1 and L-2.Pages L-1 and L-2.
– Must provide a response to every requested Must provide a response to every requested item.item.
– Project Code with (*) in front of it are listed in Project Code with (*) in front of it are listed in two places in Section C, the National two places in Section C, the National Requirements and Local Services. Requirements and Local Services.
– SubcontractorsSubcontractors
– Reminder in pricing evaluations, UA collections, Reminder in pricing evaluations, UA collections,
Breathalyzer, IOP and Residential.Breathalyzer, IOP and Residential.
SECTION B SECTION B
SECTION B SECTION B
SECTION B SECTION B
SECTION C- STATEMENT OF SECTION C- STATEMENT OF WORKWORK
– READ AND RE-READ SECTION CREAD AND RE-READ SECTION C
– National Mandatory Requirements. SOW cannot be National Mandatory Requirements. SOW cannot be changed. If changed, probation needs OPPS changed. If changed, probation needs OPPS approval through local service. approval through local service.
– Section C describes the services listed in Section BSection C describes the services listed in Section B
– There are some services listed in Section C that There are some services listed in Section C that are not listed in Section B. You are not required to are not listed in Section B. You are not required to address these services. If not listed in Section B, address these services. If not listed in Section B, do not address.do not address.
– Certifications: Attachments A, B, C & DCertifications: Attachments A, B, C & D
Deliverables Deliverables – 1) Records, conferences, reports, emergency 1) Records, conferences, reports, emergency
contact procedurescontact procedures– 2) Disclosure2) Disclosure– 3) Vendor Testimony3) Vendor Testimony– 4) Notifying USPO/USPSO of 4) Notifying USPO/USPSO of
defendant/offender behaviordefendant/offender behavior– 5) Staff requirements and restrictions5) Staff requirements and restrictions– 6) Facility Requirements 6) Facility Requirements
LOCAL SERVICESLOCAL SERVICES– 1) Are supplemental requirements to National 1) Are supplemental requirements to National
Requirements specific to our District.Requirements specific to our District.
– 2) Apply to all project codes that have (*) in front of them 2) Apply to all project codes that have (*) in front of them in Section Bin Section B
– 3) Are filled with details that must be read carefully 3) Are filled with details that must be read carefully
– 4) May repeat some local needs to several services4) May repeat some local needs to several services
– 5) Read carefully as they may vary between catchment 5) Read carefully as they may vary between catchment areasareas
– 6) 6) www.usprobation.com
STAFF QUALIFICATION STAFF QUALIFICATION REQUIREMENTSREQUIREMENTS
– 1) Each Project Code describes the service and staff 1) Each Project Code describes the service and staff qualification requirementsqualification requirements
• When you complete the STAFF QUALIFICATION FORM, must take When you complete the STAFF QUALIFICATION FORM, must take the staff qualification requirements for project codes into the staff qualification requirements for project codes into consideration.consideration.
• Submit appropriate documentation of staff qualifications.Submit appropriate documentation of staff qualifications.– Clarify the meaning of documentationClarify the meaning of documentation– Only submit documentation of staff qualifications who will be Only submit documentation of staff qualifications who will be
designated to perform services on Federal clients.designated to perform services on Federal clients.
• ww2.doh.state.fl.us – Mental Health homepage for licensesww2.doh.state.fl.us – Mental Health homepage for licenses
• feb.cyzap.net/certifieds/ - Florida Certification Boardfeb.cyzap.net/certifieds/ - Florida Certification Board
• Florida Administrative Code 64B4-7.0081 (Sex Offender)Florida Administrative Code 64B4-7.0081 (Sex Offender)
SECTIONS E,F,G,H, and ISECTIONS E,F,G,H, and I– READ AND RE-READ THESE SECTIONSREAD AND RE-READ THESE SECTIONS– Highlights…….Highlights…….
• 1)Vendor has capability to immediately place federal 1)Vendor has capability to immediately place federal clients in outpatient services without regard to any clients in outpatient services without regard to any placement backlog or waiting listsplacement backlog or waiting lists
• 2) Vendors shall place referrals for residential 2) Vendors shall place referrals for residential placement in the first available bed spaceplacement in the first available bed space
• 3) Termination of clients from treatment based upon a 3) Termination of clients from treatment based upon a violation of program rules shall not be made without violation of program rules shall not be made without the approval of the Government.the approval of the Government.
• 4) If vendor offers a program with a religious-based 4) If vendor offers a program with a religious-based component (AA, NA), vendor shall also offer component (AA, NA), vendor shall also offer alternative secular programalternative secular program
• 5) Maintain fiscal records according to generally 5) Maintain fiscal records according to generally accepted accounting principles.accepted accounting principles.
• 6) Submit Invoice monthly to arrive no later than the 6) Submit Invoice monthly to arrive no later than the 1010thth day of the month for services provided during the day of the month for services provided during the preceding month.preceding month.
• 7) Submit separate invoices for services provided to 7) Submit separate invoices for services provided to pretrial defendants to appropriate pretrial officepretrial defendants to appropriate pretrial office
• 8) Co-Payments8) Co-Payments
SECTION J – AttachmentsSECTION J – Attachments– Forms provided for vendor to use if awarded Forms provided for vendor to use if awarded
BPABPA
– Gives an idea of documentation requirementsGives an idea of documentation requirements
– Department of Labor Wage Determination is Department of Labor Wage Determination is mandatory for vendors providing urinalysis mandatory for vendors providing urinalysis testing – testing – www.dol.gov
SECTION K – SECTION K – REPRESENTATIONS & REPRESENTATIONS & CERTIFICATIONSCERTIFICATIONS
– Representations, Certification, and Other Representations, Certification, and Other Statements of OfferorStatements of Offeror• Must Complete pages K-1, K-2, and K-3Must Complete pages K-1, K-2, and K-3
SECTION M – EVALUATION SECTION M – EVALUATION FACTORS FOR AWARDFACTORS FOR AWARD
– Proposals will be evaluated based on Proposals will be evaluated based on information provided in response to the RFP.information provided in response to the RFP.
– Pass/Fail Criteria Pass/Fail Criteria • Must be able to able to answer all questions “Yes.”Must be able to able to answer all questions “Yes.”• Even one “No” response will result in the proposal Even one “No” response will result in the proposal
being considered Technically Unacceptable.being considered Technically Unacceptable.
– Evaluation of pricesEvaluation of prices• Evaluators use a calculation to obtain a total life of Evaluators use a calculation to obtain a total life of
agreement cost for all three years.agreement cost for all three years.
Post Award ProceduresPost Award Procedures– Training for selected vendors in October 2013Training for selected vendors in October 2013
– Monitoring visits Monitoring visits • Two during the first two years after award.Two during the first two years after award.
• The first report due within 120 days of award (by The first report due within 120 days of award (by January 31January 31stst of both years) of both years)
• The second report due within 120 days prior to The second report due within 120 days prior to exercising the option to renew (by May 31exercising the option to renew (by May 31stst of both of both years)years)
• Third and final year (due by January 31Third and final year (due by January 31stst))
SUMMARY AND FINAL SUMMARY AND FINAL QUESTIONSQUESTIONS– Complete your RFP as if the evaluator has no Complete your RFP as if the evaluator has no
other information on your programother information on your program
– READ – READ – READ!!!READ – READ – READ!!!
– Follow the instructions detailed in Section LFollow the instructions detailed in Section L
– Address all project codes identified in Section Address all project codes identified in Section BB
– Make sure all requirements listed in Section M Make sure all requirements listed in Section M are addressedare addressed
– Each proposal is to includeEach proposal is to include• 1) Section A, B & K (Original and 2 copies)1) Section A, B & K (Original and 2 copies)• 2) Attachments A-D 2) Attachments A-D • 3) Other attachments (monitoring reports, licenses, 3) Other attachments (monitoring reports, licenses,
etc.)etc.)
SOLICITATION UPDATES & SOLICITATION UPDATES & DOWNLOADINGDOWNLOADING
– Regularly check Regularly check www.usprobation.com website under Treatment Services website under Treatment Services heading for updates and postings heading for updates and postings including answers to questionsincluding answers to questions
– To review RFP, go to website, view To review RFP, go to website, view applicable sections and read/print applicable sections and read/print sections needed for submission. sections needed for submission.
SOLICITATION UPDATES & SOLICITATION UPDATES & DOWNLOADINGDOWNLOADING
– Questions and Answers from Bidders’ Questions and Answers from Bidders’ Conference will be posted ASAP on our website. Conference will be posted ASAP on our website. Keep checking in case there are further Keep checking in case there are further questions and answers. Any further questions questions and answers. Any further questions about this process must be submitted in writing about this process must be submitted in writing to Darby by no later than Friday, June 28, 2013. to Darby by no later than Friday, June 28, 2013.
– www.usprobation.com (Click Treatment (Click Treatment Services Section on Home Page)Services Section on Home Page)
REMINDERREMINDER
– THIS POWER POINT PRESENTATION IS THIS POWER POINT PRESENTATION IS BEING PROVIDED FOR CLARIFICATION BEING PROVIDED FOR CLARIFICATION PURPOSES. HOWEVER, YOU MUST RELY PURPOSES. HOWEVER, YOU MUST RELY ON THE INSTRUCTIONS PROVIDED IN ALL ON THE INSTRUCTIONS PROVIDED IN ALL WRITTEN SECTIONS OF THE RFPWRITTEN SECTIONS OF THE RFP
