Invitation to Bid
SUPPORTED EMPLOYMENT
AND EMPLOYMENT & RETENTION PROGRAMS
GENERAL INFORMATION
FUNDING
Funds for this ITB will be provided by the Department of Rehabilitation Services (DRS) under CFDA 84.126A.
For this ITB $3,100,000 are available, which represents conversion of $2,600,000 in existing funds and an additional $500,000 in new funds available for expansion of supported employment services and/or addition of employment and retention for eligible bidders. Bidders eligible for new funds are those who have met or exceeded their contract requirements during the time they have operated under a milestone contract.
PROPOSAL EVALUATION
The bids will be evaluated by a team of representatives from the Department of Rehabilitation Services using the evaluation form found in the Appendices in combination with requirements defined in this ITB.
Bid reviewers will take into consideration the bidders previous contract amount, the performance (i.e. outcomes) achieved in the past 18 months, as well as the proposed bid per consumer and proposed average cost per closure.
BID DEVELOPMENT
The bid is divided into two sections: Supported Employment and Employment and Retention (E & R). Bidders must submit a bid on Supported Employment and have the option of including an Employment and Retention bid. Bidders may not bid on E & R alone. Reviewers will consider the bid amount and the average cost per closure when determining whether a bid will be accepted or rejected.
SECTION 1: SUPPORTED EMPLOYMENT
The proposal must include at least two average per client cost figures, one representing the average cost of serving an individual with a severe developmental disability, and the other representing the average cost of serving an individual who is severely developmentally disabled and meets the definition of "Highly Challenged" as defined in this Invitation to Bid. A separate Bid Worksheet (Appendix A) will be required for each bid.
If the bidder also serves or proposes to serve persons with psychiatric disabilities, two additional per client cost fiigure must be included, one representing the average cost for serving an individual with a severe mental illness (SMI), and the other representing the average cost of serving an individual who is SMI and meets the definition of "Highly Challenged" as defined in this ITB.
Other individuals with the most severe disabilities (e.g. individuals with brain injury, severe physical disabilities) may also be served under this contract. It will be necessary for the DRS counselor and provider to determine under which array of milestones the individual would best be served.
DEFINITION OF PAYMENT MILESTONES FOR SUPPORTED EMPLOYMENT
Payments will be made in up to six parts (milestones). The array of Milestones available for DD consumers and MH consumers are slightly different, as described below.
Payment of a milestone will constitute payment in full for all services delivered during that phase of the program. Each milestone must be pre-authorized by the counselor and can be paid only once per case.
Milestone % of Total Cost
DD Consumer MH Consumer
(1) Determination of needs 10% 10%
(2) Vocational preparation 10%
(3) Placement 15% 10%
(4) 4 weeks job retention 15% 20%
(5) 10 weeks job retention 15%
(6) Stabilization 20% 20%
(7) DRS 26 closure 25% 30%
Payment will be made after each client completes the milestones defined below and required documentation has been submitted and accepted by the DRS counselor.
(1) Determination of Needs:
Outcome: a determination of the client's rehabilitation needs through an assessment of the client's abilities and functional limitations.
Service Description: If assessments are determined to be necessary for an individual, such assessments must be completed in a community setting. The number and length of situational assessments must be negotiated with the DRS Counselor. Payment will be made when the Counselor has sufficient information to determine eligibility and the level of service the consumer requires. Documentation must be submitted to the DRS Counselor within 45 days of the date of the consumer's entry into the supported employment program.
Required Documentation:
a) Computerized Progress Report;
b) Situational Assessment Reports and/or Vocational Assessment Forms; and
c) Summary Vocational Assessment Report or Vocational Profile Form.
(2) Vocational Preparation Services:
Outcome: a client who is prepared for the demands and stresses of competitive work.
Service Description: A Pre-Vocational Training Group, an individualized Work Hardening Program or other pre-approved vocational preparation service should be completed. The program, or curriculum, and trainers must be approved in advance by the designated DRS staff.
A combination of group and individual services can be used. The proposal must clearly state the number of hours of service the average client will receive. The minimum required contact hours between Pre-Vocational Training and Work Hardening is 30 hours. Groups are limited to a total of 8 individuals.
Required Documentation:
a) Dates and hours of attendance (attendance sheets submitted);
b) Consumer has completed program; and
c) Consumer has achieved 75% of pre-defined competencies.
(3) Job Placement
Outcome: A job placement has been made which matches the vocational objective contained in the IRP.
Service Description: Job Analysis and Task Analysis have been performed and forms have been completed. The job in which the individual has been placed meets all supported employment guidelines, and the client has begun work. Job Placement will be determined to be completed when the consumer has started his/her third day of work.
Group placements will be allowed only for individuals with developmental disabilities who meet the definition of Highly Challenged. The milestone payment allowed will be 7.5% of the bid rather than 15%. The group placement must meet all supported employment guidelines. Wages of individuals working in the group must meet these two criteria: (1) wages are paid by the employer (i.e. not the provider); and (2) represent minimum wage or better.
Required Documentation:
a) Computerized Progress Report;
b) Employment Verification Form signed by employer;
c) Task Analysis Form; and
d) Job Analysis Form.
(4) 4 Week Job Retention
Outcome: Individual has worked successfully for 4 weeks and has received the support services defined in the IRP.
Service Description: The purpose of the job retention phase is to provide intensive on and off job site supports which assist the worker in adjusting to the demands of the integrated work environment.
Group placements are permitted only for individuals with developmental disabilities who meet the definition for "Highly Challenged". The milestone payment allowed will be 12.5% of the bid rather than 25%.
Required Documentation:
a) Employment Verification Form (verification of continued employment and hours worked per week will be required for payment); and
b) Computerized Progress Report.
(5) 10 Week Job Retention
Outcome: Individual has worked successfully for 10 weeks and has received the support services defined in the IRP.
Service Description: The purpose of the job retention phase is to provide intensive on and off job site supports which assist the worker in adjusting to the demands of the integrated work environment to lead toward successful stabilization.
Group placements are permitted only for individuals with developmental disabilities who meet the definition for "Highly Challenged". The milestone payment allowed will be 10% of the bid rather than 20%.
Required Documentation:
a) Employment Verification Form (verification of continued employment and hours worked per week will be required for payment); and
b) Computerized Progress Report.
(6) Stabilization
A. Consumers with Developmental Disabilities:
Outcome: The individual has been employed a total of 17 weeks and is working the minimum work hours set by the DRS counselor in the IRP. Consumer has received support services as defined in the IRP, meets all required criteria, and has been switched to extended services funding.
Service Description: The purpose of the stabilization phase is to ensure the consumer will be able to retain employment after withdrawal of intensive support.
Group placements will be permitted only for DD consumers meeting the criteria of Highly Challenged. This milestone will be paid at 5% of the bid rather than 10%.
Required Documentation:
Verification of the following:
a) The individual has been employed for a total of at least 17 weeks;
b) A written Employer Evaluation has been submitted which indicates acceptable job performance during the most recent month;
c) A current Client Job Satisfaction Questionnaire has been submitted which indicates client/family satisfaction;
d) The individual has received support services defined in the IRP, including a minimum of two individual contacts and one employer contact per month;
e) The individual has worked at least two entire shifts without job coach support in one week, as verified in the employer evaluation (This may be waived by the DRS Counselor if the consumer meets criteria for Highly Challenged); and
f) The individual has met the weekly work goal in the IRP;
B. Consumers with Psychiatric Disabilities:
Outcome: The individual has been employed for a minimum of 10 weeks and meets all criteria stated below.
Service Description: The purpose of the stabilization phase is to provide gradual withdrawal of intensive support and retention of employment.
Required Documentation:
Verification of the following:
a) The individual has been employed for a total of at least 10 weeks.
b) A written Employer Evaluation has been submitted which indicates acceptable job performance during the most recent month;
c) A current Client Job Satisfaction Questionnaire has been submitted which indicates client/family satisfaction;
d) The individual has received support services defined in the IRP, including a minimum of two individual contacts and one employer contact per month; and
e) The individual has met the weekly work goal in the IRP; and
f) The individual has been switched to extended services funding.
(7) Status 26 Closure
Outcome: The outcome of the entire process is a worker who meets all required criteria and can be considered rehabilitated by the DRS Counselor.
Service Description: Closure will be determined to have been made when the case is ready for closure according to the DRS Counselor, and the contractor has submitted all required documentation. The worker must have worked at least 90 days beyond stabilization and received adequate training and support after placement, as identified in the IRP. Support Services must include at least two support contacts and one employer contact per month (beginning at least 90 days prior to closure these contacts must be billed to the extended services funding source). The closure milestone is paid after transfer of funding from DRS to the Extended Services funding source because it is a withholding of portions of earlier milestone payments, paid at the end to encourage the consumer's case reaching 26 closure.
Required Documentation:
a) Current Employer Evaluation Form;
b) Current Computerized Progress Report (or pre-approved substitute); and
c) Current Client Job Satisfaction Questionnaire.
DEFINITIONS OF "HIGHLY CHALLENGED"
An individual can be considered "highly challenged" for purposes of payment of the higher rate in supported employment milestone contracts if any three of the following apply to the individual:
a) Requires support on the job for personal care such as toileting, eating, and/or good medication compliance; or
b) has exhibited an ongoing, documented pattern of explosive behavior, physical aggression, self abuse or destruction of property which would jeopardize himself or others at a worksite; or
c) during the last 2 years, has experienced three or more events (e.g. hospitalization, incarceration or other institutionalization, recurring health or mental health issues) of at least 2 week duration which interrupted work or ability to live independently; or
d) there is documentation the individual has been rejected by other programs (e.g. schools, vocational providers, etc.) as being too difficult to serve; or
e) has been unemployed 30 or more months of the last 36 months; or has lost 4 or more jobs in the last year; or
f) there is documentation of loss of 4 or more supported employment placements for reasons related to the individual's behavior, quitting, etc. in the past 12 months; or
g) supports required for employment success are absent and will be difficult to obtain (e.g. case management, transportation, residential services, advocacy, and positive family involvement); or
h) the individual is a Hissom class member who will require extensive coordination with the case manager, team members, and parents (or guardian) to achieve employment success; or
i) has a documented history of alcohol and/or substance abuse which has resulted in loss of employment; or
j) requires specialized assistive technology such as sensory aids, telecommunication devices, adaptive equipment, and/or augmentative communication devices to succeed in employment; or
k) the primary or secondary disability is Borderline Personality Disorder or Autism; or
l) (mental health consumers only) within the last 6 months, there is documentation of 3 of the following: social withdrawal, poverty of speech, poor hygiene, poor medication compliance, difficulty with initiating tasks, and/or 3 months of inactivity; or
m) continues to exhibit serious symptoms of mental illness (e.g. hallucinations, delusions, etc.) despite good medication compliance.
SECTION 2: EMPLOYMENT AND RETENTION
The Employment and Retention (E&R) program is intended for persons with severe disabilities who require short term job coach support in preparing for, finding, obtaining and/or maintaining employment. Of the milestones offered, the DRS counselor will decide which of the milestones he or she will authorize to assure a particular individual will have his/her needs met to become successfully employed.
Consumers will be placed into jobs of 40 hours per week (full time) unless fewer hours are indicated by client need/preference, approved by the DRS counselor, and indicated in the IRP. Clients involved must be paid at least minimum wage. All jobs must be integrated competitive employment in the community.
EMPLOYMENT AND RETENTION MILESTONES
Milestone % of Total Cost
1 =Assessment/Plan development 10%
2 =Employment preparation 10%
3 =Community placement 30%
4 =30 day job retention 10%
5 =Competitive employment closure 40%
MILESTONE DESCRIPTIONS
1. Assessment/Plan Development:
Outcome: The outcome expected of this phase is a clear determination of the individual's abilities and functional limitations as they relate to competitive employment, identification of a specific vocational goal, and a written plan for achieving stability as a worker.
Service Description:
There are two options available, depending upon the needs of the consumer.
A. Community Based Assessments:
For individuals who have had unsuccessful, limited or no exposure to work, situational assessments in the community may be provided as appropriate. Before assessments are initiated, the provider, counselor and consumer will agree on the number and types of job sites that will be involved in the assessment.
Any unpaid assessment must meet DOL guidelines and may be a maximum of 90 hours duration at any one job site. It must be clear that 90 hours is not a standard number of hours for assessment. Each person's needs must be addressed individually in determining the length of assessment and the number of assessments to be performed.
The purpose of the assessment will be to identify any preparatory training the consumer may need and to assist the consumer to determine the type of work in which s/he is interested, possible job prospects, and the amount and types of support the individual will need to obtain and keep the job.
B. CRP Based Assessments:
If this option is selected, formal assessments will be completed with the individual in the workshop setting (or other non-community employment setting). The assessments may include standardized tests (e.g. interest, aptitude, etc.) as well as work skills assessments. The need for the assessment, the type and total hours of assessment for an individual consumer must be discussed with and agreed upon by his/her DRS counselor. The results of the assessment must assist in development of a written plan addressing training and supports needed to assist the individual to become employed and a description of how these needs will be met.
This phase is expected to be completed within 30 days of entry into the program. However, if the individual served is a high school student attending the program on a part time basis, the length of time to complete the assessment may be negotiated with the participating DRS counselor; however, only students who are in the final semester of high school may participate in the program.
Required Documentation:
a) A detailed written assessment report is submitted by provider which is accepted by the DRS counselor and the consumer, providing sufficient information to identify an employment goal and to allow the DRS counselor to complete the IRP.
b) Computerized Progress Report
2. Employment Preparation:
Outcome: A consumer who is prepared for the demands and stresses of competitive work through provision of work adjustment training and/or work experience. A vocational goal has been identified which is acceptable to the consumer and the DRS counselor.
Service Description:
This phase may consist of either or both of the following services:
Work Adjustment Training provided in a Community Rehabilitation Program must meet the following criteria:
(1) the training is provided according to needs identified in the assessment and as outlined in a work adjustment plan; goals must be specific and individualized.
(2) it is delivered either individually or in groups of 10 people or less;
(3) it is delivered by a qualified staff person.
(4) length and content of in-house training is defined, but in most cases will be no longer than 90 days.
Work Experience will consist of short term job tryouts which take place at a regular place of business outside the provider's agency. The model for work experience will be defined by the provider (eg. 120 hours of work at each of 3 work sites). It may be provided as defined in the individual's training plan related to needs identified in the assessment.
Work experience will be provided in community sites as negotiated by the provider and employers. All work experience sites will meet DOL regulations in regard to payment of wages.
Required Documentation:
a) written reports from the provider indicating the training identified in the work adjustment plan has been completed and the consumer has achieved the planned training objectives;
b) Computerized Progress Report
4. Community Placement:
Outcome: a job placement which matches the vocational goal contained in the IRP.
Service Description: The placement phase includes resume development, interviewing training for the consumer, job development, and job analysis and job accommodation negotiation, if needed. Each of these activities must be done collaboratively with the consumer. Job Placement will be determined to be completed when the consumer has started his/her 3rd day of work.
Required Documentation:
a) Employment verification
b) Consumer satisfaction statement
c) Computerized Progress Report
4. 30 Day Job Retention:
Outcome: A worker who has held his/her job for 30 days and is stabilized.
Service Description:
The purpose of the job retention phase is to provide on and off job site supports as needed by the individual which assist the worker in adjusting to the demands of the integrated work environment. Not all individuals will require this level of support to achieve job stability and payment for this milestone will not occur unless defined supports have been provided.
Stabilization has occurred when the following are verified:
1) the individual has been employed for at least 30 days;
2) a written employer evaluation has been submitted which indicates acceptable job performance during the 30 day period; and
3) a current consumer job satisfaction questionnaire has been submitted which does not indicate any major problems
Required Documentation
a) Employment verification;
b) Consumer Job Satisfaction Questionnaire;
c) Computerized Progress Report
5. Competitive Employment Closure:
Outcome: a worker who can be considered rehabilitated by DRS.
Service Description: Closure will be determined to have been made and payment is made when the case is ready for closure and the provider has submitted required documentation. The worker must have worked a minimum of 90 days and has received adequate training and support after placement, as identified in the IRP.
Required Documentation:
a) Employment verification;
b) Consumer Job Satisfaction Statement
c) Computerized Progress Report
OTHER PROVISIONS
A. The Contractor Agrees To:
1) Provide DRS Counselor access to information regarding program participants within the limits of the statutes and regulations concerning client confidentiality and release of information.
2) Progress on proposed outcomes must be reported to the CRS Unit by the 15th of the month following the end of each calendar quarter.
4) For supported employment consumers, provide on-going supports to consumers placed in employment including a minimum of two support contacts and one employer contact per month.
5) Assign a vocational coordinator who will be responsible for coordination with the DRS counselors and CRSU technical assistant and for implementation of this contract.
6) Attend quarterly meetings of vocational coordinators as required by the CRSU.
7) Participate in the required computer data information system.
8) Provide no services until authorization is received from the DRS counselor.
9) For supported employment portions of the contract, halt new enrollments if the percentage of individuals NOT highly challenged who retain employment for 4 weeks falls below 50% of the individuals determined eligible for the program. Also the contract will halt enrollments under any part of this contract if the percentage who complete the Closure Milestone falls below 40% of those enrolled. This will be reported in the Outcome Based Performance Plan quarterly report. New clients can be accepted when the percentages return to above the minimum. Exceptions can be made by the assigned DRS Field Representative.
10) Participate in required quarterly training/meetings of Supported Employment Program Managers as scheduled by CRSU.
11) Participate in required staff training as follows:
(a)for each new coach hired, provider must assure the individual completes the pre-course training and checklist as outlined in the manual provided by the University of Oklahoma;
(b)each job coach must complete training and become certified not more than 6 months after hire. Job coaches must pass the certification test administered in conjunction with the University of Oklahoma's job coach training program with a score of 75 or over within 6 months after hire to be considered billable under this contract.
(c)Any direct supervisor of job coaches must also be a certified coach either by passing the certification test, if job coach training has been completed, or by taking the training and passing the test.
B. Department of Rehabilitation Services Agrees To:
1) For eligible consumers, to use case service funds for purchase of such client services as transportation, maintenance, uniforms, etc.
2) Provide access to information regarding program participants within the limits of the statutes and regulations concerning client confidentiality and release of information.
3) Provide diagnostic, evaluation, counseling and guidance, and other vocational rehabilitation services as necessary to mutually approved clients.
4) Provide authorizations and process claims in a timely manner .
5) Discontinue supported employment referrals if the percentage of individuals NOT highly challenged who retain employment for 4 weeks falls below 50% of individuals determined eligible for the program OR if the percentage who complete the Closure Milestone falls below 40%. Exceptions can be made by the assigned CRS Unit Field Representative.
6) Counselor will notify the provider when determination of eligibility has been completed.
7) The DRS counselor will provide vendor with copy of the completed IRP and medical evaluations.
8) Assign a technical assistant from the Community Rehabilitation Services Unit to the program.
APPLICATION INSTRUCTIONS
ADMINISTRATIVE INFORMATION
In order to be considered for selection, applicants must submit a complete response to the ITB. The proposal must be typewritten and the original submitted with four (4) copies to the Department of Central Services by the time and date noted on the cover sheet of the ITB. Proposals must be clearly identified with the Department of Central Services Bid Number indicated in the transmittal letter. Proposals must be mailed or hand delivered in a sealed envelope according to the deadline specified on the "Invitation to Bid" to the address listed on the cover of the ITB.
All proposals become the property of the State of Oklahoma upon receipt and will not be returned to the applicants. The Department of Rehabilitation Services is not liable for any cost incurred by contractors in the preparation or submission of the proposal.
The awarding of a contract may be contingent upon appropriation of funds by Federal or State authorities. Any Award of Contract resulting from this Invitation to Bid will be made only by the Department of Central Services. Contents of the invitation to Bid, including any amendments, the vendor's response and the Award of Contract shall be the contractual obligation and no additional contract will be issued. Where conflicts exist between the Invitation to Bid and the vendor's response, the ITB shall take precedence or be controlling.
The state reserves the right to issue amendments to the ITB prior to closing date. Failure to acknowledge receipt of amendments in accordance with the instruction in the ITB transmittal letter may result in proposals not being considered.
DRS reserves the unilateral right to renew the awarded contract, at the same terms and conditions, one year at a time, for up to three full years.
PROPOSAL FORMAT
Each application should contain information in the following order:
1) Face Sheet Form
2) Budget and Budget Narrative
This will include the overall budget for the proposed program and a detailed explanation of each category of the budget.
3) Bid Sheets, which must include, at a minimum:
Bid Sheet (Appendix B) for Supported Employment DD
Bid Sheet (Appendix B) for Supported Employment DD, Highly Challenged
Bid will also include the following, if these services are to proposed to be delivered:
Bid Sheet (Appendix C) for Supported Employment MH
Bid Sheet (Appendix C) for Supported Employment MH, Highly Challenged
Bid Sheet (Appendix D) for Employment and Retention Services
4) Comparison of Current Contract with Proposed New Contract
This form (Appendix E) is required in all bids.
4) Narrative Forms
If provider is bidding on expansion of services or on services not previously provided under contract with DRS, a separate narrative sheet (Appendix F) must be completed for each.
5) Signed Assurances Forms
Assurances (Appendix G) must be signed and attached to bid.
PROJECT REVIEW FORM
REVIEWER NAME:_________________________________________________________
APPLICANT NAME:________________________________________________________
| RATING INFORMATION |
RATING |
POINTS AWARDED |
|
1) Is Face Sheet Included with requested information? |
o Yes o NoIf yes, 5 points; if no, 0 points |
|
|
2) Budget and Bid Review a. Is budget complete, and all costs are explained and reasonable? b. Are required Bid Sheets present and completed accurately? (if answered with "no", bid is disqualified) c. Are bid amounts acceptable, by proposed program (if any are answered with "no", bid is disqualified)
d. Are average costs per closure acceptable, by proposed program (if any are answered with "no" bid is disqualified) |
a. o Yes (10pts) o No (0 pts)
b. o Yes o NoIf yes, 50 points.
c.1.SE DD: Bid amount ___________ Acceptable? o Yes o Noc.2.SE DD/HC: Bid amount ________ Acceptable? o Yes o Noc.3.SE MH: Bid amount ___________ Acceptable? o Yes o Noc.4. SE MH/HC: Bid amount ______ Acceptable? o Yes o Noc.5.E & R: Bid amount ___________ Acceptable? o Yes o NoIf all applicable bids are acceptable: 50 pts
d.1.SE DD: Average ___________ Acceptable? o Yes o Nod.2.SE DD/HC: Average ________ Acceptable? o Yes o Nod.3.SE MH: Average ___________ Acceptable? o Yes o Nod.4. SE MH/HC: Average ______ Acceptable? o Yes o Nod.5.E & R: Average___________ Acceptable? o Yes o NoIf all applicable averages are acceptable: 50 pts |
|
|
3) Narrative Forms Are all required Narrative Forms present and completed with enough information to explain to reviewer's satisfaction? |
3. o Yes (10 pts) o No (0 pts) |
|
|
4) Comparison Form a. Is the comparison form completed and accurate? If no, bid is disqualified. b. If the bidder is requesting additional funds, have they met or exceeded their contract goals in the previous 18 months? |
4.a. o Yes (5 pts) o No (0 pts)
4.b. o Yes (25 pts) o No (0 pts) |
|
|
5) Assurances Is the Assurance form present and signed? If no, bid is disqualified. |
5. o Yes (5 pts.) o No |
|
TOTALS |
* |
|
*Bidders not requesting additional funds must be rated at 185 points or higher to qualify for funding.
*Bidders requesting additional funds must be rated at 190 points or higher to qualify for funding.
Reviewer Comments:
Reviewer Signature:________________________________________________________
APPENDIX A
SUPPORTED EMPLOYMENT MILESTONE PAYMENT CONVERSION
Invitation to Bid
FACE SHEET
IDENTIFYING INFORMATION
NAME OF ORGANIZATION:_______________________________________________
FEDERAL TAX ID#:_____________________________________________________
CHIEF EXECUTIVE OFFICER:____________________________________________
ADDRESS:___________________________________________________________
_____________________________________________________________________
PHONE:_________________
This application contains bids for:
o Supported Employment- developmental disabilities
o Supported Employment - severe mental illness
o Employment & Retention
Requesting additional funds:
o Yes
o No
APPENDIX B
BID SHEET: SUPPORTED EMPLOYMENT DEVELOPMENTAL DISABILITIES
A. COST OF SERVICES (detailed budget must be attached)
Budget reflects cost allocated to this specific service in an agency's overall program of services.
| BUDGET CATEGORY |
AMOUNT ALLOCATED |
Salaries |
|
Fringe |
|
Travel |
|
Training |
|
Equipment |
|
Supplies |
|
|
Rent & Utilities. |
|
Other |
|
Total Costs |
B. PROJECTED ANNUAL CLIENT MILESTONES BILLED
Complete sections 1-4 to arrive at total units of 5%.
| Milestones |
1. % of Bid (even units of 5%) |
2. Number Completing |
3. x Weight ( ¸ col 1 by 5) |
= 4.Billing Units |
|
1 Determination of Need/Career Plan |
10 |
2 |
= |
|
|
2 Placement |
15 |
3 |
||
|
3 4 weeks job retention |
15 |
3 |
= |
|
|
4 10 weeks retention |
15 |
3 |
||
|
5 Stabilization |
20 |
4 |
= |
|
|
6 VR Closure |
25 |
5 |
= |
|
Total units of 5% = |
||||
C. BID COMPUTATION
1)$____________ ¸ (divided by) ____________________ = ____________
Total Costs from A Total Units from B Cost/Unit
2)$____________ X 20 = _______________ per Client
Cost/Unit of 5% Bid Amount
D. AVERAGE COST PER CLOSURE
(Divide the total contract amount by number of 26 closures):______________
APPENDIX C
BID SHEET: SUPPORTED EMPLOYMENT MENTAL HEALTH
A. COST OF SERVICES (detailed budget must be attached)
Budget reflects cost allocated to this specific service in an agency's overall program of services.
| BUDGET CATEGORY |
AMOUNT ALLOCATED |
Salaries |
|
Fringe |
|
Travel |
|
Training |
|
Equipment |
|
Supplies |
|
|
Rent & Utilities. |
|
Other |
|
Total Costs |
B. PROJECTED ANNUAL CLIENT MILESTONES BILLED
Complete sections 1-4 to arrive at total units of 5%.
| Milestones |
1. % of Bid (even units of 5%) |
2. Number Completing |
3. x Weight ( ¸ col 1 by 5) |
= 4.Billing Units |
|
1 Determination of Need/Career Plan |
10 |
2 |
= |
|
|
2 Voc Prep |
10 |
2 |
||
|
3 Placement |
10 |
2 |
||
|
4 4 weeks job retention |
20 |
4 |
= |
|
|
5 Stabilization |
20 |
4 |
= |
|
|
6 VR Closure |
30 |
6 |
= |
|
Total units of 5% = |
||||
C. BID COMPUTATION
1)$____________ ¸ (divided by) ____________________ = ____________
Total Costs from A Total Units from B Cost/Unit
2)$____________ X 20 = _______________ per Client
Cost/Unit of 5% Bid Amount
D. AVERAGE COST PER CLOSURE
(Divide the total contract amount by number of 26 closures):______________APPENDIX D
BID WORKSHEET: EMPLOYMENT & RETENTION SERVICES
Complete sections A-C to arrive at "Bid Amount per Client"
A. COST OF SERVICES (detailed budget must be attached)
Budget reflects cost allocated to this specific service in an agency's overall program of services.
| BUDGET CATEGORY |
AMOUNT ALLOCATED |
Salaries |
|
Fringe |
|
Travel |
|
Training |
|
Equipment |
|
Supplies |
|
|
Rent & Utilities. |
|
Other |
|
Total Costs |
B. PROJECTED ANNUAL CLIENT MILESTONES BILLED
Complete unshaded sections: Third column: number of individuals completing each milestone; fifth column: Calculation to arrive at billing units; lower row: Total billing units from column five.
| Milestones |
% of Bid(even units of 5%) |
# Completing |
x Weight ( ¸ col 1 by 5) |
= Billing Units |
|
1 Assessment/Plan Dev |
10 |
2 |
= |
|
|
2 Employment Prep |
10 |
2 |
= |
|
|
3 Community Placement |
30 |
6 |
= |
|
|
4 30 Day Retention |
10 |
2 |
= |
|
|
5 Competitive employ |
40 |
8 |
= |
|
Total units of 5% = |
||||
C. BID COMPUTATION
1)$____________
¸ (divided by) ____________________ = ____________Total Costs from A Total Units from B Cost/Unit
2)$____________ X 20 = _______________ per Client
Cost/Unit of 5% Bid Amount
D. AVERAGE COST PER CLOSURE
(Divide the total contract amount by number of 26 closures):______________
APPENDIX E
CONTRACT COMPARISON FORM
Complete this required form with the requested information. The first two columns must be completed with information covering the time your program has been operating under a milestone contract. The final column must describe your proposed contract.
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DESCRIPTION OF CONTRACT: AS ORIGINALLY PROPOSED
Contract Total: _______________ SE DD:________________ SE MH:________________ ER:___________________ Total Number of People Served:____ SE DD:________________ SE MH:________________ ER:___________________ Bid Price Per Client: SE DD:__________________ SE DD/HC:_______________ SE MH:__________________ SE MH/HC:_______________ ER:_____________________ Average Cost Per Closure:________ SE DD:__________________ SE MH:__________________ ER:_____________________ |
DESCRIPTION OF ACTUAL PERFORMANCEContract Total Spent: ____________ SE DD:________________ SE MH:________________ ER:___________________ Total Number of People Served:____ SE DD:________________ SE MH:________________ ER:___________________ Bid Price Per Client: SE DD:__________________ SE DD/HC:_______________ SE MH:__________________ SE MH/HC:_______________ ER:_____________________ Average Cost Per Closure:________ SE DD:__________________ SE MH:__________________ ER:_____________________ |
DESCRIPTION OF PROPOSED NEW CONTRACT Contract Total: _______________ SE DD:________________ SE MH:________________ ER:___________________ Total Number of People Served:___ SE DD___________________ SE MH:__________________ ER:_____________________ Bid Price Per Client: SE DD:__________________ SE DD/HC:_______________ SE MH:__________________ SE MH/HC:_______________ ER:_____________________ Average Cost Per Closure:________ SE DD:__________________ SE MH:__________________ ER:_____________________ |
APPENDIX F
NARRATIVE FORM
This narrative is required only if the bidder is requesting additional funds for supported employment or is including new services not previously offered (i.e. mental health services, if not previously offered, or employment and retention). A separate Narrative Form should be submitted for expansion and for each new proposed service.
A. PROPOSED PROGRAM (check the one described on this form):
o Expansion of existing Supported Employment Services
o Addition of Mental Health Services
o Addition of Employment and Retention Services
B. DESCRIBE THE TARGET POPULATION:
C. DESCRIBE THE GEOGRAPHIC AREAS TO BE SERVED:
D. JUSTIFICATION FOR EXPANSION OR ADDITIONAL SERVICES:
APPENDIX G
ASSURANCES
The contractor is an equal opportunity employer, a provider of services and/or assistance, is in compliance with the 1964 Civil Rights Act, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, as amended, and Executive Order 11246, as amended. The contractor assures compliance with the Americans with Disabilities Act of 1990 (P.L. 101-336) and all amendments and requirements imposed by the regulations issued pursuant to this act.
The contractor certifies compliance with the Anti-Lobbying law, Section 1352, Title 31 of the U.S. Code, and implemented at 34 CFR Part 82, for persons entering into a grant or cooperative agreement over $100,000.
The contractor further certifies it and its principles meet all requirements found at 34 CFR Part 85, for prospective participants in primary covered transactions, as defined at 34 CFR Part 85, Sections 85.110, Debarment, Suspension and other Responsibility Matters.
The contractor certifies compliance in providing or continuing to provide a drug-free workplace in accordance with the Drug-Free Workplace Act of 1988 and implemented at 34 CFR Part 85, Subpart F (§85.600 et. seq.).
In the event the contractor fails to meet the terms and conditions of the contract or fails to provide services in accordance with the provisions of the contract, the DRS may request the Department of Central Services to mail a written notice of cancellation to the contract. Such cancellation shall not be an exclusive remedy but shall be in addition to any other rights and remedies provided by law. In the event a Notice of Cancellation is issued, the contractor shall have the right to request a review of such decision as provided by the rules and regulations promulgated by the State of Oklahoma Department of Central Services, Central Purchasing Division.
The contractor is required to create records sufficient to establish the propriety of payments made under this contract and to retain said records for a period of three (3) years after the DRS makes final payment or until all pending matters are closed, whichever is later.
The services to be performed under the contract shall not be subcontracted in whole or in part, to any other person or entity without written approval by the DRS. The terms of this contract and such additional terms as the DRS may require shall be included in any subcontract, and approval of the subcontract shall not relieve the contractor of any responsibility for performing this contract.
The contractor is hereby required to carry liability insurance in accordance with Title 51, Oklahoma Statutes, Supplement 1986, Section 151 to adequately compensate persons for injury to their person or property occasioned by an act of negligence by the contractor, its agents, employees or the like. Said policy must provide that the carrier may not cancel or transfer the policy without giving the DRS thirty (30) days written notice prior to the cancellation or transfer. The contractor shall timely renew the policies to be carried pursuant to this section throughout the term of the contract and provide the Drs with evidence of such insurance and renewals upon request. Further, the contractor shall agree to indemnify and hold harmless the DRS against any and all bodily injuries and property damages, deficiencies or liabilities resulting from any negligence on the part of the contractor or non-fulfillment of any term or condition of this contract. The contractor shall indemnify and hold harmless the DRS under this contract from any and all assessments, judgments, costs, legal and other reasonable expenses incidental to any of the foregoing.
the contractor shall be subject to all applicable state and federal laws, rules and regulations, and all amendments thereto. The contractor agrees to devote special attention to its responsibilities under state statutes, observance of the compliance with the requirement thereof shall be the responsibility of the contractor, without reliance on or direction by the DRS.
The contractor agrees to meet mandatory standards and policies relating to energy efficiency in compliance with the Energy Policy and Conservation Act [P.L. 94-163].
If the payments pursuant to the contract are expected to exceed $100,000, the contractor must comply with the Section 306 of the Clear Air Act [42 U.S.C. 1856 {h}], Section 508 of the Clean Water Act [33 U.S.C. 1868], Executive Order 11738, and Environmental Protection DRS Regulations [40 C.F.R. Part 15], which prohibit the use under nonexempt federal contracts, grants or loans of facilities included on the EPA list of Violating Facilities.
This contract does not create an employment relationship. Individuals performing services required by this contract are not employees of the State of Oklahoma nor the DRS. Contractor's employees shall not be considered employees of the State of Oklahoma nor the DRS for any purpose and as such shall not be eligible for benefits accruing to state employees.
The contractor assures compliance with the DRS' requirements pertaining to the protection, use and release of personal information. Contractor will hold confidential all personal information regarding individuals, including lists of names, addresses, photographs, records of evaluation, and all other records of the client. This information may not be disclosed, directly or indirectly, unless consent is obtained in writing.
The contractor understands and agrees that the award is based on an indefinite quantity of goods or services which may or may not be utilized at the option of the DRS. The DRS reserves the right to increase or decrease the quantity of goods or services received and any funds encumbered without prior notification to, or approval from, the contractor. Neither contractor nor any other parties may relay upon any amount set by the DRS in the contract or otherwise as a guaranty, warranty or any other promise of receipt or payment of that amount, except for those goods provided and accepted by the DRS pursuant to this contract.
In the event a grievance is filed by a client of the DRS against the contractor for non-compliance to contract specifications, the contractor will be required to response in writing to the specific complaint(s). If, after review by the DRS, a violation is determined to have occurred, further action may be taken.
It is further agreed by both parties that this agreement may be canceled by either party by providing thirty (30) days prior written notice.
If payments pursuant to this contract are expected to be $25,000 or more, the contractor agrees to have an annual certified audit, conducted in accordance with generally accepted auditing standards, with the financial portion conducted in accordance with generally accepted accounting principles, by a certified public accountant or public accountant who has a valid, current permit to practice public accountancy in the State. This audit must be performed in accordance with the Single Audit Guide (OMB Circular A-128). This Act requires a federal compliance audit in addition to the financial examination. In addition, said auditor(s) must be approved by the Department prior to engaging an accountant to perform the required audit. The contractor shall notify the Department of the identity and qualifications of the accountant. Within 15 days of receipt of such notification, the Department shall notify the contractor as to whether the proposed selectee is acceptable. The contractor hereby consents and gives permission to the Department to examine said auditor(s)' work papers pertaining to the audit. The contractor will provide a copy of the required audit report, including uniform financial statements and a management letter, to the Department within 90 days of the end of the fiscal year being audited or within 30 days after the completion of the audit report, whichever comes first. The cost of the audit(s) required pursuant to this section may be treated as expenditures under this contract, but subject to review by this agency for reasonableness.
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Responsible Official Date