1 2011 bidders’ conference middle district of florida 2011 bidders’ conference middle district...
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2011 Bidders’ Conference 2011 Bidders’ Conference
MIDDLE DISTRICT OF MIDDLE DISTRICT OF FLORIDAFLORIDA
WELCOME!WELCOME!
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Elaine Terenzi, Chief U.S. Probation OfficerElaine Terenzi, Chief U.S. Probation Officer&&
Shelia A. Jacoby, Chief U.S. Pretrial Services OfficerShelia A. Jacoby, Chief U.S. Pretrial Services Officer
• Darby Tatsak, Treatment Services Manager & Darby Tatsak, Treatment Services Manager & Contracting OfficerContracting Officer
• Joe Alfano, Supervisory U.S. Pretrial Services Joe Alfano, Supervisory U.S. Pretrial Services Officer & Contracting OfficerOfficer & Contracting Officer
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Middle District of Florida Middle District of Florida MapMap
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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.
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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
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• 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
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SOLICITATION PROCESS SOLICITATION PROCESS
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MIDDLE DISTRICT OF FLORIDA MIDDLE DISTRICT OF FLORIDA MAP MAP
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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
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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.
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CATCHMENT AREAS CATCHMENT AREAS
• DefinitionDefinition
• Methods used to determine services – Methods used to determine services – EMQ’sEMQ’s
• HandoutsHandouts
• Piggybacking Piggybacking
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TYPES OF RFP’S (8) – TYPES OF RFP’S (8) – Section BSection B
– 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
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TENTATIVE RFP REVIEW TENTATIVE RFP REVIEW SCHEDULESCHEDULE
– TENTATIVE…………TENTATIVE…………
– Post RFP on Post RFP on www.usprobation.comwww.usprobation.com website on or about July 1, website on or about July 1, 2010. Keep checking website daily after this time – PLEASE DO 2010. Keep checking website daily after this time – PLEASE DO NOT CALL IF NOT POSTED.NOT CALL IF NOT POSTED.
– Open Solicitation from July 1-July 30, 2010 at 4:30 P.M. No faxes Open Solicitation from July 1-July 30, 2010 at 4:30 P.M. No faxes or e-mails – hard copies/originalsor e-mails – hard copies/originals
– Tentative schedule for review of RFP’s and site visits in divisions.Tentative schedule for review of RFP’s and site visits in divisions.• Ft. Myers Division – Week of August 9, 2010Ft. Myers Division – Week of August 9, 2010• Orlando & Ocala Divisions including Cocoa – Week of August 16, 2010Orlando & Ocala Divisions including Cocoa – Week of August 16, 2010• Tampa Division – Week of August 23, 2010Tampa Division – Week of August 23, 2010• Jacksonville Division – Week of September 13, 2010Jacksonville Division – Week of September 13, 2010
• Vendors must designate site location and staff Vendors must designate site location and staff before submission of RFPbefore submission of RFP
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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 all 5 divisions Training for vendors chosen in all 5 divisions beginning October 2010.beginning October 2010.
– Section I.3 – Option to extend the term of the Section I.3 – Option to extend the term of the contract.contract.
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RFP-Consists of Section A-MRFP-Consists of Section A-M– Section LSection L
• Provides Instructions for each section of the RFPProvides Instructions for each section of the RFP
– 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 NumberSolicitation Number– Return Date, Time and LocationReturn Date, Time and Location– Number of CopiesNumber of Copies
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Insert AO Form 367Insert AO Form 367
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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.
– Each marked project code, including local Each marked project code, including local service, service, mustmust be addressed in your narrative. be addressed in your narrative.
– Reminder in pricing evaluations, UA collections, Reminder in pricing evaluations, UA collections,
Breathalyzer, IOP and Residential.Breathalyzer, IOP and Residential.
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SECTION C- STATEMENT OF SECTION C- STATEMENT OF WORKWORK
– READ AND RE-READ SECTION CREAD AND RE-READ SECTION C
– National Mandatory Requirements. SOW National Mandatory Requirements. SOW cannot be changed. If changed, probation cannot be changed. If changed, probation needs OPPS approval through local service. needs OPPS approval through local service.
– Section C describes the services listed in Section C describes the services listed in Section BSection B
– There are some services listed in Section C There are some services listed in Section C that are not listed in Section B. You are not that are not listed in Section B. You are not required to address these services. If not required to address these services. If not listed in Section B, do not address.listed in Section B, do not address.
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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 defendant/offender behaviorbehavior
– 5) Staff requirements and restrictions5) Staff requirements and restrictions– 6) Facility Requirements 6) Facility Requirements
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LOCAL SERVICESLOCAL SERVICES– 1) Are supplemental requirements to National Requirements 1) Are supplemental requirements to National Requirements
specific to our District.specific to our District.
– 2) Apply to all project codes that have (*) in front of them in 2) Apply to all project codes that have (*) in front of them in Section BSection B
– 3) Are filled with details that must be read carefully and 3) Are filled with details that must be read carefully and addressedaddressed
– 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 areas5) Read carefully as they may vary between catchment areas
– 6) Handouts6) Handouts
– 7) 7) www.usprobation.comwww.usprobation.com
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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 When you complete the STAFF QUALIFICATION FORM, must take the staff qualification requirements for project codes take the staff qualification requirements for project codes into consideration.into 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 Only submit documentation of staff qualifications who
will be designated to perform services on Federal will be designated to perform services on Federal clients.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
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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
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•8) Vendor may include the “No-Show” factor 8) Vendor may include the “No-Show” factor for certain services. The vendor shall not for certain services. The vendor shall not include a charge for a “No-Show” as a include a charge for a “No-Show” as a separate item.separate item.
•9) Co-Payments9) Co-Payments
•10) Subcontracting – 1.210) Subcontracting – 1.2
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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 urine mandatory for vendors providing urine collections – collections – www.dol.govwww.dol.gov
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SECTION L – Instructions, SECTION L – Instructions, conditions, and notice to conditions, and notice to offerorsofferors
– THESE ARE YOUR GENERAL INSTRUCTIONS THESE ARE YOUR GENERAL INSTRUCTIONS FOR PROPOSALS – THE “HOW TO”FOR PROPOSALS – THE “HOW TO”
– THIS POWER POINT PRESENTATION IS THIS POWER POINT PRESENTATION IS BEING PROVIDED FOR CLARIFICATION BEING PROVIDED FOR CLARIFICATION PURPOSES. HOWEVER, YOU MUST RELY ON PURPOSES. HOWEVER, YOU MUST RELY ON THE INSTRUCTIONS PROVIDED IN SECTION THE INSTRUCTIONS PROVIDED IN SECTION L.L.
– Gives Specific direction as to how to complete Gives Specific direction as to how to complete sections A&Bsections A&B
– Addresses Section K – Representations, Addresses Section K – Representations, Certification, and Other Statements of OfferorCertification, and Other Statements of Offeror• Must Complete pages K-1 and K-2Must Complete pages K-1 and K-2
– Explains the Explains the NARRATIVE STATEMENT and NARRATIVE STATEMENT and what is requiredwhat is required
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SECTION L - CONTINUEDSECTION L - CONTINUED
– Explains the preparation of the BACKGROUND Explains the preparation of the BACKGROUND STATEMENT and what is requiredSTATEMENT and what is required
– Explains the OFFEROR’S STAFF QUALIFICATION Explains the OFFEROR’S STAFF QUALIFICATION FORMFORM
– Explains theExplains the PREPARATION OF OFFEROR’S PREPARATION OF OFFEROR’S REFERENCESREFERENCES
– Gives INSTRUCTIONS TO OFFERORS.Gives INSTRUCTIONS TO OFFERORS.
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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.
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Post Award ProceduresPost Award Procedures– Training for selected vendors beginning Training for selected vendors beginning
October 2010October 2010
– If more than one vendor is selected on a BPA, If more than one vendor is selected on a BPA, EMQ’s divided accordinglyEMQ’s divided accordingly
– Monitoring visits Monitoring visits • Two during the first year of agreement – the first Two during the first year of agreement – the first
within 120 days of the awardwithin 120 days of the award
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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 B, including local servicesB, including local services
– 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) Sections A-K1) Sections A-K• 2) Attachments A-D2) Attachments A-D• 3) Other attachments (monitoring reports, licenses, 3) Other attachments (monitoring reports, licenses,
etc.)etc.)
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SOLICITATION UPDATES & SOLICITATION UPDATES & DOWNLOADINGDOWNLOADING
– Regularly check Regularly check www.usprobation.comwww.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 download applicable Section A and To download applicable Section A and Section B, go to specific catchment area Section B, go to specific catchment area site. Click on your catchment area and site. Click on your catchment area and the services being solicited. Click on the services being solicited. Click on your applicable service to obtain the your applicable service to obtain the correct Sections A&Bcorrect Sections A&B
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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 25, 2010. to Darby by no later than Friday, June 25, 2010.
– www.usprobation.comwww.usprobation.com