Post Adoption Service Coordination Services Request for Proposal Pre-Proposal Conference February 16, 2011 Kyle McClurg, IDOA Strategic Sourcing Analyst

Agenda General Information Purpose of RFP Scope of RFP Contract Terms Key Dates Proposal Preparation Proposal Evaluation Minority and Women’s Business Enterprises Question and Answer Session

General Information Sign-In Sheet for Attendees Sign-In Sheet and PowerPoint will be posted on State’s Solicitation Website Hold questions until the end of the presentation All questions must be submitted in writing by Friday, February 18 th

Purpose of the RFP Select no more than three (3) vendors to satisfy the State’s need for the provision of Post Adoption Service Coordination Services across Indiana. Vendor should provide State services at a competitive price

Scope of RFP After the provision of services is for youth and families after adoption is finalized, a service referral for a family will be made to the service provider with the intent of provider to: –Assess the family and their needs; –Connect them to appropriate services within their community; –and assist the family in building their own team of support.

Scope of RFP cont. Services in the system should be: –Individualized; –Comprehensive; –Sustainable; –and include a broad range of systems and supports. These services should be adoption and culturally competent. The services provided will include a comprehensive strength based assessment, which will result in cross- system coordination and adoptive family centered care.

Scope of RFP cont. The services provided to the client may include but are not limited to the following: –behavioral health care services; –respite; –parent/child support groups; –and other services and/or necessary items approved by DCS.

Scope of RFP cont. The State of Indiana is divided into three service areas. (See Attachment I, Service Area Map) The baseline cost for serving each area is based on the concentration of adoptive families in that area. –North: $545,000 –Central: $410,000 –South: $320,000

Contract Terms One (1) year from the date of contract execution Possibility of three (3) one-year renewals Totaling four (4) years.

Key Dates ActivityDate Issue of RFP February 4, 2011 Pre-Proposal Conference February 16, 2011 Deadline to Submit Written Questions February 18, 2011 Response to Written Questions/RFP Amendments February 25, 2011 Submission of Proposals March 18, 2011 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal Evaluation TBD Proposal Discussions/Clarifications (if necessary) TBD Oral Presentations (if necessary) TBD Best and Final Offers (if necessary) TBD Contract Award May 1, 2011

Business Proposal (Attachment E) Contract Terms –Respondent should review State contract and note exceptions of State mandatory and non-mandatory clauses in Transmittal Letter Preferences (Section ) –Respondent can only claim one (1) of the following: Indiana Small Business Buy Indiana Initiative/Company –Must have this certified and completed by the proposal due date

Technical Proposal (Attachment F) Respondents must address: –Referral Process –Staffing –Service Initiation –Service Provisions Proposals must identify and meet service components provided in the Service Standard (See Attachment G for service standard).

Cost Proposal (Attachment D) The Cost Proposal template instructs each Respondent to provide a budget for the first fiscal year of the contract. After completing the template the Respondent will have calculated a “Total Program Cost” for the fiscal year. This cost will be measured against the baseline cost(s) listed below when their proposal is evaluated. Depending on the area(s) bid. –North: $545,000 –Central: $410,000 –South: $320,000

Indiana Economic Impact (Attachment C) In lines 18 and 21 of the Indiana Economic Impact (IEI) form, Respondents are asked to provide the FTE of in- state workers committed to this program. –Both primary and subcontractor FTE FTE=Full Time Equivalent –Not Full Time Employee –Example: If a Respondent has 5 full time employees and is bidding on its 5 th contract, and all contracts get an equal amount of commitment from the employees then each employee commits 20% of his or her time to the new contract: 0.2 x 5 employees= 1 FTE.

More Proposal Preparation Use the templates provided for all answers Do not alter templates Please list all Attachments in Attachment H (Summary of Attachments)

Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Mandatory Requirements –Pass/Fail 2. Management Assessment/Quality (Business & Technical) –30 points 3. Cost (Cost Proposal) –25 points 4. Indiana Economic Impact –15 points 5. Buy Indiana –10 points 6. Minority (10) and Women Business (10) –Subcontractor Commitment 20 points * 100 Total Points

Minority and Women’s Business Enterprises Goals for Proposal –8% Minority Business Enterprise –8% Women’s Business Enterprise

Minority and Women’s Business Enterprises Attachment A –Commitment of total participation provided by Minority and Women’s Business Enterprises. Accompanying letter(s) must contain the % of the bid amount committed to the M/WBE and services to be provided.

Additional Information IDOA PROCUREMENT LINKS AND NUMBERS BUYIN (8946) For Vendor Registration Questions For Inquiries Regarding Substantial Indiana Economic Impact A. Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State. B.Secretary of State of Indiana: Can be reached at (317) for registration assistance. C.See Vendor Handbook: Online version available at D.Minority and Women Owned Business Enterprises: for table of IDOA certified MBEs and WBEs. For more WBE’s information E.RFP posting and updates: Go to (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.

Questions and Answers

Thank You Kyle McClurg