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Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 GOVERNMENT OF THE VIRGIN ISLANDS OF THE UNITED STATES Request for Proposal - Negotiation PROFESSIONAL SERVICES TOL cue Date: March 7, 2018 ee RFP-007-2018 (Professional) Pursuant to 31 V. I. C. § 239 (a) (4) and the Rules and Regulations thereunder issued, the Government of the Virgin Islands, Property and Procurement, will receive proposals for the work described below. Proposals will be received until Thursday, April 5, 2018 at 4:00 P.M. DESCRIPTION OF WORK The Government of the Virgin Islands, Department of Property and Procurement is requesting proposals from qualified contractors for the following services: RFP-007-2018 (P) To Provide Forensic Mental Health Residential Care for the U.S. Virgin Islands. SCOPE OF SERVICES: SEE ATTACHED Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 NEGOTIATED PROCEDURES: The Commissioner of the Department of Property and Procurement will appoint a Selection Committee to assist in the evaluation and selection of the Contractor. Accordingly, current data on qualifications and performance should be submitted with proposals. After reviewing the qualifications and proposals, the Committee will select for discussions from the firm/s or person/s considered not less than three (3), in order of preference, deemed to be the most highly qualified to provide the services herein required. Discussions will be conducted successively and severally with the firms or persons so selected regarding the anticipated concepts and the relative utility of alternative methods of approach for furnishing the services hereunder. FACTORS FOR DISCUSSIONS: Selection criteria will include (i.) Professional qualifications, registration and general reputation of the principals of the firm; (ii) the extent to which the firm or person specialized in or has designed project of a type and scope similar to that hereunder; (iii) familiarity with the area in which the project is to be located; (iv) capability of meeting schedules; and (v) quality of performances on other projects. NEGOTIATION: The Selection Committee shall recommend to the Commissioner the highest qualified firm or persons with whom a contract shall be negotiated. The Commissioner, with the assistance of the Selection Committee shall negotiate a contract with such firm or person. Should the Commissioner be unable to negotiate a satisfactory contract with the firm considered to be the most qualified, at a price he determines to be fair and reasonable to the Government, negotiations with that firm will be formally terminated? Negotiations will then be commenced with the second most qualified, the third most qualified or additional firms, in order of preference and their competence and qualification, and shall continue until an agreement is reached. Lloyd T. Bough Jr. Commissioner Property and Procurement INSTRUCTION TO PROPOSERS A. NOTICE This project is for, the following services: RFP-007-2018 (P) To Provide Forensic Mental Health Residential Care for the U.S. Virgin Islands. Information provided in the scope of work is to be used only for purposes of preparing a proposal. It is further expected that each bidder will read the scope of work with care, for failure to meet certain specified conditions may invalidate the proposal. The Government of the Virgin Islands, hereinafter referred to as GVI, reserves the right to reject any or all proposals or any portion thereof and to accept the proposal deemed most advantageous to GVI. Price shall not be the sole criterion of awarding this project. Scope and quality of work proposed and the ability of the bidder to complete this type of project shall be considered. Applicants are requested to submit proposals based on the scope of work. Alternative proposals recommending new features and technology other than that requested in the scope of work will receive consideration providing such new features and/or technology is clearly explained. Any exceptions to the requirements requested herein must be clearly noted in writing and be included as part of the proposal. The information contained herein is believed to be accurate, but is not to be considered in any way as a warranty. Request for additional information clarifying the Scope of Work should be directed in writing to Deputy Commissioner of Procurement, Dynell R. Williams at Dynell.williams@dpp.vi.gov. STATEMENT OF PURPOSE This project has been addressed to assist the Government of the Virgin Islands in meeting The need for the following services: RFP-007-2018 (P) To Provide Forensic Mental Health Residential Care for the U.S. Virgin Islands. PROPOSED SCOPE OF WORK SEE ATTACHED TIMETABLE. 1. Proposals will be accepted at the Department of Property and Procurement, no later than Thursday, April 5, 2018 at 4:00 P.M. 2. Last Day for request for written clarification question will be: Friday, March 23, 2018 at 4:00 P.M. SUBMISSION OF PROPOSAL All interested parties shall submit five (5) sets of proposals (one (1) original and four (4) copies), which are to be delivered to the Department of Property and Procurement during normal business hours, no later than Thursday, April 5, 2018 at 4:00 P.M. They shall be addressed to: Lloyd T. Bough Jr. Commissioner Department of Property and Procurement #3274 Estate Richmond, Christiansted St. Croix, U.S. Virgin Islands 00820-4200 The sealed envelope containing the proposal must have the following information written on the outside of the envelope: SEALED PROPOSALS - DO NOT OPEN RFP-007-2018(P) (Name of Offeror) (Mailing Address of Offeror) (Telephone Number of Offeror) (Fax Number of Offeror) Where proposals are sent by mail, the bidder shall be responsible for their delivery to the Department of Property and Procurement before the date and time set for the closing of acceptance of proposals. WITHDRAWALS OF PROPOSAL A proposal may be withdrawn at any time prior to the time specified as the closing time for acceptance of proposals. However, no proposal shall be withdrawn or canceled for a period of thirty (30) days after said closing time for acceptance of proposals nor shall the successful provider withdraw or cancel or modify his proposal, except at the request of GVI after having been notified that said proposal has been accepted by GVI. INTERPRETATION OF SPECIFICATIONS If any person contemplating submitting a proposal requires clarification of any part of the scope of work, he/she may submit to the GVI a written request for an interpretation thereof to the Deputy Commissioner of Procurement, Dynell R. Williams GVI will not respond to questions received after the above-established date. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the scope of work will be made in writing to all prospective providers. Oral explanations will not be binding. CONSIDERATION OF PROPOSAL The Commissioner of Property and Procurement shall represent and act for GVI in all matters pertaining to the scope of work and contract in conjunction therewith. This RFP does not commit GVI to the award of a contract, nor pay any cost incurred in the preparation and submission of proposals in anticipation of a contract. GVI reserves the right to reject any or all proposals and to disregard any informality and/or irregularity in the proposal when, in its opinion, the best interest of GVI will be served by such action. Proposals failing to provide some of the items in the scope of work shall not be rejected per se, but any deviations from the scope must be clearly noted. ACCEPTANCE OF PROPOSALS GVI will notify in writing acceptance of one of the proposals. Failure to provide any supplementary documentation to comply with the vendor’s proposal may be grounds for disqualification. CONTENTS OF PROPOSAL The following is a list of information to be included in the written proposal. Failure to comply with all the requirements as outlined may disqualify the applicant. 1. Introductory letter about the applicant: a. Firm Name, address, fax and telephone b. Type of service for which Firm is qualified. 2. Organization: a. Names of Principals of Firm b. Names of key personnel with experience of each and length of time in organization. c. Number of staff available for assignment. (Local & Off-Territory) Copy of Article of Incorporation Copy of Certificate of Resolution Copy of Valid Business License g. Copy of Certificate of Good Standing tho o. 3. Outside consultants that will be retained for this project and percentage of work to be sub-contracted. 4. Project experience: a. List of completed projects of similar type and estimated cost of each. b, Current projects underway; scope; percentage completed to date and estimated cost of each. 5. Project References: (including a notarized written consent from the authorized representative which must include: name; telephone number; email address and facsimile number). 6. Project Approach: a. Describe how you will approach this project and availability to perform the services requested. hs Cost: The Cost Proposal must be submitted in a separate sealed envelope. CONFLICT OF INTEREST A bidder filing a proposal hereby certifies that no officer, agent or employee of GVI has a pecuniary interest in this proposal or has participated in contract negotiations on behalf of GVI; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Bidder for the same request for proposals; the Bidder is competing solely in its own behalf without connection, with, or obligation to, any undisclosed person or firm. LICENSE REQUIREMENT An award will not be made to any firm or individual doing business in the Virgin Islands to perform work with the Government of the Virgin Islands until evidence is submitted that the said firm or individual has a valid V. I. Business License to do similar business in the Virgin Islands. Bidders must submit hard copy of a valid V. I. Business license within ten (10) working days after award. All Bidders bidding as Joint Ventures that do business in the Virgin Islands must be licensed as a Joint Venture in the Virgin Islands. M. REQUIRED DOCUMENTS 1. PUBLIC LIABILITY: The successful bidder will be required to obtain and have in place public liability insurance and other insurance necessary as requested in this proposal package. Insurance policy(ies) shall name the Government of the Virgin Islands as “Additional insured.” The public liability insurance shall have a minimum limit of not less than one hundred thousand ($100,000.00) dollars for any one occurrence for death or personal injury and one hundred thousand ($100,000.00) dollars for any one occurrence for property damage. Offeror must provide public liability insurance with ten (10) working days after award. WORKERS’ COMPENSATION: Within ten (10) working days after award of project the successful offeror must submit a copy of their certificate providing that his firm and his agents are covered by Workers Compensation Employee's Liability. FAILURE TO PROVIDE THE CERTIFICATES WITHIN THE STATED TIME PERIOD MAY RESULT IN THE PROPOSAL DEEMED AS NON-RESPONSIVE AND MAY BE IMMEDIATELY DISQUALIFIED WITH NO FURTHER CONSIDERATION GIVEN FOR POTENTIAL AWARDING OF THE CONTRACT. N. REQUIREMENTS FOR CORPORATIONS: ii 2. 3. ARTICLES OF INCORPORATION CERTIFICATE OF CORPORATE RESOLUTION CERTIFICATE OF GOOD STANDING THESE WILL BE REQUIRED PRIOR TO AWARD OF CONTRACT, FORENSIC MENTAL HEALTH RESIDENTIAL CARE SCOPE OF SERVICES FORENSIC CLINICAL SERVICES TO BE PROVIDED. Service level must fully comply with applicable laws, which include but are not limited to, life skill training, money management, training on accessing community services, competency training and testing, transitional programs, and discharge planning. Weekly individual psycho-therapy sessions. Organized therapeutic activities will be provided to clients daily as agreed upon between Government and Contractor and may include additional services as needed to comply with various court orders. [. Services will also include reasonable access to required medical treatment and up-to-date psychopharmocology, transportation to needed off-site services, and bilingual/bicultural programming. In addition to services previously described the selected provider shall do the following: A. Admission Criteria and Procedure. Provider will serve Government residents who display severe impairment of adaptive functioning and who require supervised care in a secured setting. The Program should be open to both male and female clients 18 to 65 years of age, but exception of the age requirement may be made when placement in the Program is considered the only appropriate alternative. Diagnoses treated will include but will not be limited to schizophrenia, including paranoid and undifferentiated types, manic depression, and personality disorder. Referrals to the program will come from the Virgin Islands Department of Health and may be stipulated by court orders. Notification of these referrals will be sent to the Provider, who retains the right of refusal as long as they are able to provide clinically valid reason(s) and/or circumstances. B. Individual Problem Assessment, Upon admission, the Program Director or member of the clinical team will interview each client and place him or her in an appropriate treatment group. The treatment team leaders will complete the orientation to the facility and will monitor the patient's initial adjustment. C. Diagnostic Activities. Clients who are admitted to this Program typically have had a diagnostic work-up prior to admission. An attending psychiatrist, medical doctor, and psychologist will be assigned upon admission. The Providers psychiatrist will interview the client and complete a psychiatric evaluation within 72 hours of admission. Each client will have current Diagnostic and Statistical Manual of Mental Health Disorders (DSM-5) diagnosis(es). Additional intensive psychological evaluation, including ability, personality or neuropsychological testing will be performed at the discretion of the Program Director. D. Case Planning. Client will be assessed by the Provider and treatment planned in the following manner: 1, Within fourteen days of admission, a case conference will be held to formulate an individual treatment plan. The treatment plan will be based on: a. The assessment completed by the psychiatrist and medical doctor. The assessment completed by the treatment team leaders. The assessment completed by the Program Director. The nursing assessment done by the psychiatric R.N. Additional assessments performed by the dietary supervisor. one 2. Clients are expected to participate in the treatment formulation meeting to the extent they are able. ta Treatment plans are reviewed and approved by the attending psychiatrist. 4. The interdisciplinary treatment team will be responsible for the following: a. Specifying significant medical, psychological, nursing or nutritional needs, including laboratory work as necessary that require routine attention as part of the treatment program. b. Identifying specific behavior problems, which prevent the individual from living in a lower level of care. c. Specifying useful behavioral objectives for each identified problem with specific, measurable, and time-limited objectives that propose acceptable alternative behaviors. d. Developing clear and effective program plans intended to ensure the accomplishment of the objectives and the resolution of the problems. e. Preparing a preliminary discharge plan following the recommendations of Program Director, or designee. f. Performing at a minimum quarterly review of program progress and provide the Government with the corresponding report(s). The Contractor’s treatment team will make a treatment group assignment based upon his initial clinical evaluation. The Department of Health will also determine changes in treatment group assignment. 09 E. Other Clinical Services Available, Other Contractor services available include: 1. Narcotics Anonymous and Alcoholics Anonymous meetings in the facility. 2. Periodic group outing (for those eligible by program standards and/or the Virgin Islands court) 3. Religious services. Individual counseling with a vocational rehabilitation specialist as indicated. Adult education classes. Work therapy and Token economy programs. Individualized psychological assessment as indicated. Individual psychotherapy as staff resources permit as indicated. Gerd Osan ee F. Discharge and Case Closure Policies and Procedures. The discharge of patients is determined by Contractor's Interdisciplinary Team and in accordance with the guidelines and criteria provided by the Virgin Islands Department of Health. Since most patients are placed involuntarily, coordination with this agency is essential. Although individuals admitted voluntarily will be free to leave the program when they wish, the Contractor will coordinate their discharge. A plan is prepared for all patients at the time of discharge. The discharge plan includes an assessment of unresolved problems and specific recommendations for needed services following discharge. The discharge plan also includes the final DSM-5 diagnosis. In addition, Contractor will supply the necessary transfer forms to accompany the patient. The Government will expedite placement when Contractor has made a written recommendation for discharge. II. |The Government of the Virgin Islands will provide compensation in consideration of the satisfactory performance of the services described. Providers are expected to maximize fee for service revenue, including Medicaid, Medicare and insurance reimbursement.