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Request for Proposals (RFP)
NLACRC Community Placement Plan FY 2017-18

Announcement:
The CPP RFP is now OPEN.
 

On November 3, 2017, the Community Services Department of the North Los
Angeles County Regional Center (NLACRC), following NLACRC’s approved Fiscal
Year 2017-2018 Community Placement Plan (CPP) with the Department of
Developmental Services (DDS), will be releasing the below Request for Proposals (RFP).

>> CPP RFP FY 2017-2018

>> START-UP CONTRACT EXAMPLE

PROJECTs #1: Specialized Residential Facility Start-Up Funds $250,000
(NLACRC-1718-1) & (IP-1718-4)

PROJECTs #2: Community Access Services Start-Up Funds $150,000
(NLACRC-1718-2)

An Applicants’ Conference for questions about these projects will be held on 
November 15, 2017 
From 2:00-4:00 PM at NLACRC’s Chatsworth office, 1st Floor Conference Room 


Providers interested in responding to this RFP may download a complete copy of the RFP and Proposal Writing Guidelines from NLACRC’s website at www.nlacrc.org  Attendance at the
Applicants’ Conference is not required for those who wish to apply.

_____________________________________________________________________


Request for Proposals (RFP)
NLACRC Community Placement Plan FY 2017-2018

 

Date: November 3, 2017

RE: Request for Proposals (RFP) FY 2017-2018 Community Placement Plan (CPP)

 

The North Los Angeles County Regional Center (NLACRC) appreciates your interest in
responding to the CPP FY 2017-2018 Request for Proposals.  You may submit proposals for
any of the projects for which you meet the qualifications.

 

SUBMISSION OF PROPOSALS
All proposals must conform to the attached Proposal Writing Guidelines and Content
Requirements.  The applicant must submit the completed proposal plus eight copies (9 total) to NLACRC by the deadline date outlined in the first section of these guidelines for each
proposal.  No fax or email copies will be accepted. The proposals must be complete,
typewritten, collated, and page numbered.  Hand delivered proposals must be left with the
receptionist at the NLACRC Chatsworth office.  No proposals will be accepted after the
deadline.  Proposals must be addressed to:
North Los Angeles County Regional Center
c/o: Cristina Perez
9200 Oakdale Avenue, Suite 100
Chatsworth, CA 91311

DEADLINE FOR SUBMISSION OF PROPOSALS
December 19, 2017 by 5:00 PM, PST

 

TIMELINE FOR DEVELOPMENT:
The programs should be ready to provide services no later than June 30, 2019.

 

RATE OF REIMBURSEMENT
The rate of reimbursement for on-going services will vary by project.  Each rate will be based on the approved enhanced services, be cost-effective, and will be based on the DDS
statewide median rate methodology. See each project description for available rate and
service code information.

 

START-UP FUNDING
The maximum amount of start-up funding available for each project is outlined on the first
page of this RFP.  It is understood that the actual cost to complete the start-up of the facility may exceed this amount.  Any additional costs will be the responsibility of the applicant. 
Payment of claims submitted to the regional center is contingent upon the provision of acceptable documentation including, but not limited to:  invoices, receipts, and cancelled checks.  It is understood if the vendored ongoing service developed through the start-up contract is
terminated before six (6) years of service, the Contractor shall pay back a portion of the start-up funds received for that service as follows:  One sixth (1/6th) of the total start-up funds
received for the service will be forgiven for each year of service, and partial years of service will be prorated to a full year.  For example, if Contractor terminates service two (2) years
and three (3) months from the agreed upon start date of the services, the amount to be
forgiven shall be calculated as three (3) years, inclusive of rounding partial year.  Therefore,
in this example, three (3) years equaling 3/6th or 50% of the total start-up payment shall be due from Contractor within seven (7) business days from the last day of service provision. 
Contractor’s final payment for services shall not be released until repayment in full of any
outstanding amount due to NLACRC resulting from termination prior to completion of six (6)
years of service.
 
ELIGIBLE APPLICANTS
Both non-profit and proprietary organizations are eligible to apply.  Employees of Regional
Centers are not eligible to apply.  Applicants must disclose any potential conflicts of interest
per Title 17 Section 54500 and by completing Attachment J, the Notice of Exclusion from
CalPERS Membership.  Applicants, including members of the governing board, must be in
good standing in regards to all services vendored with any regional center.
 
APPLICANT PARTNERSHIPS AND MATERIALS SUBMITTED
Applicants who apply as partners must have full knowledge of the proposal packet and must demonstrate commitment to the project during start-up and ongoing operations.  However, if a partner’s sole purpose is to provide financial backing to the project, the financial backer
need only show financial commitment.  If the partner’s role is only to provide technical
support (e.g., drafting the RFP response), the applicant receiving such support is responsible for all language contained in the RFP and the eventual program design.
 
SELECTION PROCEDURES:
All proposals received by the deadline will be reviewed and scored by the Proposal Screening Committee selected by NLACRC.  Proposals will be reviewed for timeliness, completeness,
quality, experience and fiscal stability of applicant, reasonableness of costs, ability of
applicant to identify and achieve consumer outcomes, and the ability of proposed project to
respond to the identified needs of NLACRC.  After preliminary review and scoring, an
interview with the finalists will be scheduled.  The final decision of the Proposal Screening
Committee shall be approved by the Executive Director, and is not subject to appeal.  All
applicants will receive notification of NLACRC’s decision regarding their proposal.

RESERVATION OF RIGHTS:
NLACRC reserves the right to request or negotiate changes in a proposal, to accept all or part of a proposal, or to reject any or all proposals.  NLACRC may, at its sole and absolute
discretion, select no provider for these services if, in its determination, no applicant is
sufficiently responsive to the need.  NLACRC reserves the right to withdraw this Request for
Proposal (RFP) and/or any item within the RFP at any time without notice.  NLACRC reserves the right to disqualify any proposal which does not adhere to the RFP guidelines. This RFP is being offered at the discretion of NLACRC.  It does not commit the regional center to award
any grant.  Please note applicants must be in good standing with NLACRC and other Regional Centers and may be disqualified for any of the following: receipt of Correction Action Plan
(CAP), Sanction or Immediate Danger findings, failure to disclose any history of deficiencies
or confirmed reports of consumer abuse, previous failure to perform, or unwillingness to
comply with Title 17 and NLACRC best practices. 

COSTS FOR PROPOSAL SUBMISSION:
Applicants responding to the RFP shall bear all costs associated with the development and
submission of a proposal.

INQUIRIES/REQUEST FOR ASSISTANCE
All additional inquiries regarding the application or requesting technical assistance should be directed to Cristina Perez cperez@nlacrc.org. Technical assistance is limited to information on the requirements for preparation of the application packet.  Applicants are expected to
prepare the documentation themselves or retain someone to provide such assistance.  If an
applicant chooses to retain assistance from another party, the applicant must be able to
thoroughly address all sections of the proposal during the interview process and/or
demonstrate that the party assisting with the application will have a continuing role in the
ongoing operation of the program.

EVALUATION CRITERIA
Each proposal shall be organized in the below order.  To the right of each section is the
maximum score that can be obtained.  The selection committee will use these criteria to rate your proposal.  All sections and attachments are required for your proposal to be reviewed.

 

Fiscal Responsibility                                                   10 points
Budgets - Start-up and On-going                                 10 points
Agency/Individual Experience and Background              15 points
Agency Organization and Program Staffing                   15 points
Start-up Activities/Objectives and Milestone                  15 points
Executive Summary of Program Design                        35 points
_________________________________________________________
TOTAL                                                                    100 points


PROPOSAL PREPARATION
The following items are provided to assist you in preparing your proposal:

• Proposal Writing Guidelines
• Content Requirements
• Section 1 – Proposal Title Page
• Sections 2 – 6  (Provider is responsible for creating these sections)
• Attachments A through L

 

NLACRC PROPOSAL WRITING GUIDELINES 

The applicant is required to submit a total of nine (9) copies of the proposal (Original plus 8 
copies).   An application may be disqualified from consideration for failure to follow 
instructions, complete documents, submit required documents or meet the submission 
deadline.  All proposals submitted must adhere to the following requirements:   

     • Use Standard size (8 ½ x 11) paper except for special charts or schedules that require larger paper.

     • Proposal must be typed using a standard font (12).

     • Proposals must not exceed a total of 20 pages, excluding title page, attachments and
       appendices.

     • Every page must be numbered consecutively.

     • DO NOT USE A BINDER OR HAVE YOUR PROPOSAL BOUND.  Binder clips or
       compressor clips are acceptable.

     • The “Proposal Title Page” (see Section 1) must be the first page of the proposal.  The
        project to be developed must be indicated by checking one of the boxes.

     • The proposal must include a Table of Contents that corresponds to Content
        Requirements.

     • All sections and attachments of the Content Requirements must be addressed in the
        proposal.

     • As applicable to the project for which you are applying, include appendices for
       documents, such as resumes, certificates, curricula, schedules, letters of
       recommendation, letters of support from agencies, consultants expected to provide
       program services, etc.


CONTENT REQUIREMENTS

 

SECTION 1 – PROPOSAL TITLE PAGE - (Attachment Click Here) 
Provide the name, address and telephone number of the applicant. If the applicant is a
corporation, list the principal members of the corporation and include verification of
incorporation in California. Identify the author(s) of the proposal. List any parties who
participated in writing all or part of the proposal. Any proposal written by a consultant or
grant writer must demonstrate a commitment by the writer to provide ongoing technical
assistance during the implementation stage, which should be reflected in the budget.

SECTION 2 – TABLE OF CONTENTS (Provider’s Responsibility – Example Provided. Click Here )

SECTION 3 – APPLICANT’S EXPERIENCE & BACKGROUND INFORMATION –
(Provider’s responsibility)

a. Provide a 1-2 page summary of the applicant’s qualifications which details education, knowledge and experience providing services to persons with developmental
disabilities, and which includes a brief description of applicant’s experience in
developing and operating the type of project for which you are submitting a proposal.

b. Describe any experience you have had with serving consumers who are or have
resided in a State Developmental Center (SDC) and/or any experience with consumers part of the Diversion program. Include a description of the level of functioning and
service needs (self-care and/or behavioral challenges, medical conditions, etc.) of the
consumers you served from the SDC. Also provide details of any transition activities in which you were involved. 

c. Provide at least two (2) references with addresses and telephone numbers, and a
statement permitting that references may be verified by NLACRC. The references
should be able to comment on applicant’s ability to provide services included in the
proposal. Applicants should be aware that the selection committee will contact
references or other sources to corroborate any information provided in the proposal.

d. List all projects with other Regional Centers and the current status of each project. 


SECTION 4 - APPLICANT'S ORGANIZATION & PROGRAM STAFFING - (Provider's
responsibility)

 

i. Attach an organizational chart that includes this project and maps the supervisory
hierarchy. The chart must include the names of any governing board members and
advisory boards, as well as other programs/facilities operated by the applicant.

ii. Provide job descriptions and qualifications for the primary staff and consultant
positions necessary for this project, including Administrator/Program Manager,
Direct Support Professionals, Behaviorist (BCBA), and other consultants. It is your
responsibility to ensure that the qualifications for each staff person or consultant meet
the criteria set forth in the corresponding Project Description.

iii. Provide a detailed staffing schedule to indicate the staffing patterns and/or staff to
consumer ratios for your proposed program. The schedule should also indicate when
the Administrator or Director will be present to provide training and supervision.

iv. Provide information on salary levels and benefits.

v. Explain your plan to recruit, train, and retain quality staff.


SECTION 5 - START-UP OBJECTIVES - (Provider's responsibility)

        a. For Specialized Residential Facilities 
               - Projected time line of activities to include but not limited to:
                   i. Site selection & acquisition 
                  ii. Site renovations
                 iii. Obtaining a license from CCL with non-ambulatory clearance
                 iv. Recruiting, hiring and training staff
                  v. Submission and approval of a complete program design
                 vi. Involvement in activities leading to the transition of the consumer from the
                      SDC and/or Diversion program
                vii. Facility opening date
               viii. A plan for after the facility is vendored for ongoing services and how your
                    agency will support the cost of the facility as placements transition into the                          home.

          b. For Community Access Services
                 - Projected time line of activities to include but not limited to:
                     i. Acquisition of an office in the San Fernando Valley
                    ii. Person Centered Training for all staff through a NLACRC approved provider
                   iii. Acquiring a Positive Behavior Intervention Trainer (Pro-Act or PCMA)
                   iv. Submission and approval of a complete program design
                    v. Involvement in activities leading to the transition of the consumer from the
                       SDC and/or community 
                   vi. A plan for after the program is vendored for ongoing services and how your                         agency will support the cost of the program as placements transition into
                       the program.

SECTION 6 - EXECUTIVE SUMMARY OF PROGRAM DESIGN - (Provider's
responsibility)

BRIEFLY address the following elements:

                  vii. Philosophy and Statement of Purpose in regards to specific service/
                       development/project you are applying for.
                  viii. The program’s instructional strategies, techniques and intervention methods                          to be utilized. Please provide a  statement regarding how the program will
                        have a “no-refusal” policy to referrals vetted by the CPP unit/team
                   ix. Anticipated individuals’ outcomes
                    x. Staffing
                   xi. Management oversight
                            - Employee qualifications
                            - Contingency plans
                            - Staff training and development approaches
                            - Consultants’ qualifications
f. How the program will seek out and access ancillary/generic resources to ensure ongoing
   health, safety and growth of the individuals the program would support.  (ex. Mental
   Health services, dentist, probation, public transportation)
g. How the program will comply with HCBS and CMS Final Rule. 
h. Operations/Location
         -    Office location and hours
         -    Area/location of services and hours
i. Describe your agency’s orientation to continuous quality improvement, learning and
   self-evaluation as it relates to this service.

ATTACHMENT A – PROPOSED BUSINESS PLAN - (Attachment Click Here) 

ATTACHMENT B – AUDITED FINANCIAL STATEMENT – (Provider’s responsibility)
If you are not required to have audited financials, please submit your balance sheet, income statement and your cash flow statement for the last quarter.  

ATTACHMENT C – BUDGET FORM FOR START-UP COST – (Attachment Click Here)

ATTACHMENT D – ONGOING COST STATEMENT – (Attachment Click Here)
This may be requested at a later date in excel format.

ATTACHMENT E – STATEMENT OF OBLIGATION (Attachment Click Here)

ATTACHMENT F – VENDOR APPLICATION – DS1890 (Attachment Click Here)
     - Sample provided.  The DS1891 will be filled out by the individual/agency awarded the
       RFP prior to full execution of the start-up contract

ATTACHMENT G – APPLICANT/VENDOR DISCLOSURE STATEMENT – DS1891
(Attachment Click Here)


ATTACHMENT H – HOME & COMMUNITY BASED SERVICES PROVIDER AGREEMENT (Attachment Click Here)

ATTACHMENT I – SERVICE PROVIDER’S INSURANCE POLICY (Attachment Click
Here)


ATTACHMENT J – CalPERS – NOTICE OF EXCLUSION (Attachment Click Here)

ATTACHMENT K – EQUITY & DIVERSITY STATEMENT (Provider’s responsibility)

     a. Provide a statement outlining applicant’s plan to serve diverse populations, including,
         but not limited to, culturally and linguistically diverse populations. 
     b. Provide examples of applicant’s commitment to addressing the needs of those diverse
         populations. 
     c. Provide any additional information that the applicant deems relevant to issues of equity
        and diversity. 




 


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