North Los Angeles County Regional Center (NLACRC) is seeking proposal submissions for the development of Money Management services to support adult consumers who reside in residential placement and who require assistance in managing third party benefits, such as Social Security benefits and Medi-Cal benefits.
All applicants must demonstrate that they possess the necessary relevant professional experience and organizational capacity to create and sustain the provision of this service. Relevant experience includes understanding of Social Security Administration, Social Security Supplemental Income ("SSI") and SSA benefits, Medi-Cal benefits, accounting systems and practices, financial recordkeeping, budget development, and successful experience with the provision of direct services related to the management of monies and third party benefits for individuals with developmental disabilities.
All applicants must demonstrate familiarity with California Code of Regulations, Title 17, general provisions and be eligible for vendorization by NLACRC or have an existing vendorization for money management services with another regional center.
An informational meeting to answer questions about this RFP will be held on Monday, March 26, 2018 at 1:30 p.m. in 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. Copies of the RFP will also be available at the informational meeting. Attendance at the informational meeting is not required for those who wish to submit a proposal.
The deadline for submission of proposals is Monday, April 30, 2018
A. OVERVIEW OF RFP:
North Los Angeles County Regional Center (“NLACRC”) is seeking one (1) service provider to provide money management services to individuals with developmental disabilities who reside in residential facilities and require money management services. Currently NLACRC is representative payee for nearly 1,500 individuals with developmental disabilities who reside in a residential facility. NLACRC intends to transition its representative payeeship of the nearly 1,500 consumers from NLACRC to the applicant selected to provide money management services through the RFP process. As part of the service provider's responsibilities, the service provider will be working closely with Social Security Administration, Medi-Cal, NLACRC accounting staff, NLACRC case management staff, and a variety of residential service providers to ensure continuity of services and benefits for NLACRC consumers residing in residential facilities.
In addition to the qualifications outlined below, all applicants must demonstrate familiarity with California Code of Regulations (CCR), Title 17, Section 54310 through 54390, vendor application requirements, and be eligible for vendorization by NLACRC or have an existing vendorization for money management services with another regional center.
Vendorization is the process for identification, selection, and utilization of service providers based on the qualifications and other requirements necessary in order to provide services to consumers. The vendorization process allows regional centers to verify, prior to the provision of services to consumers, that an applicant meets all of the requirements and standards specified in regulations and statutes.
All material and information provided herein is for the sole use of the applicants applying for this Money Management Service RFP.
NLACRC invites all interested parties, meeting the qualifications described below, to review the information listed herein and submit a proposal to NLACRC for consideration. NLACRC appreciates your interest in responding to this RFP to meet the unique needs of adult consumers who are living in a residential facility and require money management services.
B. RFP SUBMISSION PERIOD
NLACRC will accept written proposals from interested parties effective March 2, 2018 through April 30, 2018
C. BACKGROUND OF NLACRC:
NLACRC is a private, nonprofit corporation, which contracts with the State of California’s Department of Developmental Services (“DDS”), to provide services and supports to persons with developmental disabilities and their families in the San Fernando, Santa Clarita, and Antelope Valleys. Developmental disabilities include intellectual disabilities, epilepsy, autism, and cerebral palsy. The Internal Revenue Services (“IRS”) has established NLACRC as a 501(c)(3) corporation.
NLACRC serves developmentally disabled consumers from infants to adults. Currently, NLACRC serves over 25,000 consumers in its catchment area, of which NLACRC is currently representative payee for nearly 1,500 consumers who both (1) receive SSI, SSA, Medi-Cal and other third party benefits and (2) reside in residential facilities.
Services and supports provided by NLACRC to our consumers include diagnostic, evaluation, case management, and early intervention services. In addition, NLACRC purchases services from over 1,000 entities or individuals in NLACRC’s catchment area. The purchased services include, but are not limited to, out-of-home residential services, community-based day programs, transportation, independent living services, supported living services, Early Start services for children under the age of 3 years, family supports, such as day care or respite, and behavioral intervention services.
NLACRC’s funding for both the operations of the regional center and the services purchased for consumers comes from the DDS. NLACRC’s budget for fiscal year 2017-2018 is $442,249,951 ($50,050,585 regional center operations and $392,199,366 for purchase of services). NLACRC anticipates similar funding from DDS in future years.
More information regarding NLACRC and the services provided by NLACRC can be found on NLACRC’s website at www.nlacrc.org.
D. QUALIFICATIONS OF A MONEY MANAGEMENT SERVICE PROVIDER
Applicants applying for vendorization to provide Money Management services must be able to demonstrate that they satisfy the following qualifications:
1. Verifiable experience in providing Social Security and Medi-Cal representative payee services for individuals.
2. Verifiable experience managing SSI, SSA, Medi-Cal and other third party benefits3. Accounting knowledge, education and experience sufficient to successfully perform money management services.
4. Demonstrate that officers, directors, owners, management employees or agents thereof have not (i) been convicted of any felony or misdemeanor involving fraud or abuse in any government program, or (ii) been found liable for fraud or abuse in any civil proceeding, or (iii) entered into a settlement in lieu of conviction for fraud or abuse in any government program, within the previous ten years.
5. Must have a physical business office in the NLACRC catchment area. Business office must have the capacity to securely store confidential consumer record and provide space and accommodations for meeting with NLACRC's staff, service providers or consumers.
6. Possession of a computerized accounting system.
7. Business must be in good standing with the California Secretary of State.
8. Must be able to demonstrate insurance coverage that complies with NLACRC's service provider insurance policy and contractual requirements.
E. MAXIMUM RATE OF REIMBURSEMENT
The rate of reimbursement for money management services will be negotiated between the regional center and the applicant up to one of the maximum allowable rates:
$27.25 per hour per consumer; or
$42.11 per month per consumer
Pursuant to Welfare & Institutions Code (WIC), Section 4691.9, no regional center may negotiate a rate with a new service provider, for services where rates are determined through a negotiation between the regional center and the provider, that is higher than the regional center’s median rate for the same service code and unit of service, or the statewide median rate for the same service code and unit of service, whichever is lower. The unit of service designation must conform to an existing regional center designation, or if none exists, a designation used to calculate the statewide median rate for the same service. The above rates reflect the median rates for money management services.
Note: There is zero ($0) Start-Up funding available for this service.
F. PROPOSAL PREPARATION GUIDE
The following information is provided to assist the applicant in preparing their proposal:
11. Copy of the last two years of independent audit or review reports
12. Completed IRS W-9 Form
H. SELECTION TIMETABLE IS AS FOLLOWS:
1. Applicants conference on Monday, March 26, 2018 at 1:30 p.m. at NLACRC’s Chatsworth office located at 9200 Oakdale Avenue, Suite 100; Chatsworth, CA 91311
2. Proposals due to NLACRC no later than April 30, 2018
3. Interviews week of May 14-18, 2018
4. Selection by June 1, 2018
5. Money Management Service Provider Contracting Paperwork completed by July 13, 2018
a. Attachment E: Vendor Application (Form DS 1890)
b. Attachment G: Home & Community Based Services Provider Agreement
c. Attachment H: Money Management Provider Contract
6. Present Contract for Administrative Affairs Review: July 25, 2018
7. Present Contract for Board Approval: August 8, 2018
8. The money management service provider awarded contract should be ready to provide money management services beginning September 1, 2018
I. SUBMISSION OF PROPOSALS
All proposals must conform to the attached Proposal Writing Guidelines and Content Requirements. The applicant must submit the completed proposal as one electronic copy to firstname.lastname@example.org. No fax copies will be accepted. The proposals must be complete, typewritten, collated, and page numbered. No proposals will be accepted after the deadline.
DEADLINE FOR SUBMISSION OF PROPOSALS
April 30, 2018
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 reserves the right to withdraw RFP and/or any item within 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. There are no start-up funds associated with this RFP.
NLACRC PROPOSAL WRITING GUIDELINES
The applicant is required to submit an electronic copy in a word compatible document. An application will 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 format so proposal will print out on a standard 8 ½ x 11 paper
• Proposal must be typed using a standard font (12).
• Every page must be numbered consecutively.
• The “Proposal Title Page” must be the first page of the proposal.
• The proposal must include a Table of Contents that corresponds to Content Requirements.
• All sections of the Content Requirements must be addressed in the proposal.
J. EVALUATION CRITERIA
The RFP Evaluation Committee will use the criteria below to rate proposals submitted by money management companies. Each proposal shall be oranized into the following five (5) sections, which are described in Attachment B, Table of Contents and Proposal Requirements. Each section will receive a maximum score as follows:
Money Management Experience; insurance;
business office within NLACRC's catchment area;
status with Secretary of State
Organizational chart; qualifications and experience of
staff; staff recruitment, staff training
Independent Audited Financial Statements or Independent
Experience providing money management services, experience
providing representative payee services; experience working with
Medi-Cal; experience working with individuals with developmental
disabilities; established accounting software system; experience
coordinating benefits with different entities; ability to support 1,500
consumers and add new consumers to meet changes in service.
Total Maximum Points
K. TIMELINE FOR DEVELOPMENT:
The programs should be ready to provide money management services to consumers no later than September 1, 2018.
L. 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 pursuant to Title 17 Section 54500 et al. Applicants, including members of the governing board, must be in good standing in regards to all services vendored with any regional center.
M. SELECTION PROCEDURES:
All proposals received by the deadline will be reviewed and scored by the RFP Evaluation Committee established by NLACRC. The RFP Evaluation Committee shall be comprised of at least four (4) members, the majority of whom shall have experience in evaluating, procuring, or providing money management services. Proposals will be reviewed for completeness, experience, qualifications, fiscal stability of applicant, reasonableness of costs, and the ability of applicant to identify and achieve consumer outcomes, and the ability of the proposed project to address identified needs of NLACRC.
N. AWARD PROCESS Upon selection of a money management service provider, NLACRC will issue an Award Letter to the applicant selected for the provision of money management services. The award letter will provide instructions for completing the contracting process, to include the Vendor Application (Attachment E); Home & Community Based Services Provider Agreement (Attachment F); Money Management Service Provider Contract (Attachment G); and documentation of appropriate insurance. The applicant selected will be expected to complete and submit all required documentation to complete the contracting process by July 13, 2018, in order to provide NLACRC’s Board of Trustees the opportunity to review and approve the contract on August 8, 2018, so that the money management services may start on September 1, 2018.
O. 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 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 Request for Proposal guidelines. This Request for Proposal is being offered at the discretion of NLACRC. It does not commit the regional center to develop any project. The selection of a finalist through this Request for Proposal does not commit the regional center to refer consumers for services to the selected finalist.
P. COSTS FOR PROPOSAL SUBMISSION:
Applicants responding to the Request for Proposal shall bear all costs associated with the development and submission of a proposal.
Q. INQUIRIES/REQUEST FOR ASSISTANCE
All additional inquiries regarding the application or requesting technical assistance should be directed to:
Vendorization questions Anna Polin, Resource Developer at email@example.com or (818) 756-6487.
Money Management Proposal Questions:
Vini Montague, Director of Finance at VMontague@nlacrc.org or 818-756-6388. 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.
R. PROTEST PROCEDURE
Within thirty (30) days of selecting the applicant, NLACRC shall post on its website the intent to award notice to include the applicant selected and the contract award date. All unsuccessful applicants shall be notified by NLACRC in writing ten (10) days prior to posting the intent to award notice on NLACRC’s website. All unsuccessful applicants have the right to protest NLACRC’s notice of intent to award the contract. Unsuccessful applicants shall have ten (10) days upon receipt of intent to award notice to protest the intent to award the contract (“Protest”). If the unsuccessful applicant does not submit the written Protest within the ten (10) day period, NLACRC shall deny such Protest and the Intent to Award notice shall be deemed final. Protests shall be in writing and shall state the grounds (s) for the protest. All Protests must be mailed, emailed, or faxed to the following address:
NLACRC shall take one of the following steps below, within thirty (30) days upon receipt of a written Protest:
1. Not award the contract until the protest has been withdrawn or the regional centers has resolved the protest; OR
2. Terminate the RFP process by notifying all bidders in writing within ten (10) days after the decision to terminate the contract award process; and correct the disputed items and rebid the contract; OR
3. Allow all interested bidders to participate in the negotiated rate contract process.
Use Standard size (8 ½ x 11) paper.
Proposal must be typed using a standard font (12), double-spaced pages.
Every page must be numbered consecutively.
The “Proposal Title Page” (see Attachment C) must be the first page of the proposal.
The proposal must include a Table of Contents that corresponds to Content Requirements.
All sections of the Content Requirements must be addressed in the proposal.