Delaware Health And Social Services DIVISION OF MANAGEMENT SERVICES PROCUREMENT DATE: July 22, 2009 Hss 09 002 Part A: EARLY INTERVENTION PROVIDERS TO FIND CREATIVE NEW WAYS TO MEET GOALS OF TIMELY SERVICE DELIVERY AND PROVISION OF SERVICES IN THE NATURAL ENVIRONMENT. PART B: EARLY INTERVENTION PROVIDERS TO BECOME ACTIVE MEMBERS OF THE INDIVIDUALIZED FAMILY SERVICES PLAN (IFSP) TEAM TO PROMOTE RECOMMENDED PRACTICES ON TEAMING. FOR THE DEPARTMENT OF HEALTH AND SOCIAL SERVICES Date Due: AUGUST 26, 2009 11:00 AM ADDENDUM # 1 PLEASE NOTE: THE ATTACHED SHEETS HEREBY BECOME A PART OF THE ABOVE MENTIONED BID. SANDRA S. SKELLEY, CPPO PROCUREMENT ADMINISTRATOR (302)255-9291 ROSANNE GRIFF-CABELLI 255-9135 Early Intervention Providers to Find Creative New Ways to Meet Goals of Timely Service Delivery and Provision of Services in the Natural Environment RFP - HSS 09-002 (Questions and Answers) Pre-Bid Meeting July 22, 2009 1. Will there be penalties imposed if requirements for Part A or Part B are not reached? Answer 1: No 2. If we have multiple contracts that are eligible for these incentives how is it determined which will be awarded? i.e. Can we specify which ones we want considered? Can the agency pick which contract will be used? Will the agency pick all? or just one? Answer 2: It has to be the contract that provides direct services listed on the IFSP, and this does not include evaluations for eligibility. 3. We are currently bidding on contracts that would fit into this program, are they eligible for the incentive if we're awarded? Answer 3: No. The contracts that are considered for this incentive grant are services billable through EDS and/or Medicaid Managed Care Organizations. 4. Regarding Both Part A & Part B: On Page 11, the title page states that an agency must indicate in which counties services will be provided. May a state-wide agency submit a proposal for one, two or three counties? Answer 4: Yes. 5. If an agency can submit for each county, is an individual proposal needed for each county? Answer 5: No - one proposal could be submitted for each county or for any combination. 6. Regarding Part A: The criteria states $100 per child will be paid when the goal of 95% timely delivery of services is achieved throughout the year. Given the number of situations that a provider cannot control in this process before the referral is received, is the 95% goal achievement based on the providers ability to provide services from the time of referral as opposed to the start time of eligibility? Answer 6: It is from the time the parent consents for that service to the time the service starts. 7. On Page 6, the first bullet includes timely completion of transition evaluations. Will the start time for this be based on a referral from a Family Service Coordinator? Is the 95% goal achievement based on the provider’s ability to provide the services from the time that the referral is received? Answer 7: Transition evaluations are different from the start of services, and the timeframe begins when the Transition Evaluation Request form is sent / faxed to the provider. 8. If an agency chooses to submit for each county individually, will the 95% goal achievement be determined by the county or by that agency as a whole? Answer 8: The 95% goal will be based on each county if the agency chooses to submit individual proposals for each county. 9. Just to clarify— The method of documentation will be determined by the provider? Answer 9: It will be determined within the first month of the contract by the provider and approved by the contract manager. 10. Just to clarify --- There is the potential for completing this project and at year’s end coming up at 90% compliance and not receiving payment for any child? Answer 10: Yes 11. As for services in the natural environment, some families cannot or choose not to have services in the natural environment. Will providers be penalized if services are not in the natural environment? Answer 11: No, payment is not contingent on where services are provided. 12. Regarding the 30-day timeline from parent consent to start of services, is there opportunity to pinpoint any time lag that is beyond the control of the provider? For example, if CDW delayed getting the referral to the provider, and provider included documentation of this, will this be taken into consideration for payment? Answer 12: No. The only opportunity for consideration is due to exceptional family circumstances. We can make corrections early on in the process so that providers can try to increase compliance to 95% compliance. These requirements are the same ones that the federal government imposes on the early intervention programs. 13. Can the start-up period be determined by each provider, and what timeframe will be acceptable? Answer 13: (Note that this question was taken into consideration by the program and attendees were advised that the complete answer included here would reflect discussion held after the pre-bid meeting) Each provider should include in their proposal the length of start-up time, not to exceed 90 days from the initial contract date. Reimbursement will not be provided for any children who have written parental consent for start of services during the provider’s start-up timeframe. The 95% compliance timeframe will be less than one year based on the length of start-up time proposed by each provider. 14. As part of the contract negotiations process and in light of potential issues during the first quarter as this gets started, would there be any discussion for quarterly or semi-annually segments rather than annually, in order to achieve the 95% compliance goal? Answer 14: (Note that this question was taken into consideration by the program and attendees were advised that the complete answer included here would reflect discussion held after the pre-bid meeting) As indicated in the previous question, a start-up timeframe, determined by each provider and included in their proposal, but not to exceed 90 days, will be allowed. Reimbursement will not be provided for any children who have written parental consent for start of services during the provider’s start-up timeframe. 15. So there is no payment for the initial “start-up” time? Answer 15: (Note that this question was taken into consideration by the program and attendees were advised that the complete answer included here would reflect discussion held after the pre-bid meeting) Reimbursement will not be provided for any children who have written parental consent for start of services during the provider’s start-up timeframe. 16. So the 95% compliance timeframe would not begin until after the “start-up” period has passed? Answer 16: Yes 17. Is it possible to have payments made every quarter or every 6 months rather than on an all or nothing basis at the end of the contract year? Answer 17: (Note that this question was taken into consideration by the program and attendees were advised that the complete answer included here would reflect discussion held after the pre-bid meeting) No, quarterly or semi-annual payments will not be made. 18. Is there opportunity for questioning CDW Service Coordinators at time of referral to ask when the consent to refer for services was obtained, and discuss how to improve communication? Answer 18: Yes, and the Clinic Manager will be involved with this process. 19. Is there a reason why we did not do a per service reimbursement rather than a per child reimbursement? Answer 19: Reimbursement is on a per child basis because compliance requirements imposed by the federal government are on a per child basis. 20. So what happens if services are added on? Answer 20: For children with multiple services, each service timeline starts at the time the parent consents for that service to the time the service starts. Reimbursement is awarded on a per child basis, not per service. 21. Is it possible to bid on Part A or Part B? Answer 21: Yes, proposals may be for only Part A, or only Part B, or both Part A and Part B. 22. Regarding the reimbursement for Part B, based on budget approved, is the budget submitted with the proposal? Can the rates be per hour? For example, can the IFSP attendance rate be one rate, while other services are at different rates? Answer 22: Yes, an itemized budget is necessary so that we can see what rates relate to what services. 23. The teaming part of the RFP felt more vague with requirements. Was this intentional so providers can lay out the specifics? Answer 23: Yes. The goal is to increase teaming and participation in the IFSP meetings. We welcome different approaches to see what might be sustainable. 24. Can DHSS require additional tasks at a later date? Answer 24: Whatever is decided under contract negotiations will be set for rates, tasks, and involvement and will be determined before contract signature. 25. Can the CD have the proposal and forms as one file? Answer 25: Yes, as long as they are in the order specified. 26. Question regarding W-9 information submission. Answer 26: Please be aware that effective January 5, 2009, a new vendor process and use of the new Delaware Substitute Form W-9 will be implemented by the Delaware Division of Accounting. With the development of the new Delaware Substitute W-9, state organizations will no longer be responsible for collecting the Form W-9 from vendors. The vendor will have the capability of submitting the required Form W-9 electronically. 27. Question regarding Payment: Answer 27: Please note that the agencies or school districts involved will authorize any process for payment each invoice within thirty (30) days after the date of receipt. The contractor or vendor must accept full payment by procurement (credit) card and or conventional check and/or other electronic means at the State’s option, without imposing any additional fees, costs or conditions.