Benefits Planning Services

STATE OF ARKANSAS
Arkansas Rehabilitation Services
1 Commerce Way, Suite 201
Little Rock, AR 72201
INVITATION FOR BID
SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Solicitation Number: ARS-26-0001 Solicitation Issued: March 5th, 2026
Description: Workforce Education and Benefits Planning Services
Division/Agency: Arkansas Rehabilitation Services
BID DUE DATE
Bid Response Due Date: April 2nd, 2026 Time: 2:00 pm Central Time
Bid responses for this Invitation for Bid must be delivered to the Department of Commerce on or before the
submission deadline. Bids received after the submission deadline may be rejected as untimely. See Section
1.2 for information regarding Live Bid Openings.
DELIVERY OF RESPONSE DOCUMENTS
Attention: Austin McClane, Procurement Coordinator
Department of Commerce
1 Commerce Way, Suite 501
Little Rock, AR 72201
Delivery Address and
IFB Opening Location
Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street
address on a schedule determined by each individual provider. These providers will
deliver based solely on the street address. Prospective Contractors assume all
risk for timely, properly submitted deliveries.
Seal outer packaging and properly mark with the following information. If outer
packaging of bid submission is not properly marked, the package may be opened for
bid identification purposes.
Bid's Outer Packaging
* Solicitation number
* Date and time of bid opening
* Prospective Contractor's name and return address
COMMERCE CONTACT INFORMATION
Buyer's Direct Phone
Buyer: Austin McClane 501-537-6824
Number:
Department's Main
Email Address: Acom.Procurement@arkansas.gov 501-682-1121
Number:
Department Website: https://commerce.arkansas.gov/
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SECTION 1 - INFORMATION AND INSTRUCTIONS
1.1 INTRODUCTION
This Invitation for Bid (IFB) is issued by the Department of Commerce for Arkansas Rehabilitation
Services to obtain pricing and a contract for Benefits Planning Services throughout the State of Arkansas.
Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.
1.2 LIVE BID OPENING
The live proposal opening will be April 2nd, 2026 at 2:00 pm.
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1.3 TYPE OF CONTRACT
A. As a result of this IFB, the Department intends to award a contract to a single Contractor (see
Contractor Selection).
B. The anticipated starting date for any resulting contract is July 1st, 2026 except that the actual contract
start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting
a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will
honor its bid as being held open as irrevocable for this period.
C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the
Contractor and Department, the contract may be renewed by the State for up to six (6) additional
one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7)
consecutive years.
D. The State of Arkansas Services Contract (form SRV-1), which incorporates this Agreement by
reference, constitutes the entire agreement with respect to its subject matter, and supersedes any
previous proposals or other communications and any previous agreements. In the case of any
inconsistency or conflict, the term of the State of Arkansas Services Contract shall be controlling.
1.4 DEFINITION OF TERMS
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same
meaning herein.
B. The terms "Invitation for Bid," "IFB," and "Solicitation" are used synonymously in this document.
C. "Prospective Contractor" means a responsive and responsible bidder who submits a bid that meets
the Requirements and criteria set forth in this Solicitation.
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D. "Requirement" means a term, condition, provision, deliverable, Specification, or a combination
thereof, that is obligated under the Solicitation, resulting contract, or both.
E. "Shall" and "must" mean the imperative and are used to identify Requirements and Specifications.
F. "Specification" means any technical or purchase description or other description of the physical or
functional characteristics, or of the nature, of a commodity or service. "Specification" may include a
description of any Requirement for inspecting, testing, or preparing a commodity or service for
delivery.
G. "State" means the State of Arkansas. When the term "State" is used herein to reference any
obligation of the State under a contract that results from this Solicitation, that obligation is limited to
the Department using such a contract.
1.5 CONTRACTOR SELECTION
A. Award is expected to be made to the responsive and responsible Prospective Contractor determined
to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based
on the Estimated Total Cost of the Official Bid Price Sheet submitted by the Prospective Contractor.
B. The State reserves the right to determine that received costs from any vendor are unreasonable (too
high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the
offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is
potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,
and the offeror may be removed from consideration for a solicitation, at the sole discretion of the
State.
C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and
responsible Prospective Contractor if:
1. All bids received from responsive and responsible bidders exceed available funding; or
2. It appears that additional savings to the state may result from negotiation.
D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,
responsive and responsible Prospective Contractor.
1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or
until such time the State determines negotiations are no longer in the best interest of the state.
2. Negotiations are conducted at the sole discretion of the State.
E. Once the anticipated awardee has been determined, the anticipated award will be posted to the OSP
website (located here), generally for a period of fourteen (14) days prior to the issuance of a contract.
The postings are anticipated awards only, subject to protest.
F. A contract is not effective prior to final award being made by the State; some contracts may be
subject to Legislative review prior to final award.
1.6 CLARIFICATION OF SOLICITATION
A. Submit questions regarding this Solicitation via email to the Buyer on page one (1) of the IFB by
midnight, Central Time on or before March 12th, 2026.
1. For each question submitted, Prospective Contractor should reference the specific Solicitation
item number to which the question refers, as applicable.
2. Prospective Contractors' written questions will be consolidated and answered by the State as
deemed appropriate. The State's consolidated written response is anticipated to be posted to the
OSP website (located here) by the close of business on March 19th, 2026. If Prospective
Contractor questions are unclear or non-substantive in nature, the State may request clarification
of a question(s) or decline to answer.
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B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the
Prospective Contractor from submitting a Responsive Bid. Prospective Contractors should note that it
is the responsibility of the Prospective Contractor to seek resolution of all such issues, including
those relating to the terms and conditions of the contract, prior to the submission of a bid.
C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to
the bid opening.
D. An oral statement by the Department will not be part of any contract resulting from this Solicitation
and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless
it is reduced to writing and expressly adopted by the Department.
1.7 RESPONSE DOCUMENTS
A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)
of the IFB.
B. Bid Response Packet
1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation to
submit their bids.
2. The following are bid submission Requirements and must be submitted as part of a Prospective
Contractor's bid.
a. Signed Bid Signature Page; signature may be ink or digital.
b. Completed Bid Response Packet, which must be in English.
c. Completed Official Bid Price Sheet attached to Solicitation posting.
i. Pricing must be proposed in U.S. dollars and cents.
ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor
must bid unit price on the estimated quantity and unit of measure specified.
* The State may order more or less than the estimated quantity on term contracts, and
the Contractor shall sell to the Department quantities ordered at no more than the
bid price.
iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should
notify the Buyer at least seventy-two (72) hours before the bid opening time.
iv. Prices must be firm offers and adjustments may be negotiated at the time of contract
renewal/annually/quarterly.
* A request for a price increase must include supporting documentation demonstrating
that the increase in contract price is based on an increased cost to the Contractor
and that the proposed pricing is still competitive in the marketplace. The State has
the right to approve or deny any request for a price adjustment.
v. Discount from list bids pricing is not acceptable unless requested elsewhere in the
Solicitation.
vi. State and local sales taxes should not be included in the bid price. Trade discounts
should be deducted from the unit price and the net price should be shown in the bid.
vii. Travel, food, and lodging are not reimbursable under this Solicitation.
d. Copy of Prospective Contractor's Equal Opportunity Policy
i. Pursuant to Arkansas Code Annotated 19-11-104, OSP requires a Prospective
Contractor bidding on a state contract to submit a copy of the Prospective Contractor's
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Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an
EO Policy must submit a written statement to that effect.
e. Proposed Subcontractors Form (form SRV-1
3. The following items, which must be submitted prior to a contract award to the Prospective
Contractor, may also be included with the Prospective Contractor's bid response:
a. EO 98-04 Contract & Grant Disclosure Form (form SRV-1
4. Prospective Contractors should not include any other documents or ancillary information, such
as a cover letter or promotional marketing information.
C. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid
Price Sheet provided by the State.
D. Prospective Contractors' bids cannot be altered or amended after the bid opening except as
permitted by law or rule.
E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor's
bid response.
F. Prospective Contractors may submit multiple bids.
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SECTION 2 - SPECIFICATIONS AND REQUIREMENTS
2.1 OBJECTIVE AND GOALS
The Department seeks to solicit bids on the delivery of social security benefits information to students
who are in high school and receiving either Supplemental Security Income (SSI) or Social Security
Disability Insurance (SSDI) benefits.
2.2 BACKGROUND AND CURRENT ENVIRONMENT
The Work Innovation and Opportunities Act mandates Pre-employment transition services to be arranged
for students with disabilities to help them make career decisions once they leave the high school setting.
The students receive paid work experience because of these regulations. Arkansas Rehabilitation
Services has arranged paid work experience for these students.
Because these students are receiving SSI or SSDI benefits, when they earn money, their benefits check
can be discontinued or reduced. In some situations, the students and their families can end up owing
social security taxes if earnings are not reported correctly and with proper documentation. Additionally,
there are incentives that help students plan for full-time employment or training after high school, which
will eventually lead to ongoing employment for these students. The counseling on benefits planning will
ensure that students and their parents and guardians make informed choices about choosing work over
remaining on social security. This program aligns with the EO 10-17, the Employment First Initiative. The
counseling received meets the workplace readiness core component of Pre-employment Transition to
develop independent living; ( 361.48(a)(2) (iv).
The Pre-employment programs which create the work experiences, also known as "work-based learning
experiences"( 361.48(a)(2)(ii)) are defined in the federal regulations as: work-based learning
experiences, which may include in-school or after school opportunities, or experience outside the
traditional school setting (including internships), that is provided in an integrated environment in the
community to the maximum extent possible.
These work experience programs are being implemented across the State of Arkansas to students with
disabilities both on the school campus (for those that require this level of support) and off campus in the
community.
2.3 GENERAL REQUIREMENTS
A. The Contractor shall provide proof that staff providing services have undergone Work Incentives
Planning and Assistance (WIPA) training Program approved by the Social Security Administration
(SSA).
B. The Contractor shall provide proof that staff providing services have been approved by SSA as
WIPA benefits counselors.
C. The Contractor shall have at least 5 years of experience providing benefits planning to social
security beneficiaries.
2.4 OUTCOMES
A. The Contractor shall demonstrate the ability to provide services throughout the State of Arkansas to
288 school districts in 75 counties to conduct at least 400 contact hours of direct one-to-one
assistance on benefits planning to include:
1. reporting of wages to SSA,
2. conducting benefits queries on individual students as requested,
3. troubleshooting issues on individual student situations with SSA.
B. The Contractor shall demonstrate an understanding that the program focuses on serving students
with disabilities and their families to make informed decisions.
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C. The Contractor shall demonstrate the ability to provide assistance with completing the processes
and forms required by the SSA to obtain and maintain employment as a beneficiary, including:
1. providing assistance with obtaining the student earned income exclusion,
2. a plan for achieving self-support,
3. how to access continued Medicaid coverage while working.
D. The Contractor shall demonstrate to individual recipients how employment effects SSI benefits, SSDI
benefits, or both, and what protections and incentives are available related to the individual's
circumstances.
E. The Contractor shall provide 24 training sessions on benefits planning topics mutually agreed upon
by the Contractor and the State of Arkansas.
F. The Contractor shall participate in at-least 4 web-based training events hosted by Arkansas
Rehabilitation Services and Arkansas Transition Services throughout the year.
G. The Contractor shall work with the SSA to resolve issues related to benefits.
H. All students served will complete appropriate paperwork to receive the student earned income
exclusion and all students served will receive assistance documenting and reporting wages to the
SSA.
2.5 REPORTING
A. Monthly reports and invoicing should reflect training topics, locations, and individuals participating.
B. Satisfaction surveys should be submitted to ARS monthly and should reflect an overall "Satisfactory"
rating from participants.
2.6 PERFORMANCE STANDARDS
A. State law requires that contracts for services include an objective way for an agency to effectively
measure the level of performance provided by a Contractor at various stages of a contract as well as
the overall quality of services that a Contractor shall provide (Performance Standards).
B. Performance Standards shall not be amended unless they are agreed to in writing and signed by the
parties.
C. Failure to meet the minimum Performance Standards as specified will result in the assessment of
damages.
D. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or
respond to the insufficiency. The State has the right to waive damages if it determines there were
extenuating factors beyond the control of the Contractor that hindered the performance of services. In
these instances, the State has final determination of the performance acceptability.
E. Should any compensation be owed to the Department due to the assessment of damages, the
Contractor shall follow the direction of the Department regarding the required compensation process.
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TABLE A: PERFORMANCE STANDARDS
Criteria Standard Damages
Contractor shall:
* Explain plans for achieving
self-support
* Explain steps for reporting
wages to SSA
Failure to achieve performance
* Explain steps for obtaining
standards may lead to a 10%
student-earned income
reduction paid on the monthly
Financial Literacy Training and exception
invoice and a below standard
Education * Explain steps to access
rating placed on the vendor's
Medicaid
State Quarterly Vendor
* Explain accessing benefits Performance Report
through Section 301
* Explain maintaining
Medicaid coverage through
Section 1619b of the
Social Security Act
Contractor shall:
* Troubleshoot issues with
Failure to achieve performance
wage reporting
standards may lead to a 10%
* Conduct benefits inquiries
reduction paid on the monthly
as necessary
One-to-One Contact Hours invoice and a below standard
* Troubleshoot issues with
rating placed on the vendor's
benefits with the SSA
State Quarterly Vendor
* Assist students in Performance Report
obtaining earned income
exceptions
Failure to achieve performance
Contractor shall:
standards may lead to a 10%
* Submit monthly
reduction paid on the monthly
satisfaction surveys
Satisfaction Surveys invoice and a below standard
* Obtain overall
rating placed on the vendor's
"Satisfactory" rating from
State Quarterly Vendor
participants
Performance Report
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SECTION 3 - SOLICITATION TERMS AND CONDITIONS
3.1. ACCEPTANCE OF REQUIREMENTS
A. A Prospective Contractor's past performance with the State may be used to determine if the
Prospective Contractor is responsible (19-CAR 1-401).
1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.
B. A single Prospective Contractor must be identified as the prime contractor.
1. The prime Contractor shall be responsible for the resulting contract and jointly and severally
liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.
C. By submitting a bid, the Prospective Contractor represents and warrants:
1. That the prices in the bid have been arrived at independently, without any collusion with
another competing Prospective Contractor.
a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment,
and can be referred to the Attorney General's officer for investigation and appropriate legal
action (Arkansas Code Annotated 19-61-403 and 19-61-702).
2. That the Prospective Contractor has not retained a person to solicit or secure the resulting
contract upon an agreement or understanding for a commission, percentage, brokerage, or
contingent fee, except for retention of bona fide employees or bona fide established
commercial selling agencies maintained by the Prospective Contractor for the purpose of
securing business.
D. Qualifications, services, and commodities must meet or exceed the required Specifications as set
forth in the Solicitation.
3.2. GENERAL TERMS AND CONDITIONS
A. The Contractor must be registered as a vendor to receive payment and may register online by
visiting ark.org/vendor/index and clicking the Start Here button.
B. All payments to the Contractor under a resulting contract shall be made exclusively through ACH
(Automated Clearing House) direct deposit.
1. The Contractor shall provide the necessary banking information, including account number,
routing number, and any other details required to facilitate ACH direct deposits.
2. The Contractor shall be responsible for ensuring that the provided banking information is
accurate and up to date. Any delays or errors in payment caused by incorrect or outdated
information provided by the Contractor shall not be the responsibility of the Department.
3. The Department will process payments according to the agreed payment schedule, and all
payments made via ACH direct deposit shall be considered as duly received upon successful
transmission to the Contractor's designated bank account.
C. Pursuant to Arkansas State Procurement Law, the Contractor shall certify that, unless they offer to
provide the goods or services for at least twenty percent (20%) less than the lowest certifying
Prospective Contractor:
1. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of Israel (Arkansas Code Annotated 25-1-503),
2. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry (Arkansas Code
Annotated 25-1-1102).
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D. Pursuant to Arkansas Procurement Law, the Contractor shall certify that the Contractor does not
knowingly employ or contract with illegal immigrants and that the Contractor shall not knowingly
employ or contract with illegal immigrants during the aggregate term of any contract with the State or
any of its departments, institutions, or political subdivisions (Arkansas Code Annotated 19-60-105).
E. The Contractor shall invoice the State as required by the Department and should not invoice the
State in advance of delivery and acceptance of any commodities or services (Arkansas Code
Annotated 19-4-1206).
1. The Contractor should invoice the agency by an itemized list of charges. The Department's
purchase order number and/or the contract number should be referenced on each invoice.
2. Payment will be made in accordance with applicable State of Arkansas accounting procedures
upon acceptance of commodities and services by the Department.
3. Payment will be made only after the Contractor has successfully satisfied the Department as to
the reliability and effectiveness of the commodities or services purchased as a whole.
F. The Contractor should be able to accept the State's authorized VISA Procurement Card
(p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the
State when accepting the p-card as a form of payment.
G. The Prospective Contractor shall certify that they are not a company owned in whole or with a
majority ownership by the government of the People's Republic of China (a "Scrutinized Company")
and that they do not and shall not during the aggregate term of the resulting contract employ a
Scrutinized Company as a contractor (Arkansas Code Annotated 25-1-1203).
H. This IFB incorporates all terms of the Services Contract (SRV-1) Fillable Form (found here)
1. A Prospective Contractor's bid may be rejected if a Prospective Contractor takes exception to
any terms, conditions, or Requirements in this IFB.
I. The Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if
selected as the Contractor.
1. Items may only be modified if the legal requirement is satisfied and approved by the State during
negotiations.
J. Pursuant to Arkansas State Procurement Law, the Contractor shall in all other respects comply with
the laws, rules, and executive orders of the state that apply to the Contractor's performance under a
resulting contract.
3.3. PROPRIETARY INFORMATION
A. The release of public records is governed by the Arkansas Freedom of Information Act (Arkansas
Code Annotated 25-19-101 et. seq.).
B. Submission documents pertaining to the Solicitation become the property of the State and may be
subject to the Arkansas Freedom of Information Act (FOIA).
C. In accordance with FOIA, and to promote maximum competition in the State competitive sealed
bidding, the State may maintain the confidentiality of certain types of information described in FOIA.
Such information may include trade secrets and other information exempted from public disclosure
pursuant to FOIA.
D. Under no circumstances will pricing information submitted in response to an invitation for sealed bids
be designated as confidential after the sealed bids have been opened.
E. Consistent with and to the extent permitted under FOIA, any Prospective Contractor may designate
appropriate portions of a bid as confidential by submitting a redacted copy of the bid. By so redacting
any information contained in the bid, the Prospective Contractor warrants that, after having received
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