Developmental Disability Services

Agency:	State Government of Arkansas
State:	Arkansas
Type of Government:	State & Local
NAICS Category:	624120 - Services for the Elderly and Persons with Disabilities
Posted Date:	Feb 2, 2024
Due Date:	Feb 28, 2024
Solicitation No:	710-24-015
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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STATE OF ARKANSAS

Department of Human Services

Office of Procurement

700 Main Street

Little Rock, Arkansas 72201

INVITATION FOR BID

BID SOLICITATION DOCUMENT

Bid Number:

Description:

Agency:

SOLICITATION INFORMATION

710-24-015

Solicitation Issued: February 2, 2024

Developmental Disability Services

Department of Human Services, Division of Children and Family Services (DCFS)

SUBMISSION DEADLINE

Bid Submission Date/Time

February 28, 2024,1:00

p.m. Central Time

Bid Opening Date/Time:

February 28, 2024, 2:00 p.m.,

Central Time

Bids shall not be accepted after the designated bid submission date and time. In accordance with Arkansas Procurement Law and

Rules, it is the responsibility of vendors to submit proposals at the designated location on or before the bid submission date and time.

Bids received after the designated bid submission date and time shall be considered late and shall be returned to the vendor without

further review. It is not necessary to return “no bids” to the Office of Procurement.

Delivery

Address:

United States

mail (USPS):

Commercial

Carrier (UPS,

FedEx or USPS

Exp):

Bid’s Outer

Packaging:

DELIVERY OF RESPONSE DOCUMENTS

Arkansas Department of Human Services

Attn: Office of Procurement

700 Main Street

Little Rock, AR 72201

Arkansas Department of Human Services

Attn: Office of Procurement

P.O. Box 1437 Slot W345

Little Rock, AR 72203-1437

Arkansas Department of Human Services

Attn: Office of Procurement

112 West 8th Street, Slot W345

Little Rock, AR 72201

Delivery providers, USPS, UPS, and FedEx deliver mail to OP’s street address on a schedule

determined by each individual provider. These providers will deliver to OP 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 number Date and time of bid opening Prospective Contractor's name and return address

OP Buyer:

Email Address:

DHS Website:

OSP Website:

OFFICE OF PROCUREMENT CONTACT INFORMATION

David King

Buyer’s Direct Phone Number:

DHS.OP.Solicitations@dhs.arkansas.gov DHS’s Main Number:

https://humanservices.arkansas.gov/do-business-with-dhs

http://www.arkansas.gov/dfa/procurement/bids/index.php

501-683-6456

501-396-6045

Bid Solicitation Document

Bid No. 710-24-015

SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION

1.1 PURPOSE

This Invitation for Bid (IFB) is issued by the Office of Procurement (OP) for the Arkansas Department of Human

Services (DHS), Division of Children and Family Services (DCFS) to obtain pricing and contracts for daily living

services for children in DCFS custody with a primary diagnosis of intellectual or developmental disability.

1.2 INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND CONTRACT

In accordance with Arkansas Code Annotated §19-11-249, this proposal and resulting contract is available to any

State Agency or Institution of Higher Education that wishes to utilize the services of the selected proposer, and the

proposer agrees, they may enter into an agreement as provided in this solicitation.

1.3 TYPE OF CONTRACT

A. A Term contract will be awarded to multiple vendors.

B. Any resultant contract of this Bid Solicitation shall be subject to State approval processes which may include

Legislative review.

C. The term of this contract shall be for one (1) year. The anticipated starting date for the contract is July 1, 2024.

Upon agreement by the vendor and agency the contract may be renewed by the Office of Procurement (OP) on

a year-to-year basis, for up to six (6) additional one-year terms or a portion thereof not to exceed a total

aggregate contract term of seven (7) years.

1.4 ISSUING AGENCY

The OP, as the issuing office, is the sole point of contact throughout this solicitation process. Vendor questions

regarding this Bid Solicitation should be made through the State’s buyer as shown on page two of this document.

Vendor’s questions will be answered as a courtesy and at vendor’s own risk.

1.5 BID OPENING LOCATION

Bids submitted by the opening date and time will be opened via video conference. DHS will publish a link to the live

bid opening on the DHS website for public access. Individuals will not be permitted to attend in-person. If the bid

opening cannot be held as scheduled due to technical or other issues, DHS will publish an updated schedule and

video conference link on the DHS website.

1.6 DEFINITION OF REQUIREMENT

A. The words “must” and “shall” signify a Requirement of this solicitation and that vendor’s agreement to and

compliance with that item is mandatory.

B. Exceptions taken to any Requirement in this Bid Solicitation, whether submitted in the vendor’s bid or in

subsequent correspondence, shall cause the vendor’s bid to be disqualified.

1.7 DEFINITION OF TERMS

A. The State Procurement Official has made every effort to use industry-accepted terminology in this Bid

Solicitation and will attempt to further clarify any point of an item in question as indicated in Clarification of Bid

Solicitation.

B. The words “bidder,” “vendor,” and “contractor” are used synonymously in this document.

C. The terms “Invitation for Bid”, “IFB” and “Bid Solicitation” are used synonymously in this document.

1.8 RESPONSE DOCUMENTS

A. Bid Response Packet

1. An official authorized to bind the vendor(s) to a resultant contract must sign the Bid Signature Page.

2. Vendor’s signature on this page shall signify vendor’s agreement that either of the following shall cause

the vendor’s bid to be disqualified:

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Bid No. 710-24-015

a. Additional terms or conditions submitted intentionally or inadvertently.

b. Any exception that conflicts with a Requirement of this Bid Solicitation.

3. The following items shall be submitted with the Bid Response Packet in a sealed envelope:

a. EO 98-04 Contract and Grant Disclosure Form (Attachment A).

b. Copy of Vendor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)

c. Signed addenda to this IFB, if applicable. (See Requirement of Addendum.)

d. Documentation that vendor meets the minimum qualifications outlined in this IFB. (See Minimum

Qualifications.)

4. DO NOT include any other documents or ancillary information, such as a cover letter or

promotional/marketing information. Submit one (1) electronic copy of the response packet, excluding

the Official Bid Price Sheet, preferably on a flash drive and one (1) hard copy. To the extent

possible, all electronic files should be a single document in PDF format.

B. Official Bid Price Sheet. (See Pricing.)

5. Vendor’s original Official Bid Price Sheet must be submitted in hard copy format.

6. Vendor should also submit one (1) electronic copy of the Official Bid Price Sheet, preferably on a flash

drive, in a single PDF file.

7. The Official Bid Price Sheet, including the hard copy and electronic copy, must be separately sealed from

the Bid Response Packet and should be clearly marked as “Pricing.” Vendor must not include any pricing

in the hard copies or electronic copies of the Bid Response Packet.

1.9 AGREEMENT AND COMPLIANCE PAGE

A. Vendor must sign the Agreement and Compliance Page relevant to each section of the Bid Solicitation

Document. The Agreement and Compliance Page is included in the Bid Response Packet.

B. Vendor’s signature on this page shall signify agreement to and compliance with all requirements within the

designated section.

1.10 CLARIFICATION OF BID SOLICITATION

A Contractor may submit written questions requesting clarification of information contained in this Bid Solicitation.

Written questions should be submitted by 4:00 p.m., Central Time on February 9, 2024. Submit written

questions by email to the buyer as shown on page one (1) of this Bid Solicitation.

B. The attached response template (Attachment B) must be used for submission of all written questions. All

questions should include the information specified in the response template. Written questions submitted in a

different format may not be answered by DHS.

C. Contractor’s written questions will be consolidated and responded to by the State. The State’s consolidated

written response is anticipated to be posted to the OP website by the close of business on February 16, 2024.

D. Answers to verbal questions may be given as a matter of courtesy and must be evaluated at contractor’s risk.

1.11 SUBCONTRACTORS

A. Vendor must complete and submit the Proposed Subcontractors Form included in the Bid Response Packet to

indicate vendor’s intent to utilize, or to not utilize, subcontractors.

B. Additional subcontractor information may be required or requested in following sections of this Bid Solicitation.

Do not attach any additional information to the Proposed Subcontractors Form.

C. The utilization of any proposed subcontractor is subject to approval by the State agency.

1.12 PRICING

A. Vendor(s) must include all pricing on the Official Bid Price Sheet(s) only. Any cost not identified by the

successful vendor but subsequently incurred in order to achieve successful operation shall be borne by the

vendor. The Official Bid Price Sheet is provided in the Bid Response Packet.

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Bid No. 710-24-015

B. A justification of prices quoted should be attached to the Official Bid Price Sheet.

C. To allow time to evaluate bids, prices must be valid for one hundred twenty (120) days following the bid

opening.

D. Failure to complete and submit the Official Bid Price Sheet shall result in disqualification.

E. All bid pricing must be in United States dollars and cents.

F. The Official Bid Price Sheet may be reproduced as needed.

1.13 PRIME CONTRACTOR RESPONSIBILITY

A. A joint bid submitted by two (2) or more vendors is acceptable. However, a single vendor must be identified as

the prime contractor.

B. The prime contractor shall be held responsible for the contract and shall be the sole point of contact.

1.14 INDEPENDENT PRICE DETERMINATION

A. By submission of this bid, the vendor certifies, and in the case of a joint response, each party thereto certifies

as to its own organization, that in connection with this bid:

1. The prices in the bid have been arrived at independently, without collusion.

2. No prior information concerning these prices has been received from, or given to, a competitive

company.

B. Evidence of collusion shall warrant consideration of this bid by the Office of the Attorney General. All vendors

shall understand that this paragraph may be used as a basis for litigation.

1.15 PROPRIETARY INFORMATION

A. Submission documents pertaining to this Bid Solicitation become the property of the State and are subject to

the Arkansas Freedom of Information Act (FOIA).

B. In accordance with FOIA and to promote maximum competition in the State competitive bidding process, the

State may maintain the confidentiality of certain types of information described in FOIA. Such information may

include trade secrets defined by FOIA and other information exempted from the Public Records Act pursuant to

FOIA.

C. Prospective Contractor may designate appropriate portions of its response as confidential, consistent with and

to the extent permitted under the Statutes and Rules set forth above, by submitting a redacted copy of the

response.

D. By redacting any information contained in the response, the Prospective Contractor warrants that it has formed

a good faith opinion having received such necessary or proper review by counsel and other knowledgeable

advisors that the portions redacted meet the requirements of the Rules and Statutes set forth above.

E. Under no circumstances will pricing information be designated as confidential.

F. One (1) complete copy of the submission documents from which any proprietary information has been redacted

should be submitted on a flash drive in the Bid Response Packet. A CD is also acceptable. Do not submit

documents via email or fax.

G. Except for the redacted information, the redacted copy must be identical to the original hard copy, reflecting the

same pagination as the original and showing the space from which information was redacted.

H. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring the

electronic copy is protected against restoration of redacted data.

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Bid No. 710-24-015

I. The redacted copy will be open to public inspection under FOIA without further notice to the Prospective

Contractor.

J. If a redacted copy of the submission documents is not provided with Prospective Contractor’s Bid Response

Packet, a copy of the non-redacted documents, with the exception of financial data (other than pricing), will be

released in response to any request made under FOIA.

K. If the State deems redacted information to be subject to FOIA, the Prospective Contractor will be contacted

prior to release of the documents.

L. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective Contractor’s

confidential information ordered by a court of competent jurisdiction pursuant to FOIA or other applicable law.

1.16 CAUTION TO VENDORS

A. Prior to any contract award, all communication concerning this Bid Solicitation must be addressed through OP.

B. Vendor must not alter any language in any solicitation document provided by the State.

C. Vendor must not alter the Official Bid Price Sheet.

D. All official documents and correspondence related to this solicitation shall be included as part of the resultant

contract.

E. Bids must be submitted in the English language.

F. The State shall have the right to award or not award a contract, if it is in the best interest of the State to do so.

G. Vendor must provide clarification of any information in their response documents as requested by OP.

H. Bids must meet or exceed all defined specifications as set forth in this Bid Solicitation.

I. Bids must meet all terms and conditions of this Invitation for Bid and the laws of the State of Arkansas.

J. Vendors may submit multiple bids.

1.17 REQUIREMENT OF ADDENDUM

A. This Bid Solicitation shall be modified only by an addendum written and authorized by OP.

B. An addendum posted within three (3) calendar days prior to the bid opening shall extend the bid opening and

may or may not include changes to the Bid Solicitation.

C. The vendor shall be responsible for checking the following websites for any and all addenda up to bid opening:

https://humanservices.arkansas.gov/do-business-with-dhs

https://www.arkansas.gov/dfa/procurement/bids/index.php

1.18 AWARD PROCESS

A. Vendor Selection

1. Award will be made to lowest responsible, responsive bidder based on lowest total weighted daily

rate. Bidders must meet minimum qualifications. Bids must meet or exceed all defined

specifications. Bids must meet all terms and conditions of this Invitation for Bid and the laws of the

State of Arkansas.

2. Awarded Contractors will be listed by the lowest priced Contractor for daily living support services

for children or youth in DCFS custody with a primary diagnosis of intellectual or developmentally

disabled. The lowest overall Contractor shall be listed as the first contact. DHS may contact

Contractors in ascending order from lowest price to highest price based on proximity and

availability to the child or youth.

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Developmental Disability Services

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See Also

description	agency	opening date/time	bid number	buyer
Developmental Disability Services	Department of Human Services	02/28/2024 02:00 PM CST	710-24-015