Early Intervention Part C Program

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Jun 18, 2020
Due Date: Jul 17, 2020
Solicitation No: RFP 720-4790-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFP 720-4790-1
  • Early Intervention Part C Program
  • Small Business Set-Aside Award Priority
  • Status: Open
  • Time Left:28 days
  • Closing: 7/17/20 4:30 PM
  • Issued: 6/18/20 4:46 PM
  • Last Amended:
  • Buyer:Gabriel Washington
  • Gabriel.Washington@dbhds.virginia.gov
  • 804-930-4710

  • Issued By:Department of Behavioral Health and Developmental Services
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Portsmouth, VA
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the Local Lead Agency for the Portsmouth Early Intervention Part C Program.

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720-4790, RFP Solicitation.pdf (1.32 MB) 720-4790, RFP-Early Intervention Part C Program 06/18/20 Solicitation

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THE DEPARTMENT OF BEHAVIORAL HEALTH AND
DEVELOPMENTAL SERVICES (DBHDS)
1220 BANK STREET
RICHMOND, VA 23219
Issue Date: June 18, 2020
RFP# 720-4790
Title: Early Intervention Part C Program
Commodity Code: 94807, 95259 and 95277
Issuing Agency:
Using Agency And/Or Location
Where Work Will Be Performed:
Commonwealth of Virginia
Department of Behavioral Health and Developmental Services
Procurement Office
1220 Bank Street, Richmond, VA
Richmond, Virginia 23219
Portsmouth, VA
Initial Period Of Contract: From ________________ Through __________________ (*Renewable).
Sealed Proposals Will Be Received Until July 17, 2020, 4:30 PM For Furnishing The Goods/Services Described Herein.
Time and Date
All Inquiries For Information Should Be Directed To: Gabriel.Washington@dbhds.virginia.gov Phone: (804) 930-4710.
ALL PROPOSALS MUST BE MAILED OR HAND DELIVERED TO ISSUING AGENCY SHOWN ABOVE TO THE ATTENTION OF
(insert buyer). NOTE: It is recommended that SEALED PROPOSALS be submitted in advance of the due date and time set for receipt of
proposals.
In compliance with this Request For Proposals (RFP) and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all
goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation, and the undersigned firm hereby
certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.
* Virginia Contractor License No. _____________________ * DSBSD-certified Small Business No. ________________
Class: __________ Specialty Codes: __________________
Name And Address Of Firm:
_____________________________________________
_____________________________________________
_____________________________________________
__________________________Zip Code:___________
eVA Vendor ID or DUNS #: ______________________
Fax Number: (___) ____________________________
E-mail Address: _______________________________
Date: ________________________________________
By: ________________________________________
( Signature In Ink)
Name: ________________________________________
(Please Print)
Title: _________________________________________
Telephone Number: (___)_________________________
* PREPROPOSAL CONFERENCE: There will NOT be a preprosal conference, due to the COVID-19 pandemic.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder
or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status
or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not
include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that
invitation to bid or request for proposal.
RFP# 720-4790
Page 1 of 45
TABLE OF CONTENTS
PAGE
I.
PURPOSE:
4
II.
BACKGROUND:
4
III. DEFINITIONS:
4
IV.
SCOPE OF WORK:
7
V.
PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:
19
VI. EVALUATION AND AWARD CRITERIA:
22
VII. REPORTING AND DELIVERY INSTRUCTIONS:
22
VIII. PREPROPOSAL CONFERENCE:
23
IX. GENERAL TERMS AND CONDITIONS:
23
X.
SPECIAL TERMS AND CONDITIONS:
30
XI. FEDERAL PROVISION:
33
XII. METHOD OF PAYMENT:
36
XIII. PRICING SCHEDULE:
36
ATTACHMENT A: SMALL BUSINESS SUBCONTRACTING PLAN
37
ATTACHMENT B: Plans for Utilization of DSBSD-Certified Small Businesses for this Procurement 38
ATTACHMENT C: OFFEROR’S DATA SHEET
39
RFP# 720-4790
Page 2 of 45
ATTACHMENT D: STATE CORPORATION COMMISSION FORM
40
ATTACHMENT E: PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION 41
ATTACHMENT F: BUSINESS ASSOCIATE AGREEMENT
42
ATTACHMENT G: ADDITIONAL FEDERAL ENTITY SPECIFIC PROVISIONS
45
RFP# 720-4790
Page 3 of 45
I. PURPOSE:
The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive
negotiations for the Local Lead Agency for the Portsmouth Early Intervention Part C Program.
II. BACKGROUND:
The contract with the Portsmout CSB to run the Early Intervention Part C program was terminated, effective February 6,
2020 for not meeting contract requirements. This contract is one of 40 that are overseen by the Department of Behavioral
Health and Developmental Services (DBHDS) to run the local Early Intervention Part C programs. Since the termination
of the Portsmouth CSB Early Intervention Part C contract, the Early Intervention Part C staff at DBHDS are overseeing
the provision of service to Portsmouth infants, toddlers, and their families. An RFP is requested in order to select a new
contracted provider to run the Portsmouth program.
III. DEFINITIONS:
Administrative Expenses - Operational costs incurred by the Local Lead Agency as a result of administering the local
Part C Contract (e.g. fiscal management, development of contracts with providers).
Certification Process - A required process for all Part C service coordinators and providers, with the exception of
physicians, audiologists and registered dietitians. Initial certification includes the completion of the Early Intervention
Training Modules with an accuracy rate of at least 80%, completion of a required application, review of licensure and
approval of the certification. Recertification is required every three years and includes completion of a required
application, review of licensure, documented completion of a minimum of thirty (30) hours of continuing education related
to early intervention and approval of the certification. Providers may not provide Part C services without the approved
current certification.
Data Verification - Process by which the DBHDS reviews and verifies the accuracy of data received from the Local Lead
Agency to meet Federal and State reporting requirements.
Days – As used within this Contract, refers to calendar days unless clearly specified otherwise.
Determination - A part of Virginia’s General Supervision and Monitoring System identified through Part C of the
Individuals with Disabilities Education Act, as amended, (“Part C of IDEA,” “Part C,” or “IDEA”) (20 U.S.C.§1416(d)),
requiring the DBHDS to review and analyze Local Lead Agency data results on Virginia’s Monitoring Indicators,
(including the history, nature and length of time of any reported noncompliance, and any evidence of correction),
monitoring visits and any other public information, to determine annually if the Local Lead Agency (i) meets the
requirements and purposes of Part C of IDEA; (ii) needs assistance in implementing the requirements; (iii) needs
intervention in implementing the requirements; or (iv) needs substantial intervention in implementing requirements of
Part C of IDEA.
Direct Services – A budget category based on the services designated by federal requirements under IDEA. The services
included as budget line items are Assistive Technology Devices; Audiology; Eligibility Determination; Assessment for
Service Planning; Counseling; Health; Nursing; Nutrition; Occupational Therapy; Occupational Therapy – Assistive
Technology Services; Physical Therapy; Physical Therapy – Assistive Technology Services; Psychology; Service
Coordination; Service Coordination – Targeted Case Management; Social Work; Developmental Services (formerly
called Special Instruction); Speech Language Pathology; Speech Language Pathology – Assistive Technology Services;
Transportation; Vision; and other entitled Part C services (i.e., services that may be entitled through the Individualized
Family Service Plan process but are not listed above). Part C of IDEA requires the following to be provided at no cost to
families: Child Find, Service Coordination, Eligibility Determination and Assessment, Individualized Family Service
Plan (IFSP) development and procedural safeguards.
Early Intervention Services – Services provided through Part C of IDEA (20 U.S.C.§1431 et seq.) that are designed to
meet the developmental needs of each eligible child and the needs of the family related to enhancing the child’s
development and provided to children from birth to age three.
RFP# 720-4790
Page 4 of 45
Eligibility – Children from birth to age three are eligible for early intervention services in the Commonwealth of Virginia
if they have one or more of the following: (i) a twenty-five percent developmental delay in one or more areas of
development, (ii) atypical development, or (iii) a diagnosed physical or mental condition that has a high probability of
resulting in a developmental delay.
Enforcement Actions – A part of Virginia’s General Supervision and Monitoring System identified through Part C
of IDEA (20 U.S.C. §1416(a), (e)(1)-(3), (5); 1442), requiring DBHDS to monitor implementation of the Individuals
with Disabilities Education Act and to make determinations annually about the performance of each Early
Intervention System as outlined in 34 C.F.R. § 303.700(a)(2) and enforce Part C requirements consistent with 34
C.F.R. § 303.700(a)(3) using appropriate enforcement mechanisms.
Family-Centered Practices – A way of planning and providing early intervention services in which families are involved
in all aspects of decision-making, families’ cultures and values are respected, and families are provided with accurate and
sufficient information to be able to make informed decisions. Family-centered practices include establishing an active
parent-provider partnership; considering family routines, activities and natural settings throughout the early intervention
process (from child find, intake, assessment, IFSP development, and delivery of entitled services through transition);
keeping the focus of early intervention supports and services on increasing the child’s participation in family and
community activities identified by the family; and supporting the family in identifying learning opportunities and
enhancing their child’s development.
Family Survey – A professional survey which is nationally validated and administered to families for the purpose of
collecting Family Outcomes Data as required by the Office of Special Education Programs (OSEP) for the State
Performance Plan as well as for improvement planning and monitoring.
Fidelity Assessment – A process for measuring the extent to which an evidence-based practice is being implemented as
intended.
Fiscal Monitoring and Verification Process - The procedures and mechanisms used by DBHDS to ensure each Local
Lead Agency has procedures that are reasonably designed to ensure:
1. The timely obligation and use of IDEA funds at the local level; and
2. The use of IDEA funds at the local level are in accordance with the Section 4.0 Fiscal Assurances of this
Contract.
Focused Monitoring - A process that purposefully selects priority areas to examine for compliance/results while not
specifically examining other areas for compliance to maximize resources, emphasize important variables and increase the
probability of improved results. (Definition adopted by the National Center for Special Education Accountability
Monitoring (NCSEAM) National Advisory Board).
General Supervision and Monitoring System – The procedures and mechanisms used by DBHDS to ensure compliance
with all requirements of Part C of IDEA, adherence to State requirements related to Part C, and continuous quality
improvement by each Local Lead Agency, its employees and/or contracted providers.
Improvement Plan – A written plan developed by a local Part C system in collaboration with Infant & Toddler
Connection Technical Assistance and/or Monitoring Consultants with explicit strategies and activities which serves as a
mechanism to ensure:
1. Correction of noncompliance as soon as possible but not more than one year from the date of notification of
noncompliance; and/or
2. Improved performance on results indicators; and/or
3. Correction or improvement of policies, practices, procedures and/or results identified through other monitoring,
technical assistance or dispute resolution activities.
Individualized Family Service Plan (IFSP) – A written plan, as required by Part C of IDEA, to ensure the provision of
needed Part C early intervention services to eligible infants and toddlers and their families. The IFSP:
1. Is developed jointly by the family and appropriate qualified personnel providing early intervention services;
RFP# 720-4790
Page 5 of 45

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