MICHIGAN DEPARTMENT OF CORRECTIONS



MICHIGAN DEPARTMENT OF CORRECTIONS

“Expecting Excellence Every Day”

MEMORANDUM

DATE: July 27, 2012

TO: File

FROM: Laura Campbell, Contracts Manager

Procurement

SUBJECT: Award Recommendation for Community-Based Substance Abuse Treatment

Lake County

RFP-LC-2012-004

GENERAL:

The Michigan Department of Corrections (MDOC) issued a Request for Proposal (RFP) for community-based substance abuse treatment in Lake County. The contract period is three-years with two one-year options.

BIDDERS:

The RFP was posted on Bid4Michigan on May 11, 2012, and four vendors responded by the due date of 3:00 p.m. (EST) on June 4, 2012.

1. Baldwin Family Health Care, Inc., Baldwin, MI

2. Catholic Charities of Michigan, Ann Arbor, MI

3. Medical 24 Seven, Inc., Ann Arbor, MI

4. Partners in Change: Psychological and Community Services, PLC, Midland, MI

JOINT EVALUATION COMMITTEE:

The Joint Evaluation Committee consisted of the following members:

1. Laura Campbell, Contracts Manager, Chair, Voting Member

2. Virginia Bergamo, Departmental Specialist, Voting Member

3. Jamee Babbitt, Parole/Probation Manager, Voting Member

4. Julia Hitchingham, Manager, Non-Voting Advisor

5. Kevin Weissenborn, Manager, Non-Voting Advisor

EVALUATION PROCESS:

Bids were evaluated based upon the following factors:

|Criteria |Weight |

|Statement of Work (Article 1) |35% |

|Bidder Information (Section 4.011) |15% |

|Prior Experience (Section 4.012) |30% |

|Staffing (Section 1.031 and 4.013) |20% |

3.023 Price Evaluation

Only those proposals receiving a score of 80 points or more in the technical proposal evaluation will have its pricing evaluated to be considered for award.

Evaluation Matrix:

1. Baldwin Family Health Care, Inc.

|Criteria |Weight |

|Statement of Work (Article 1) |20 |

|Bidder Information (Section 4.011) |15 |

|Prior Experience (Section 4.012) |30 |

|Staffing (Section 1.031 & 4.013) |17 |

|Total Points Received |82 |

Statement of Work (Article 1)

Strengths:

• The vendor agreed to Service Level Agreements 1-2. The vendor stated it will follow all requirements related to in-person and written testimony. The vendor stated it will have the offender sign the appropriate forms and ensure that it adheres to all applicable policies. The vendor stated it will obtain prior written approval before using audio/video tapes. For the men’s and women’s group, the vendor stated offenders will participate in the required number of sessions and within the required timeframes, including non-routine situations. The vendor provided a project plan, including project tasks, start and completion dates, the status of tasks and the responsible person. The vendor stated it will provide reports.

Weaknesses:

• The vendor stated it will notify the supervising agent within two working days of any and all inappropriate behavior or termination citing current procedures, but failed to provide any detail of those procedures. The vendor stated it will provide a plan to have the capacity to quickly provide replacement clinicians should current staff become unavailable, but failed to provide that plan. In some instances, the vendor used the Request for Proposal (RFP) language as its answer, and failed to provide its own detail. The vendor did not address education and programming for offenders. The vendor stated that in both the men’s and women’s group, it appears to meet demand and if increases in groups are needed, then the vendor can increase the number of groups per week. The vendor did not address requiring more staff for this increase. This is a concern.

Bidder Information (Section 4.011)

Strengths:

• The vendor provided complete information in this area. The vendor has been in business since 1974.

Weaknesses:

• The vendor has no weaknesses in this area of the proposal.

Prior Experience (Section 4.012)

Strengths:

• The vendor provided detailed prior experience, including two well trained clinicians. The vendor included three descriptions of qualifying relevant experiences.

Weaknesses:

• The vendor has no weaknesses in this area of the proposal.

Staffing (Section 1.031 & 4.013)

Strengths:

• The vendor agreed to Service Level Agreements 3-7. The vendor identified where staff will be physically located during contract performance. The vendor stated it will assign each offender a primary therapist and assign each offender to a stable group. The vendor agreed to comply with State of Michigan licenses for substance abuse treatment. The vendor provided staff resumes, licenses and certifications. The vendor provided clinical supervisor information. The vendor provided information about billings.

Weaknesses:

• The vendor failed to provide an email address for referrals. The vendor failed to address the professional development plan. The vendor did not have the appropriate accreditation and did not request an exception or provide detail about how it will obtain accreditation through one of the five agencies listed in the RFP. Some of the resumes were outdated. In some instances, the vendor used the RFP language as its answer, and failed to provide its own detail.

Section 3.042 Past Performance of the RFP states: “The State may evaluate the Bidder’s prior performance with the State and the prior performance information may be a factor in the award decision.” The vendor is currently under contract to provide outpatient substance abuse treatment services in Lake County at the LCRRP. The vendor is not meeting the treatment or programming needs of offenders. The vendor’s staff levels have proved inadequate. Multiple discharges occurred, with offenders not receiving full treatment dosage as required by the contract. One staff conducted 22 men’s groups per week, which equates to 1,100 groups per year. One staff conducted ten women’s groups per week, which equates to 475 groups per year. The one staff conducting the women’s groups is also assisting in the men’s groups and other clerical functions. It has been determined that this vendor has not provided all services as required by the current contract and will not be considered for award.

2. Catholic Charities of Michigan

|Criteria |Weight |

|Statement of Work (Article 1) |33 |

|Bidder Information (Section 4.011) |15 |

|Prior Experience (Section 4.012) |25 |

|Staffing (Section 1.031 & 4.013) |20 |

|Total Points Received |93 |

Statement of Work (Article 1)

Strengths:

• The vendor agreed to Service Level Agreements 1-2. The vendor provided detail about treatment programs, including teaching skills, thinking behavior and goals. The vendor stated it will notify the supervising agent within two working days of any and all inappropriate behavior or termination, including emailing the agent, making an effort to notify the same day, encouraging the offender to participate and working with the agent. The vendor provided detail about the men’s and women’s group, including face-to-face contact, didactic groups, check-in/-out, attendance and curriculum. The vendor provided a project plan, including assessments and progress notes. The vendor stated it will provide reports, including outcomes, statistical, success rates, termination and discharge. The vendor requested an exception to complete the monthly report in five business days after the first of the month, instead of providing by the first of the month. This is an acceptable exception and will be allowed.

Weaknesses:

• The vendor stated it will provide in-person and written testimony, have the offender sign the appropriate forms, ensure that it adheres to all applicable policies, and obtain prior written approval prior to using audio/video tapes, but included no detail.

Bidder Information (Section 4.011)

Strengths:

• The vendor provided complete information in this area. The vendor has been in business for 12 years.

Weaknesses:

• The vendor has no weaknesses in this area of the proposal.

Prior Experience (Section 4.012)

Strengths:

• The vendor provided detailed prior experience.

Weaknesses:

• The vendor included three descriptions of qualifying relevant experiences, but failed to give the correct contact information.

Staffing (Section 1.031 & 4.013)

Strengths:

• The vendor agreed to Service Level Agreements 3-7. The vendor identified where staff will be physically located during contract performance. The vendor provided an email address for referrals. The vendor stated it will assign each offender a primary therapist and assign each offender to a stable group, including reviewing the rules of the group with new members and having progress notes. The vendor agreed to comply with State of Michigan licenses for substance abuse treatment and is accredited through COA. The vendor provided staff resumes, licenses and certifications. The vendor provided clinical supervisor information, including annual performance evaluations and documentation. The vendor provided information about billings, including the format.

Weaknesses:

• The vendor has no weaknesses in this area of the proposal.

3. Medical 24 Seven, Inc.

|Criteria |Weight |

|Statement of Work (Article 1) |15 |

|Bidder Information (Section 4.011) |14 |

|Prior Experience (Section 4.012) |10 |

|Staffing (Section 1.031 & 4.013) |18 |

|Total Points Received |57 |

Statement of Work (Article 1)

Strengths:

• The vendor agreed to Service Level Agreements 1-2. The vendor agreed to the requirements of the RFP.

Weaknesses:

• The vendor used the RFP language as its answer and provided no detail throughout the entire proposal. The vendor did not provide a project plan.

Bidder Information (Section 4.011)

Strengths:

• The vendor has been in business for 11 months.

Weaknesses:

• The vendor failed to provide sales volume, including the 11 months it has been in business.

Prior Experience (Section 4.012)

Strengths:

• The vendor agreed to an evaluation of the relevancy of experience and reference checks.

Weaknesses:

• The vendor has no outpatient substance abuse treatment experience. The vendor did not provide three qualifying relevant experiences.

Staffing (Section 1.031 & 4.013)

Strengths:

• The vendor agreed to Service Level Agreements 3-7. The vendor identified where staff will be physically located during contract performance. The vendor provided an email address for referrals. The vendor agreed to assign each offender a primary therapist and assign each offender to a stable group. The vendor agreed to comply with State of Michigan licenses for substance abuse treatment.

Weaknesses:

• The vendor provided no detail about oversight of the subcontractor. The vendor did not provide any resumes, licenses or credentials from subcontractor staff. The vendor provided no management details. The vendor is not accredited by one of the five accrediting agencies. Although the vendor stated it will comply, it did not detail its plan for compliance. The vendor did not provide staff resumes, licenses and certifications. The vendor did not provide clinical supervisor information. The vendor did not provide information about billings. The vendor used the RFP language as its answer and provided no detail throughout the entire proposal.

4. Partners in Change: Psychological and Community Services, PLC

|Criteria |Weight |

|Statement of Work (Article 1) |26 |

|Bidder Information (Section 4.011) |15 |

|Prior Experience (Section 4.012) |25 |

|Staffing (Section 1.031 & 4.013) |17 |

|Total Points Received |83 |

Statement of Work (Article 1)

Strengths:

• The vendor agreed to Service Level Agreements 1-2. The vendor provided information about the treatment program. The vendor stated it will notify the supervising agent within two working days of any and all inappropriate behavior or termination. The vendor agreed to provide in-person and written testimony. The vendor stated it will have the offender sign the appropriate forms and ensure that it adheres to all applicable policies. The vendor stated it will obtain prior written approval prior to using audio/video tapes.

Weaknesses:

• The vendor responded that the program for male treatment was written by Partners in Change: Psychological and Community Services, PLC, but did not provide details that could be evaluated. The vendor did not provide details about its project plan. Although the vendor agreed with the RFP requirements, it did not provide any detail.

Bidder Information (Section 4.011)

Strengths:

• The vendor provided complete information in this area. The vendor has been in business for 12 years.

Weaknesses:

• The vendor has no weaknesses in this area of the proposal.

Prior Experience (Section 4.012)

Strengths:

• The vendor provided a list of their its experience. The vendor included three descriptions of qualifying relevant experiences.

Weaknesses:

• The vendor failed to provide details of its prior experience.

Staffing (Section 1.031 & 4.013)

Strengths:

• The vendor agreed with Service Level Agreements 3-7. The vendor identified where staff will be physically located during contract performance. The vendor stated it will assign each offender a primary therapist and assign each offender to a stable group. The vendor agreed to comply with State of Michigan licenses for substance abuse treatment.

Weaknesses:

• The vendor did not provide an email address for referrals. The vendor did provide resumes for staff, but then proceeded to state it has no staff for Lake County and stated it will hire after award of contract. The vendor did not include licenses or certifications. The vendor did not describe staff roles, it only listed titles. The vendor stated it is not accredited and will comply, but did not state which agency it would become accredited through or its plan to become accredited.

EVALUATION RESULTS:

|EVALUATION |

|Bidder: |Score: |

|1. Baldwin Family Health Care, Inc. |82 |

|2. Catholic Charities of Michigan, Inc. |93 |

|3. Medical 24 Seven, Inc. |57 |

|4. Partners in Change: Psychological and Community Services, PLC |83 |

AWARD RECOMMENDATION:

All vendors, with the exception of Medical 24 Seven, Inc., met the 80 point threshold and passed the technical evaluation.

After evaluating the pricing, it was determined that Catholic Charities of Michigan, Inc. provided the best value for these services. The recommendation for award is Catholic Charities of Michigan, Inc.

APPROVALS:

I agree with the synopsis as written this day, July 27, 2012.

_______________________________ ____________

Voting Member – Laura Campbell Date

_______________________________ ____________

Voting Member – Virginia Bergamo Date

_______________________________ ____________

Voting Member – Jamee Babbitt Date

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