REQUEST FOR PROPOSALS Occupational Therapy Services July 29, 2014

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1 REQUEST FOR PROPOSALS Occupational Therapy Services July 29, 2014 RFP The Delaware City School District is seeking a vendor to provide occupational therapy to students with IEP s for the school year. Sealed proposals must be received no later than August 25, 2014 by 1:30 p.m. with one (1) original & three (3) copies of the original addressed to: Melissa Lee, Treasurer/CFO OT Service RFP Delaware City Schools 248 N. Washington St. Delaware, Ohio This submission shall include the entire RFP and any amendments if issued. Proposals received after the above time will be considered late and not acceptable. Note: Submission of a bid proposal does not bind the School District to award a contract for Occupational Therapy Services. General Information The Delaware City School District is made up of five elementary schools, one intermediate school for grades 5&6, a middle school for grades 7&8, and one high school. The district also has a preschool special education program serving students at two elementary buildings and a community daycare center. There are approximately 120 students with disabilities who have Occupational Therapy related services as part of their Individual Education Plan, (IEP) that we intend to contract Occupational Therapy services for. In fiscal year 2013 these services amounted to approximately 3,870 billable hours. All proposals must be designed for one school year (school calendar is attached) and should have the following components including a statement of qualifications and projected budget: Total cost (i.e., including, but not limited to overhead, administrative cost, reimbursable expenses, etc.) per hour cost basis, during the school year Specific travel time and mileage for intra-district travel will be included in the hourly rate. The district will not be billed for travel to or from other districts, or other places of employment by vendor s employees. Mileage for district approved out of district meetings will be billed at the current mileage rate set by IRS. Proven financial capability to perform the work requested Demonstrated experience and competence of personnel to be utilized Demonstrated strength of experience, and expertise in the provision of occupational therapy Ability to provide an experienced, certified, licensed and professional discipline-specific staff responsible for supervising and overseeing the provision of contracted services and all required paper work entailed in the position (provider notes, billing, etc.) Relationship and success of past and present agreements where the vendor has provided occupational therapy 1

2 Supply a W-9 with application All proposals will be evaluated on the overall responsiveness to the RFP, qualifications and submission of required documentation. It is anticipated that the contract will be awarded on or before September 2, 2014 for a one school year contract period beginning September 8, 2014 through June 30, 2015 or as needed. Contracts can be terminated at any time as deemed fit by the district. INTRODUCTION The Office of Student Services is requesting that a Request for Proposal (RFP) be developed to contract occupational therapist/assistants to provide services to special education students as specified by their Individualized Educational Plans (IEP). This action will ensure the district s ability to continue current services as well as respond to additional services for newly identified students with IEPs. What follows is a description of the definition of the personnel needed their absolute qualifications, and the scope of work that is expected to be accomplished with the acceptable time frame and cost to meet the needs of the students with IEPs. Occupational Therapy is defined by the Individuals with Disabilities Education Act (IDEA) of 2004; (c)(6) Occupational therapy means: (vi) Services provided by a qualified occupational therapist; and (vii) Includes - (A) Improving, developing or restoring functions impaired or lost through illness, injury, or deprivation; (B) Improving ability to perform tasks for independent functioning if functions are impaired or lost; and (C) Preventing, through early intervention, initial or further impairment or loss of function. (viii) Occupational therapy assistant services include assisting in the practice of occupational therapy under the direction and supervision of an occupational therapist. QUALIFICATIONS Occupational Therapist, Registered (OTR) Master s degree in occupational therapy Certified member of American Occupation Therapy Association Successful completion of a national occupational therapist registration exam Renewal with National Board for Certification in Occupational Therapy (NBCOT-every 3 years) State of Ohio professional licensure, a current State of Ohio teaching certification. Resume complete with references Medicaid billing certified (physician s prescription required) Each therapist assigned to a public school shall affirm that they have not been convicted of or pleaded guilty to a felony. HB 190 and HB 79 require current FBI/BCI checks for all employees working in the schools. 2

3 Occupational Therapist Assistant, Registered (OTA) Successful completion and graduation from an accredited associate s degree Occupational Therapy Assistant program recognized by NBCOT and completion of all fieldwork requirements. Two years of experience as an occupational therapy assistant State of Ohio professional licensure Resume complete with references Medicaid billing certified Each therapist assigned to a public school shall affirm that they have not been convicted of or pleaded guilty to a felony. HB 190 and HB 79 require current FBI/BCI checks for all employees working in the schools. At time of hire this must be no older than one (1) year and must be redone every five (5) years. II. Scope of Work Comply with all Federal and State Special Education law/requirements Conduct diagnostic assessments and screenings of specific occupational impairments to identify individuals needing further evaluations or treatment. Conduct initial evaluations of students suspected of having delays in motor skills and sensory integration as assigned by the Director (s) of Special Education Prepare written reports that shall include information needed to determine eligibility and educational data which identifies the student s current level of motor skills and sensory integration development. Attend evaluation team meetings for students needing services. Development of Individualized Education Plans (IEP) with goals and objectives based upon the evaluations and meeting all compliance measures according to ODE and IDEA guidelines. Attending Individualized Education Plan (IEP) meetings and reviews. Appropriate therapy/ consultation services will be provided in accordance with each Individual Education Plan. Providing- periodic reports to the Director (s) of Special Education as requested to assist in delivering services. Supervise the occupational therapy assistant if any are required to assist in delivering services. Substitute therapy services will be provided in the event the therapist is unable to provide services. Collect, record, and report data relative to student performance on individual goals and objectives using the district s system. Conduct required formal and informal evaluations to measure students progress as assigned by the Director(s) of Special Education. Comply with state and district policy on the use of seclusion and restraint Maintain confidentiality at all times Maintain accurate records of progress and service and turn in on specified deadlines Support student and teachers by addressing therapy needs that will help a child progress in the general education curriculum Participate in meetings with Special Education Administration as required Complete Medicaid documentation accurately and monthly with the on-line service HBS. Utilize a variety of research-based intervention strategies, continually assessing student response to intervention and make modifications as needed to ensure all children are successful Work collaboratively with school initiatives that support interventions strategies for student success 3

4 Provide home-based activities, when appropriate Work cooperatively with community agencies involved with students and families Establish communication systems between teachers, parents, and support staff Collaborate and consult with classroom teachers and other school staff members to implement therapy by giving suggestions to aid the student s daily activities Participate in professional development opportunities Support school improvement plans Reports to the Director (s) of Special Education Assist parents in identifying and/or preparing for summer therapy programs Provide occupational therapy services as indicated on each student s IEP Provide leadership and consultant services to the district s professional staff on matters pertaining to occupational therapy including sensory integration and motor skill development Collaborate with the district s Special Education Department for requisitioning and maintaining needed equipment and supplies if available Assurances Include: A. Vendor is required to comply with the requirements of 45 CFR (e) (1) for safeguarding and limiting access to information concerning beneficiaries. B. Vendor will allow the representative of the U.S. Department of Human Services, ODJFS, ODE or their respective designee access to the subcontractor's books, documents and records. C. Vendor acknowledges that they or their principals are not suspended or debarred. D. The Superintendent and/or his/her designees, representing said Board, shall have the sole interest to assure that the Vendor s work and services are performed and rendered in a competent, efficient, and satisfactory manner. The Occupational Therapist (s) provided by the vendor in the performance of the work, duties and obligations involving upon him/her under the contract shall be at all times acting and performing as an independent contractor practicing the profession of Occupational Therapy. The superintendent and teachers shall neither have, nor exercise any control or direction, over the methods by which the Occupational Therapist shall perform their work and functions excepting that the therapist through the vendor and the contract agrees to perform his/her said work and functions at all times in strict accordance with currently approved methods and practice in their professional specialties, and as stated in the child's Individual Education Plan. E. It is understood by the parties that no fee shall be charged to the participants in the program or to their parents or guardians. The Occupational Therapist (s) provided by the vendor shall be required to assist the classroom teachers to develop records and reports as required by the Occupational Therapy program to make recommendations for the Individual Education Plan. All services in connection with the contract and the supervision thereof shall be rendered in compliance with TITLE VI of the CIVIL RIGHTS ACT and other regulations and laws presently in effect concerning handicapped citizens. III. Requirements for the Proposal As a requirement of the award of this Proposal, the contractor shall supply the following information in order to qualify for this proposal. 1. Listing of all employees, licenses, FBI, BCI checks, that will be used for this contract 2. Proof of insurance coverage of at least $1,000, Proof of Bureau of Workers Compensation certificate 4. A valid Medicaid Provider Number 4

5 5. Number of employees that will be working on this contract. (How many therapists and how many assistants will be used?) 6. Phone number and name of three (3) professional references that you have contracted with for Occupational Therapy Services within the last three (3) years. IV. Payment The Delaware City School District expects the contractor to submit monthly invoices for the services rendered during the previous month. Payment will be made in a timely manner but the district reserves net thirty (30) days for payment. This invoice needs to include itemized billing by student and total for the month. Please submit your billing to the following address: Delaware City Schools Student Services Department 248 N. Washington St. Delaware, OH It is the obligation of the contractor, not the District, to make all necessary credit or finance arrangements that the contractor may require prior to billing. V. Proposed Charges for Services COMPENSATION The cost estimate should be based on the proposed scope of work as outlined in Section II Scope of Work and associated with the provision of therapeutic services. INSURANCE Insurance Requirements to be met by the successful vendor(s): Contractor agrees, at its sole cost and expense, to purchase, prior to commencement of services, and maintain the following insurance coverage in the minimum amounts indicated for the entire duration of the contract. All coverage shall be with insurance carriers licensed and admitted to do business in Ohio and acceptable to the Delaware City Schools District. A statement in the policy should have Delaware City Schools listed as additional insured on the policy being provided. Commercial General Liability Insurance with limits of three million dollars ($3,000,000) aggregated and not less than one million ($1,000,000) per occurrence for bodily injury, death, and property damage, including personal injury, contractual liability, independent contractors, broadform property damage, and products, and complete operations coverage; Professional Liability Insurance (Errors & Omissions) of one million dollars ($1,000,000) each occurrence: Workers Compensation including Employer s Liability Coverage of one hundred thousand dollars ($100,000) per occurrence for all employees engaged in services or operations under this Contract in accordance with state law; Needs Assessment Proposal to the Delaware City Schools District such insurance shall be continuously maintained until at least three (3) years beyond the expiration or termination of this Contract. The required coverage as described above shall include an endorsement stating the following: It is understood and agreed that thirty (30) days advance Notice of Cancellation, Non-Renewal, Reduction and/or Material change shall be sent to: Delaware City Schools Department of Human 5

6 and Material Resources 248 N. Washington Street; Delaware, Ohio 43015, If such insurance is not in force, the Delaware City Schools District may, at its option, terminate and cancel the contract. VI. Procedures and Conditions of Award Please submit this original form, three duplicates, and all requested items included in section III. Requirements. Include all documentation in a sealed envelope that is clearly marked as BID OPENING: Occupational Therapy RFP /25/2014 1:30PM and your company name on the front. Proposal opening will begin on August 25, 2014 at 1:30 p.m. Proposals must be received by the Treasurer s Office on or before 1:30 p.m. on August 25, Quotes must be held good for a period of sixty (60) days after opening of proposals. There shall be no addition or change in the Scope of the Work of this Proposal except by agreement in writing with the Delaware City Schools. No other costs, invoices, or billings shall be accepted. The proposal must have an amount filled in for each area listed above to be a valid proposal. Any area left out will nullify the proposal, causing it to be rejected. Any change in the proposal form will cause it to be rejected. Other irregularities in proposal forms may also cause a proposal to be rejected as non-responsive to the legal notice and/or specifications. However, the Board reserves the right to waive defects in a proposal which do not create any material competitive advantage. The Board will evaluate all proposals received and award the work to the vendor offering the best and most responsible proposals for the services to be rendered, with primary consideration being given to securing the lowest costs and highest quality of services. In making an award, the Board reserves the right to consider factors other than total cost, including but not limited to vendors availability and proximity to our schools, ability to provide contingency services for therapist, the experience of the vendor, and demonstrated ability to perform the work to the required standard. The Board further reserves the right to reject any and all proposals. No contract between the Board of Education and the vendor shall be deemed to exist until fully executed copy thereof has been tendered and/or delivered to the supplier or his duly authorized agent or representative. All applicable laws, ordinances, rules, and regulations of authorities having jurisdiction over the projects shall apply to the contracts throughout, and they shall be deemed to be included in the contracts the same as though herein written out in full. By signing and submitting the Proposal, the contractor acknowledges and commits to all of the Terms and Conditions of this Proposal. The proposal must be properly signed and contain the full name of the party or parties making the same. The firm, corporate, or individual name of the vendor must be signed by the vendor in the space provided for the signatures of the Proposal Form. In the case of a Corporation, the title of the officer signing must be stated. In the case of a partnership, the signature of at least one of the partners must follow the firm name, using the term member of firm. In the case of an individual, use term doing business as or sole owner. Melissa Lee, Treasurer/CFO Delaware City Schools 248 N. Washington St. Delaware, OH

7 PROPOSAL FOR Occupational Therapy Services I,, submit this proposal for Occupational Therapy Services for the Delaware City School District for the school year. 1. Personnel: Cost per hour Total # of staff to be used in DCS contract. Total # of contingent staff available. Total # of hours available per week for services. Travel costs (not including IRS Mileage ) *Other Costs Occupational Therapist Occupational Therapist Assistant *Please give an explanation of these charges: 2. Attach copy of professional license, FBI, and BCI checks for each individual service provider. 3. Medicaid provider number. 4. Attach proof of insurance. 5. Tax Identification Number: 6. Attach a copy of Bureau of Workers Compensation certificate. 7. Attach a list of 3 professional references. (Names and phone numbers) 8. Date submitted: 9. Business/Agency: Agency Contact: Address: Phone (Home): (Work): (Cell): Printed Name: Signature: 7

8 INSTRUCTIONS TO BIDDERS A. The naming of a given manufacturer and model number is not intended to limit bidding but to establish the level of quality desired for the various items required. Bidders should exercise care in bidding equivalent items. The District reserves the right to be the sole judge on quality and value of any and all equivalent bid items submitted beyond those specifically specified. Complete descriptive literature must accompany equivalent bids. Samples will be requested if necessary. B. Bid price shall include delivery to the point of use. Where it shall be deemed necessary by school officials, the successful bidder shall be prepared to provide instruction in use and care of equipment delivered in both written form and on a demonstration basis. C. Optional accessories necessary for the basic use of equipment shall be included in the base bid. Such accessories not necessary for the basic use but deemed desirable may be included as an alternative bid with a complete description. D. Each group of items or individual item, if classified in this way, shall constitute a separate bid. The Board of Education, however, may accept a combined bid for all items bid by one bidder. E. Delivery date is a part of the bid and must be submitted on the bid form at the time of bidding. F. Bidders are required to use the bid form attached for base bids. Alternate bids may be attached to the bid form. G. All bids shall be exclusive of applicable excise taxes. Exemption forms will be executed when necessary. H. All bids shall be submitted in sealed envelopes clearly marked with the words "Bid Opening", the date and time of bid opening, the bid, and the name of the bidder. I. In the event of discrepancies between the unit price and extension, the unit price shall prevail. J. Manufacturer's written guarantees shall accompany each bid. Bidders may state in writing, additional guarantees which will become a part of the bid and considered in making awards. K. Where applicable, service facilities and convenience of service will be considered as part of the bid. When necessary, bidders shall submit evidence of ability to install adequately, service or supply the required items, and that the sale or provision of such items or services is a substantial, regular and continuous part of the bidder's business. L. Where applicable, bidders shall certify that all relevant Federal, State, and local laws have been complied with. M. All necessary insurance certificates shall be supplied only when specifically requested. N. No order awarded under these specifications, or any part thereof, shall be sublet or assigned without the written approval of Director of Material and Human Resources or designee. 8

9 O. The bidder acknowledges that by submitting a bid, the specifications and other instructions are in the bidder's opinion, appropriate and adequate for the intended purpose. The Board of Education reserves the right to: A. reject any or all bids without assigning any reason therefore; B. be the sole judge of equivalency; C. waive any defect or flaw where such waiver does not prejudice the rights of the public or other bidders. 9

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