Q24000035 Early Intervention Services Time and Cost StudyGeneral InformationSolicitation Number
Q24000035 version:
03 Status
ReleasedDepartmentHealthDivisionFamily Health Services DivisionIslands (where the work/delivery is to be performed)
StatewideCategoryGoods and ServicesRelease Date 07/07/2023Amendment Date 07/14/2023Amendment Reason
Updated Instructions to reflect recent revisions to attached Competitive Bid Document.Offer Due Date & Time07/21/2023 04:30 PMDescriptionThe State of Hawaii, Department of Health, Family Health Services Division (FSHD), Children with Special Health Needs Branch (CSHNB), Early Intervention Section (EIS), is seeking a comprehensive independent study. Develop an understanding of how the STATE’s EIS reimburses Purchase of Service (POS) contracted Early Intervention (EI) Programs for contracted EI services. Identify extant data needed for the data analysis and finalize an extant data analysis plan. Review data analysis plan with EIS staff for input. Develop Time Study Tool(s) to conduct a time study to analyze the amount of time that each care coordinator and service provider (i.e., General Educator, Occupational Therapist, Physical Therapist, Special Instructor, and Speech Language Pathologist include Program Managers who provide direct services) (whether hired or subcontracted) spends performing direct service and administrative activities (billable versus non-billable time) for each POS contracted and State EI Program. Develop Cost Study Tool(s) to conduct a cost study to analyze the cost of delivering early intervention services for each POS contracted EI Program. Develop procedures for data collection which shall include but not limited to consent forms, training and administrating the time and cost study tool, and advisory group meeting(s) with applicable EI program staff. Compile data for final report include descriptions of cost and time for each EI Program and provide EIS with preliminary data results. Provide recommendations to the STATE’s EIS which shall include but not limited to what would be a fair and reasonable amount of hours to determine a full time (1.0 FTE) a direct service, caseload ratio, estimated cost needed to deliver each service, provider, cost per child, lease/rental of space formulas and other recommendations that the STATE’s EIS should consider. Produce a written final report of the comparison findings of the similarities, differences, and inconsistencies across the various entities along with the recommendations which the STATE’s EIS should consider. Collaborate and work closely with the STATE’s EIS to consider whether the deliverables and timeframes proposed below are still the best approach. If a better approach is identified, these deliverables and deadlines will be modified as needed, based on mutual agreement by both parties through a written modification of the workplan. Please reference attached Competitive Bid Document for Scope of Work, specifications, qualification requirements, etc.Contact PersonTholen, IanEmail ian.tholen@doh.hawaii.gov Phone808-594-0013General CommentsProcurement OfficerWilliam "Lane" AakhusAttachments HIePRO_Competitive_Bid_Document_EI_Services_Time_and_Cost_Study_Revised_07.14.2023.pdf
103D-1 General Conditions.pdf

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Tholen, Ian.

Q24000035 Early Intervention Services Time and Cost StudyLine Items

Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Tholen, Ian.

Q24000035 Early Intervention Services Time and Cost StudyInstructions

• APPLICANTS MUST SUBMIT A DETAILED NARRATIVE WITH THE FOLLOWING: A plan that describes how the applicant will provide the requested services (refer to Section II.) with the specific contract Period of Performance (refer to Section IV.) and deliverable timelines (refer to Section II.J.); applicant may propose a recommended deliverable timeline, to provide the requested services apart of their application; demonstrate how the applicant meets the qualifications (please refer to Section III.) to provide the requested services; and provide verifiable relevant experience for the last three (3) years in providing similar work by providing a description of projects and/or contracts pertinent to the proposed services.
• OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions.
  
  The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
• QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
• HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai and Hawaii, and 4.1666% for the island of Maui.
• RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
• VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
• TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to Tyler Hawaii, the vendor administering the HIePRO. Payment must be made to Tyler Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
• VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
• COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  
• ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
• VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.