DDD Statewide Financial Management Services for the Department of Developmental Disabilities

REQUEST FOR PROPOSALS

RFP NUMBER: SRC0000028354

INDEX NUMBER: DDD007

UNSPSC CATEGORY: 84110000, 93150000

The State of Ohio, through the Department of Administrative Services, Office of Procurement Services, on behalf of the Ohio Department of Developmental Disabilities, is issuing the following Request for Proposals (RFP):

Statewide Financial Management Services for the Ohio Department of Developmental Disabilities Programs RFP

Proposals received after the due date and time will not be evaluated.

This RFP consists of seven sections, eight parts, and five exhibits, totaling 107 consecutively numbered pages excluding the exhibits. Exhibits are included with this RFP as separate documents. Please verify that you have a complete copy of all documents.

Table of Contents

RFP Details

Section 1 Overview

Section 2 Procurement Authority, RFP Overview, and Schedule of Events

Section 3 General Instructions to Offeror

Section 4 Requirements for Proposals

Section 5 Evaluation Process

Section 6 Evaluation Metrics

Section 7 Contract Award

Contract

Part 1 Scope of Work

Part 2 Contract-Specific Terms and Conditions

Part 3 RFP-Specific Terms and Conditions

Part 4 Standard Terms and Conditions

Part 5 Cost Proposal

Part 6 Mutually Agreed Upon Changes

Part 7 Required Forms

Part 8 Draft Contract

Exhibits to RFP and Contract

Exhibit 1 State IT Policy, Standard and Service Requirements

Exhibit 2 Onboarding Milestones

Exhibit 3 Business Associate Agreement

Exhibit 4 Applied Self-Direction Fiscal/Employer Agent (F/EA) Core Standards

Exhibit 5 Agency Claims Processing Overview

RFP DETAILS

Section 1 - Overview

A. Definitions in this RFP

The following definitions apply to the RFP and Contract.

Agency: The State entity on behalf of which this RFP is issued.

Agency Designee: Any Ohio County Board of Developmental Disabilities.

Agency Provider: An entity that is certified by the Ohio Department of Medicaid (ODM) and the agency that employs staff who furnish services to self-directed Individuals.

Agency With Choice: An arrangement available to an Individual enrolled in the Self-Empowered Life-Funding Waiver whereby an Agency Provider acts as a Co-Employer with the Individual to provide Participant-directed homemaker /personal care. Under this arrangement, the Individual must recruit, select, train, and supervise those who provide Participant-directed homemaker/personal care. Agency With Choice enables the Individual to exercise choice and control over services without the burden of carrying out financial matters and other legal responsibilities associated with the employment of workers. The Agency Provider is considered the Employer of staff and assumes responsibility for employing and paying staff who have been selected by the Individual; reimbursing allowable services; withholding, filing, and paying federal, state, and local income and employment taxes; and providing other supports to the Individual as described in the Individual service plan.

Budget Authority: Pursuant to Ohio Administrative Code 5123-9-40, an Individual has the authority and responsibility to manage the Individual's budget for Participant-directed services. This authority supports the Individual in determining the budgeted dollar amount for each Participant-directed Waiver service that will be provided to the Individual and making decisions about the acquisition of Participant-directed Waiver services that are authorized in the Individual service plan (e.g., negotiating payment rates to Providers within the applicable range as specified in rules adopted by the Agency).

Contract: The contract resulting from this RFP.

Contractor: The selected Offeror.

Co-Employer or Co-Employment: An arrangement available to an Individual enrolled in the Self-Empowered Life Funding Waiver whereby either an Agency With Choice or the Contractor functions as the Employer of staff recruited by the Individual. The Individual directs the staff and is considered their Co-Employer. The Agency With Choice or Contractor conducts all necessary payroll functions and is legally responsible for the employment-related functions and duties for Individual-selected staff based on the roles and responsibilities identified in the Individual service plan for the two Co-Employers.

Common Law Employer: An arrangement available to an Individual enrolled in the Individual Options, Level One, or Self-Empowered Life Funding Waiver, whereby the Individual is the legally responsible Employer of persons selected by the Individual to furnish Participant-directed homemaker/personal care. The Individual hires, supervises, and discharges those persons. The Individual is liable for the performance of necessary employment-related tasks and uses a Contractor under Contract with the State to perform necessary payroll and other employment-related functions as the Individual's agent to ensure that the Employer-related legal obligations are fulfilled.

County Board Staff: Employees of a County Board of Developmental Disabilities.

Cost Projection Tool (CPT): The tool used by the Agency to update Individual, Provider, eligibility, and service-related information.

DAS: Ohio Department of Administrative Services.

Deliverable: Specified portions of the Work that must be provided by the Contractor to meet contractual requirements.

Electronic Visit Verification (EVV): The use of technology, in compliance with federal law, to verify the delivery of personal care and home health services through the reporting of certain data elements. This encompasses Alternative Electronic Visit Verification (Alt-EVV), which is a third-party system that has successfully obtained ODM certification status and allows the third-party entity to integrate with the State’s EVV aggregator to send required EVV data to the State.

Electronic Medicaid Billing System (eMBS): The billing system the Agency utilizes to receive and process Provider claims.

Employer: The Individual (or their legal representative) is the sole legally responsible and liable Employer of staff selected by the Individual under the Common Law model. The Individual (or their legal representative) operates in coordination with either an Agency With Choice or the Contractor in the Co-Employer model.

Employer Authority: Employer Authority means the Individual has the authority to recruit, hire, supervise and direct the persons who furnish Participant-directed homemaker/personal care and functions as the Co-Employer or the Common Law Employer of those persons.

Fiscal/Employer Agent (F/EA): Refers to an arrangement where an Employer designates a third-party agent, authorized under Section 3504 of the Internal Revenue Code, to handle responsibilities such as federal employment tax withholding, reporting, and payment for wages paid by the agent on behalf of the Employer.

FICA: Federal Insurance Contributions Act.

FMS: Financial Management Services.

FUTA: Federal Unemployment Tax Act.

Home and Community-Based Services (HCBS): Waiver programs that offer long term supports and services in the community rather than a facility.

Individual or Participant: A person with a developmental disability enrolled on an Agency Waiver; or for purposes of giving, refusing to give, or withdrawing consent for services, the person's guardian in accordance with R.C. 5126.043 or other person authorized to give consent.

Medicaid Services System (MSS): The system used by the Agency to create cost projections for services for Individuals enrolled in Agency Waivers.

Offeror: A supplier submitting a Proposal in response to this RFP.

Payment Authorization for Waiver Services (PAWS): The system the Agency uses to authorize services. The Agency uses PAWS to authorize payments to Providers for specific services, units of service, and costs.

Proposal: Competitive sealed proposals submitted by Offerors in response to this RFP.

Provider: A person or entity certified or licensed by the Agency that has met the provider qualification requirements to provide specific Home and Community-Based Services and holds a valid Medicaid provider agreement with the Ohio Department of Medicaid, or a person or entity the Contractor determines is qualified to provide Participant-directed goods and services or Self-Directed Transportation. A Provider may also be referred to as a Caregiver.

Self-Directed Transportation (SDT): A service purchased through the Participant-directed budget that enables an Individual to access activities and opportunities available in the broader community such as competitive integrated workplaces, integrated community participation and contribution (e.g., advocacy activities and events), community resources, and businesses consistent with the Individual service plan. The Individual must use Providers who hold Medicaid provider agreements or who operate under the Medicaid provider agreement held by the Contractor to use SDT.

Service and Support Administrators (SSA): A person, regardless of title, employed by or under contract with a county board to perform the functions of service and support administration and who holds the appropriate certification in accordance with Administrative Code 5123.2.5.02.

State: State of Ohio.

SIT: State Income Tax.

SUTA: State Unemployment Tax Act.

Support Broker: A person who is responsible, on a continuing basis, for providing an Individual with representation, advocacy, advice, and assistance related to the day-to-day coordination of services (particularly those associated with Participant direction) in accordance with the Individual service plan. The Support Broker assists the Individual with the Individual's responsibilities regarding Participant direction, including understanding Employer Authority and Budget Authority, locating and selecting Providers, negotiating payment rates, and keeping the focus of the services and support delivery on the Individual and the Individual's desired outcomes. The Support Broker, working in conjunction with the Service and Support Administrator, assists the Individual with creating the Individual service plan, developing the Waiver budget, and doing day-to-day monitoring of the provision of services as specified in the Individual service plan.

Support Brokerage: The services of a Support Broker.

System: The Contractor’s integrated enterprise electronic FMS to which the Agency must have appropriate access.

Vendor: The company from whom goods are purchased in accordance with the applicable Waiver.

Work: The scope of work described in this RFP.

B. Term of Contract

Once awarded, the term of the Contract will be as set forth in Part 8, Draft Contract. The State may solely renew this Contract at its discretion for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the State as set forth in Part 8. The Contract and each renewal are subject to and contingent upon the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium. The State may renew all or part of this Contract subject to the satisfactory performance of the Contractor and the needs of the Agency.

C. Purpose and Background

The purpose of this RFP is to solicit Proposals for Statewide financial management services (FMS) for Medicaid programs managed by the Ohio Department of Developmental Disabilities (Agency).

The Contractor must provide FMS for Individual Options (IO), Level One (LV1), and Self Empowered Life Funding (SELF) Waiver programs operated by the Agency. The Contractor must support individuals with developmental disabilities on Home and Community-Based Services (HCBS) Waiver programs in directing their own services.

Title XIX of the Social Security Act (Medicaid) was enacted in 1965 to provide grants to states for medical assistance programs. Medicaid is a matching entitlement program that provides necessary medical services to low-income families, elderly individuals, and people with disabilities. Under section 1915(c) of the Social Security Act, states are permitted to request, and the Secretary of the Department of Health and Human Services to approve, waivers of federal requirements to provide HCBS to Medicaid eligible individuals who are at risk of institutionalization.

The Agency operates three Medicaid waivers for individuals with developmental disabilities (each a “Waiver”): the Self-Empowered Life Funding (SELF), Level One (LV1), and Individual Options (IO) Waivers. To be eligible for enrollment in any of these Waivers, individuals must be Medicaid-eligible and have a Developmental Disabilities (DD) level of care.

The SELF Waiver requires that all Individuals on the Waiver must exercise Budget Authority or Employer Authority for at least one service the Individual receives under the Waiver. The SELF Waiver allows for two options for Employer Authority: Common Law Employer (where the Individual is the Employer of Record) and Co-Employer (where the Individual enters into an agreement with a third-party entity who will direct the worker on the Individual’s behalf). Due to the diversity of economic areas in Ohio, and to help ensure statewide implementation of the SELF Waiver, the Contractor must engage in Co-Employer Authority with the Individual when warranted by the Individual’s circumstances. The SELF Waiver is available statewide and currently has approximately 1,750 enrollees and will have the capacity for 4,000 enrollees by 2028. Participants use the services of a Fiscal/Employer Agent to assist them with the management of taxes (federal, state, and local), payroll processing, employment forms, and workers’ compensation.

The SELF, LV1, and IO Waivers include specific services available for self-direction. The following table illustrates which services are available for self-direction on each Waiver and whether it supports Employer Authority, Budget Authority, or both. The Support Broker service is planned for expansion into the LV1 and IO Waivers in early 2026. In a future Waiver amendment, Participant-directed goods and services will be offered in the IO Waiver. There are approximately 47,000 people enrolled in the LV1 and IO Waivers currently, and together they have the capacity to serve approximately 52,000 people.

SELF-DIRECTED SERVICES
SERVICE	SELF	Level 1	Individual Options
Participant-Directed Homemaker/Personal Care
Authority	Employer & Budget	Employer & Budget	Employer & Budget
Self-Directed Transportation
Authority	Employer & Budget	Employer & Budget	Employer & Budget
Participant-Directed Goods and Services
Authority	Budget	Budget
Clinical/Therapeutic Intervention
Authority	Budget	Budget
Support Broker		COMING IN 2026 to L1 and IO WAIVERS
Authority	Employer & Budget

In quarter two of calendar year 2025, the FMS served approximately 4,200 active Individuals on Agency Waivers. Of all program participants actively self-directing at least one service, the FMS works with approximately 67% to support the Self-Directed Transportation service (available in all three Waivers). Approximately 27% of Individuals who self-direct, work through the FMS to coordinate Participant-directed goods and services, and 12% are connected with the FMS to support employment of Participant-directed homemaker/personal care employees.

The following table illustrates the volume of Individuals who have used the FMS for the self-directed services reflected in the applicable contract years. The table also shows the volume of payment transactions made by the FMS per contract year for Participant-directed goods and services.

	Number of Individuals Using Each Service
Contract Year	Transportation (Commercial Ground)	Transportation (Mileage/Per Trip)	Participant-Directed Homemaker/Personal Care
7/1/2022 – 6/30/2023	976	519	622
7/1/2023 – 6/30/2024	2,409	592	590
7/1/2024 – 6/30/2025	3,131	589	556
Contract Year	Participant-Directed Goods and Services (Transactions)
7/1/2022 – 6/30/2023	8,880
7/1/2023 – 6/30/2024	10,272
7/1/2024 – 6/30/2025	11,966

D. Scope of Work Overview

An overview of the Work is provided below. The scope of work and requirements are provided in greater detail within Part 1, Scope of Work.

The Contractor must provide FMS for the following Agency programs:

1. The Self-Empowered Life Funding (SELF) Waiver

2. The Level One (LV1) Waiver

3. The Individual Options (IO) Waiver.

The Contractor must complete all onboarding requirements and receive Agency approval of implementation no later than June 30, 2026. The Contractor must act as the FMS in administering authorized payments and begin those payments for the Agency programs on July 1, 2026, or on the mutually agreed effective date to begin payments, whichever is later. The Contractor must be a Fiscal/Employer Agent pursuant to Internal Revenue Service (IRS) Code section 3504.

The Work includes the following:

1. The Contractor must operate and manage multiple fiscal components to support service options available to Individuals enrolled in Medicaid and receiving support from Agency Waiver programs.

2. The Contractor must develop, implement, and manage self-directed and other IT service solutions to enroll Individuals and Providers.

3. The Contractor must provide workers with timekeeping solutions, make purchases on behalf of Individuals, maintain accurate service budget information, and support Employers with payroll processing and compliance with federal, State, and local regulations to ensure timely access for Individuals to needed services.

4. The Contractor must provide ongoing customer service, education, and support to Individuals who self-direct (and their representatives), County Board Staff and SSAs, self-directed service employees and vendors, and to State staff who assist with the administration of Agency Waivers.

Section 2 – Procurement Authority, RFP Overview, and Schedule of Events

A. Procurement Authority and RFP Overview

This is a request for competitive sealed proposals under Section 125.071 of the Ohio Revised Code (R.C.) and Section 123:5-1-08 of the Ohio Administrative Code (OAC). The State of Ohio, through the Department of Administrative Services, Office of Procurement Services, on behalf of the Ohio Department of Developmental Disabilities (Agency) is soliciting Proposals for this Statewide Financial Management Services for the Ohio Department of Developmental Disabilities Programs RFP.

If a suitable Proposal is made by an Offeror in response to this RFP, the State, through DAS, may enter into the Contract. The Contractor will perform all or part of the Work as specified in the Contract. This RFP provides details on what is required to submit a Proposal for the Work, how the State will evaluate the Proposals, and what will be required of the Contractor in performing the Work.

B. Schedule of Events

The schedule of events for the RFP process and Work is provided in the solicitation general information section in OhioBuys for this RFP. The State may change this schedule at any time. If the State changes the schedule before the Proposal due date, it will post an amendment to this RFP in the OhioBuys public portal. Offerors must not contact Agency staff or DAS (except as provided in this RFP) until the Contract award is announced.

There are references in this RFP to the Proposal due date. Unless it is clearly stated to the contrary, any such reference means the date and time that the Proposals are due.

Proposals received after 1:00 p.m. Eastern time on the Proposal due date will not be evaluated. Any failure to meet a deadline or any objection to the dates for performance of the Work may result in the State refusing to consider a Proposal.

Section 3 – General Instructions to Offeror

A. Introduction to General Instructions

The following sections provide details on how to get more information about this RFP and how to respond to this RFP. All responses must be complete and in the prescribed format.

B. Contacts

During the performance of the Work, a State representative (Agency Representative) will represent the Agency and be the primary contact for matters relating to the Work. The Agency Representative will be designated after the Contract award.

C. Inquiries

Offerors may not contact the State directly at any time during the solicitation process, however Offerors may make inquiries regarding this RFP any time during the inquiry period listed in OhioBuys.

To make an inquiry, Offerors must login to OhioBuys, navigate to the solicitation, open the Inquiry tab and submit its inquiry. Offerors will not receive a personalized e-mail response to its question, nor will they receive notification when the question has been answered. Offerors may view inquiries and responses on the OhioBuys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

Offerors are to base its proposal responses, and the details and costs of its proposed projects, on the requirements and performance expectations established in this RFP.

The State is under no obligation to acknowledge questions submitted through the Q&A process if those questions are not in accordance with these instructions or deadlines. The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the requirements or the terms and conditions of this RFP.

The State will attempt to respond to all inquiries within three business days of receipt, excluding State holidays. The State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date listed in OhioBuys. The State will use its discretion in deciding whether to provide responses as part of this RFP process. Responses to inquiries are not considered changes to the RFP.

D. Restrictions on Communication

Other than the communication options described in this RFP, Offerors must not make unsolicited contact with any elected official or office of the State, any staff member of DAS or the Agency, or any agent or representative of DAS or the Agency, regarding this RFP. Offerors must not represent themselves to anyone as having the endorsement of the Agency or the State, nor as the Agency’s next supplier of the Work. For contractors currently doing business with the Agency, any communication regarding this RFP is prohibited except as provided for in this RFP. Any such unauthorized contact may result in an Offeror being disqualified from further consideration under this RFP. The State will not discuss the particulars of this RFP process with external parties.

E. Amendments to this RFP

If the State decides to revise this RFP before the Proposal due date, an amendment will be issued in OhioBuys as a new round. If an Offeror has submitted a Proposal prior to an amendment being issued and wishes to be considered, the Offeror must resubmit its Proposal in response to the latest round of the RFP. Proposals submitted in response to amended RFPs prior to the most recent amendment will not be opened or evaluated. The State may issue amendments to this RFP any time before Proposals are due, and it is each Offeror’s responsibility to check for amendments and other current information regarding this RFP.

Unless otherwise stated in the notice by the State, modifications and withdrawals must be submitted within OhioBuys prior to the end date of the amendment response period. If this RFP provides for a negotiation phase, this procedure will not apply to changes negotiated during that phase. Any modification that is broader in scope than the State has authorized may be rejected and treated as a withdrawal of the Offeror’s Proposal.

F. Proposal Submittal

Each Offeror must submit a technical proposal and a cost proposal as separate sections of its Proposal before the Proposal due date and time and pursuant to the instructions in Section 4, Requirements for Proposals. Proposals, including all components of the Proposals, must not be password protected or the State may reject any such Proposals.

Each section must be submitted in its own separate, electronic submission as indicated by the solicitation questionnaire. The submission with the technical proposal will be electronically sealed (the technical envelope), and the submission with the cost proposal will be separately electronically sealed (the financial envelope).

Each requirement of a Proposal represents only a part of the total basis for a decision to award the Contract, and a failure by an Offeror to make a required submission or meet a Mandatory Requirement (see Section 6, if applicable) normally will result in a rejection of that Proposal. The value assigned to each requirement is used to determine which Proposal is the most advantageous to the State in relation to the other Proposals received. It is not a basis for determining the importance of meeting that requirement.

Offerors must submit its Proposals electronically in OhioBuys before the noted time on the Proposal due date. Paper submissions will be destroyed and will not be considered. OhioBuys will not allow submission or modification to a submission after the deadline. An Offeror submitting an electronic Proposal must allow for adequate time for uploading a Proposal prior to the due date and time. Technical difficulties experienced by the Offeror will not be an exception.

Each Offeror must carefully review the requirements of this RFP and the contents of its Proposal. Once opened, Proposals cannot be altered or withdrawn, except as allowed by this RFP.

The State is not responsible for the accuracy of any information regarding this RFP that was gathered through a source other than the inquiry process described in the RFP.

The State may reject any Proposal if the Offeror takes exception to the terms and conditions of this RFP, includes unacceptable assumptions or conditions in its Proposal, fails to comply with the procedure for participating in the RFP process, or fails to meet any requirement of this RFP. The State also may reject any Proposal it believes is not in its interest to accept, cancel this RFP, or decide not to award a Contract to any or all of the Offerors responding to this RFP.

All Proposals and other material that Offerors submit will become the property of the State and may be returned only at the State's option. All Proposals will be open to the public after the State has awarded the Contract.

The State will retain all Proposals, or a copy of them, as part of the Contract file for at least six years. After the six-year retention period, the State may dispose of the Proposals and any copies of them.

The State is not responsible for any costs an Offeror incurs in responding to this RFP or from participating in the evaluation process or negotiations process (if any), regardless of whether the State awards the Contract through this process, decides not to go forward with the Contract award, cancels this RFP for any reason, or contracts for the Work through some other process or through another RFP.

G. Rejection of Proposals Generally

The State may reject any Proposal for the reasons listed in this RFP, that fails to comply with the procedure for participating in the RFP process, that fails to meet the RFP requirements, or that is not in the State’s interest to consider or to accept. In addition, the State may cancel this RFP, reject all Proposals, and seek to do the Work through a new RFP or by other means.

H. Exceptions

The State may reject any Proposal if the Offeror takes exception to the terms and conditions of the Contract or includes unacceptable assumptions or conditions in its Proposal.

I. Proprietary Information

As set forth in OAC 123:5-1-07 and 123:5-1-08, if an Offeror includes in its Proposal information it considers exempt from disclosure in a public records request, it must submit a redacted version of any document containing such information, as further described in this paragraph.  Offerors must only redact (black out) the specific language that is exempt from disclosure pursuant to the Ohio Public Records Act.  Examples of actions that are not acceptable for the protection of information in a Proposal include: (a) redaction of sections in their entirety simply because they may contain some information exempt from disclosure pursuant to the Ohio Public Records Act; (b) inclusion of a blanket confidentiality or copyright notice anywhere in the Proposal; and (c) redaction of the cost proposal in its entirety.  Prices, makes, models, catalog numbers of the items offered, deliveries, and terms of payment will be available for public inspection regardless of any designation to the contrary.

In addition to the redacted document(s), Offerors must submit a list of each redaction, using the Offeror Redaction Justification Form (Form 7k) in Part 7, with a detailed legal explanation for each redaction to demonstrate that the redacted information is protected under the Ohio Public Records Act.  A blanket statement that all redactions are exempt from disclosure pursuant to the Ohio Public Records Act and/or the Uniform Trade Secrets Act is not a sufficient explanation.  The redacted version(s) must be submitted as an electronic copy in a searchable PDF format.  The redacted version(s) and accompanying explanation, as submitted, will be available for inspection and released in response to public records requests.

By submitting a redacted Proposal, the Offeror agrees to indemnify the State, DAS, and the Agency for any court costs, statutory damages, attorney fees, or other award issued against the State, DAS, or the Agency for any violation of the Ohio Public Records Act resulting from the State, DAS, or the Agency providing the Offeror’s redacted version of its Proposal in response to a public records request.

By not submitting a redacted version of the Proposal with accompanying explanation, an Offeror consents to the release of the original Proposal submission in response to a public records request. If an improperly redacted version or insufficient explanation is submitted, the State will advise the Offeror in writing what portions of the Proposal are subject to disclosure in response to public records requests.

J. Changes to Proposals

The State will allow modifications of Proposals only if the State receives them before the Proposal due date. No modifications will be permitted after the Proposal due date, except as authorized by this RFP.

K. Offeror Warranties

By submitting a Proposal, the Offeror acknowledges it has read this RFP, understands it, and agrees to be bound by the requirements of this RFP.

R.C. 9.24 prohibits the State from awarding a contract to any entity against whom the Auditor of State has issued a finding for recovery (a Finding) if the Finding is unresolved at the time of the award. This also applies to renewals of contracts. By submitting a Proposal, the Offeror warrants it is not subject to an unresolved Finding under R.C. 9.24 at the time of its submission. Additionally, the Offeror warrants it will notify DAS in writing immediately upon becoming subject to such an unresolved Finding after submitting its Proposal and before the award of a Contract under this RFP. Further, the State may treat any unresolved Finding against the Contractor that prevents a renewal of the Contract as a breach in accordance with the provisions of the Contract.

L. Notice on Use of Social Security Numbers as Federal Tax Identification Numbers

If an Offeror uses its Social Security Number as its Federal Taxpayer Identification Number, please be aware that the information submitted is a public record, and the State may be compelled by Ohio law to release Federal Taxpayer Identification Numbers as a public record. If an Offeror does not want to have its Social Security Number potentially disclosed as a Federal Taxpayer Identification Number, the State encourages Offerors to use a separate Employee Identification Number (EIN) obtained from the United States Internal Revenue Service to serve as the Federal Taxpayer Identification Number.

M. Offeror Registration

Offerors must provide evidence that they are registered with Ohio Shared Services to do business in the State of Ohio. To register to do business in Ohio and to access supplier forms, see Form 7b.

N. Multiple or Alternate Proposals

The State will not accept multiple Proposals from a single Offeror or any alternative solutions or options to the requirements of this RFP. Any Offeror that submits multiple Proposals may have all of its Proposals rejected.

O. Debriefing and Protests

The State maintains a policy that debriefing of the evaluation process will not be conducted. Offerors should not contact the State either during or after the solicitation process to request a debriefing. In lieu of a debriefing, Offerors may file a public records request with the State using the following link, https://ohiobuys.ohio.gov/page.aspx/en/prj/foia_request_extranet_manage .

This protest language only pertains to this RFP. An Offeror may file a protest objecting to the process of soliciting the Proposals or an Offeror objecting to the subsequent award of a Contract resulting from the RFP. The protest must be in writing and contain the following information:

1. The name, address, and telephone number of the protester;

2. The name and number of the RFP being protested;

3. A detailed statement of the legal and factual grounds for the protest, including copies of any relevant documents;

4. A request for a ruling by the State;

5. A statement as to the form of relief requested from the State; and

6. Any other information the protester believes to be essential to the determination of the factual and legal questions at issue in the written request.

The State will consider a timely protest if it is received at the filing location below within the following periods:

7. An Offeror must file a protest based on alleged improprieties in the issuance of the RFP or any other event preceding the Proposal due date, which are apparent or should be apparent, no later than five business days prior to the Proposal due date.

8. If the protest relates to the recommendation of the evaluation team for an award of the Contract, an Offeror must file the protest as soon as practicable after the Offerors are notified of the decision by the State regarding the Proposals.

Offerors must file all protests at the following location:

Department of Administrative Services

Office of Procurement Services

Records_Admin@das.ohio.gov

SUBJECT: SRC0000028354 DDD007

P. Disclosure of Proposal Contents

The State will seek to open the Proposals in a manner that avoids disclosing their contents. Additionally, the State will seek to keep the contents of all Proposals confidential until the Contract is awarded.

Q. Unfair Competitive Advantage

Any and all prior work performed by the Offeror or its proposed subcontractor(s) that the State determines results in an unfair competitive advantage to that Offeror may result in the Offeror’s Proposal being rejected due to a conflict of interest. Pursuant to OAC 123:5-1-10, if an Offeror developed or assisted with the development of specifications for this RFP, the Offeror is ineligible to submit a Proposal and the Offeror’s Proposal will be rejected.

Section 4 – Requirements for Proposals

A. Proposal Format

These instructions describe the required format for a responsive Proposal.

Each Proposal must include sufficient data to allow the State to verify the total cost for the Work and all of the Offeror's claims of meeting the RFP's requirements. Each Proposal must respond to every request for information in this RFP, whether the request requires a simple "yes" or "no" or requires a detailed explanation. Simply repeating the RFP's requirement and agreeing to comply may be an unacceptable response and may cause the Proposal to be rejected.

Proposals should use a consistent contrasting font and color so that the responses are readily distinguishable to the State; using the color blue to provide responses is suggested to contrast with the black text of this document. Formats are acceptable that use different typefaces, styles, or shaded backgrounds, so long as the use of these formats is consistent throughout the Offeror’s Proposal and readily distinguishable from the original RFP. Below is an example of the required format for responding to the RFP requirements. Alterations to the State-provided RFP language are strictly prohibited. The State will electronically compare Offeror Proposals to the posted RFP, and deviations or alterations to the State’s RFP requirements may result in a rejection of the Proposal.

Illustrative Example: Customers Served in the Widget Space Instructions: The Offeror is to describe the customers (i.e., companies, agencies, entities, etc.) served in the Widget domain and the nature of the services provided, as well as the duration of the service. Offeror Response: The Acme Corporation has been in business for over 20 years. Acme is a leading supplier of Widget and Widget-based services with clients in a variety of sectors, including public (23 states) and private (125 companies).

Offerors are advised to limit Offeror marketing statements and pre-printed technical inserts to the area(s) of the Proposal applicable to those statement(s) and not include duplicative or otherwise repetitive statements throughout its Proposal.

Any additional links or documents incorporated by reference by the Offeror will not become part of the Contract unless expressly accepted by the State.

The Offeror may include any additional information it believes is relevant. All pages, except pre-printed technical inserts, must be sequentially numbered. Any material deviation from the format outlined in this RFP may result in a rejection of the non-conforming Proposal.

Technical Proposal: The Offeror’s technical proposal must be submitted in Microsoft Word® if possible (certain forms may be submitted as PDFs), through OhioBuys and as instructed in the technical questionnaire in OhioBuys. The technical proposal consists of all questionnaire responses and documents submitted in response to this RFP excluding the cost proposal. All technical proposal documents must be submitted in the order listed in subsection B(1) below.

Cost Proposal: The Offeror’s cost proposal must be submitted through OhioBuys as instructed in the cost questionnaire in OhioBuys. The cost proposal consists of a separate cost section as described in subsection B(2) below and in the required format of Part 5.

B. Proposal Specifics

Each Proposal must contain the following components.

1. Technical proposal components

a. Required Forms. Each Proposal must include the completed forms listed below. All required forms are included in Part 7 unless otherwise indicated.

i. Offeror Certification Form (Form 7a). The Offeror must complete the Offeror Certification Form.

ii. Offeror Registration Form (Form 7b). The Offeror must use the Offeror Registration Form to register with the State as applicable.

iii. Independent Contractor Acknowledgement Form (Form 7c). Unless the Offeror is a “business entity” as that term is defined in R.C. 145.037 (“an entity with five or more employees that is a corporation, association, firm, limited liability company, partnership, sole proprietorship, or other entity engaged in business”), the Offeror must have any individual performing services under the Contract complete the Independent Contractor Acknowledgement Form

iv. Subcontractor Utilization Form (Form 7d). For each proposed subcontractor, the Offeror must submit a completed Subcontractor Utilization Form signed by someone authorized to legally bind the subcontractor.

v. Offeror Profile Form (Form 7e). The Offeror must complete the Offeror Profile Form to describe the Offeror’s capability, capacity, and experience in support of the requirements in this RFP. The contact person listed must be the primary point of contact for any questions about the Proposal. Additionally, the Contract Signatory listed must be the individual authorized to sign the Contract for the Offeror if awarded.

The form must include the date the Offeror was established, its leadership, number of employees and any other background information that will help the State gauge the ability of the Offeror to fulfill the obligations of the Contract. The background information must include the Offeror’s background as well as a description of the personnel, internal procedures, and any other resources required under the terms of the Contract to ensure successful performance and Contract compliance. The Offeror must describe its current operational capacity and the ability to perform the additional workload in the Contract.

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