INVITATION FOR BIDS
IFB Number: IFB: #3160002155
To Provide: Compliance Monitoring for Medicare and
Medicaid Services (CMS) Final Rule Regarding
Issue Date: 03/20/2018
MS Department of Mental Health
239 North Lamar St.
Jackson, MS 39201
Toni Johnson, Director of the Bureau of Human Resources
CLOSING DATE AND TIME
Bids must be received by 4:00 p.m., April 20, 2018
1.1 Bid Acceptance Period
The original and 3 copies of the bid form, 4 copies total, shall be signed and submitted in
a sealed envelope or package to MS Department of Mental Health, 239 North Lamar St.,
Jackson, MS 39201 no later than the time and date specified for receipt of bids. Timely
submission of the bid form is the responsibility of the bidder. Bids received after the
specified time shall be rejected. All late bids shall remain unopened and maintained in the
procurement file. The envelope or package shall be marked with the bid opening date and
time, and the number of the invitation for bid. The time and date of receipt shall be
indicated on the envelope or package by the MS Department of Mental Health. Each page
of the bid form and all attachments shall be identified with the name of the bidder. Failure
to submit a bid on the bid form provided shall be considered just cause for rejection of the
bid. Modifications or additions to any portion of the procurement document may be cause
for rejection of the bid. The MS Department of Mental Health reserves the right to
decide, on a case-by-case basis, whether to reject a bid with modifications or additions as
non-responsive. As a precondition to bid acceptance, the MS Department of Mental
Health may request the bidder to withdraw or modify those portions of the bid deemed
non-responsive that do not affect quality, quantity, price, or delivery of the service.
IFB Release Dates
Sealed Bids Due
Opening of Bids
Notification of Intent to Award
Presentation to DMH Board
Presentation to PPRB for Approval
Estimated Start Date
Tuesday, March 20, 2018
Tuesday, March 27, 2018
Monday, April 2, 2018
Tuesday, April 3, 2018
Friday, April 20, 2018 by
4:00 p.m. CST
Monday, April 23, 2018 at 10:00 a.m.
Wednesday, April 25, 2018
Wednesday, May 2, 2018 at 10:00 a.m.
Thursday, May 17, 2018
Wednesday, June 6, 2018
July 1, 2018
1.1.2 Late Submissions
A bid received at the place designated in the solicitation for receipt of bids after the
exact time specified for receipt will not be considered unless it is the only bid
received, or it is received before award is made and was sent by registered or
certified mail not later than the fifth (5th) calendar day before the date specified for
receipt of bids. It must be determined by the DMH that the late receipt was due
solely to mishandling by the DMH after receipt at the specified address.
The only acceptable evidence to establish the date of mailing of a late bid is the
U.S. Postal Service postmark on the wrapper or on the original receipt from the
U.S. Postal Service. If the postmark does not show a legible date, the contents of
the envelope or package shall be processed as if mailed late. “Postmark” means a
printed, stamped, or otherwise placed impression, exclusive of a postage meter
impression, that is readily identifiable without further action as having been
supplied and affixed by the U.S. Postal Service on the date of mailing. Bidders
should request postal clerks to place a hand cancellation postmark (often called a
bull’s eye) on both the receipt and the envelope or wrapper.
The only acceptable evidence to establish the time of receipt at the office identified
for bid opening is the time and date stamp of that office on the bid wrapper or other
documentary evidence of receipt used by that office.
1.2 Expenses Incurred in Preparing Bid
The DMH accepts no responsibility for any expense incurred by the bidder in the
preparation and presentation of a bid. Such expenses shall be borne exclusively by the
1.3 Bid Form
All pricing must be submitted on the bid form (Attachment B). Failure to complete and/or
sign the bid form may result in the bidder being determined nonresponsive.
1.3.1 Bidder Certification
The bidder agrees that submission of a signed bid form is certification that the
bidder will accept an award made to it as a result of the submission.
1.4 Registration with Mississippi Secretary of State
By submitting a bid, the bidder certifies that it is registered to do business in the State of
Mississippi as prescribed by the Mississippi Secretary of State or, if not already registered,
that it will do so within seven (7) business days of being offered an award. Sole proprietors
are not required to register with the Mississippi Secretary of State.
By submitting a bid, the bidder certifies that it is not currently debarred from submitting
bids for contracts issued by any political subdivision or agency of the State of Mississippi
or Federal government and that it is not an agent of a person or entity that is currently
debarred from submitting bids for contracts issued by any political subdivision or agency
of the State of Mississippi.
1.6 Additional Information
Questions about the contract portions of the procurement document must be submitted in
writing to Toni Johnson at 239 North Lamar St., Jackson, MS
email@example.com. Questions concerning the technical portions of the
procurement document should be directed to the above name as well. Bidders are
cautioned that any statements made by contact persons that cause a material change to
any portion of the bid document shall not be relied upon unless subsequently ratified by a
formal written amendment to the bid document.
1.7 Type of Contract
Compensation for services will be in the form of a firm fixed-price agreement.
1.8 Written Bids
All bids shall be in writing.
The MS Department of Mental Health (DMH) seeks to contract with one vendor as an
independent contractor to serve as interviewers to determine ID/DD Waiver and IDD
Community Support Program provider compliance with the Centers for Medicare and
Medicaid Services (CMS) issued regulations (Final Rule). The CMS regulations issued in
March, 2014, were designed to ensure people receiving long-term services and supports
through home and community based services (HCBS) programs have full access to the
benefits of community living and the opportunity to receive services in the most integrated
The home and community-based setting requirements establish an outcome oriented
definition that focuses on the nature and quality of people’s experiences. The requirements
mandate the following:
HCBS settings facilitate supporting people receiving services to be integrated in and have
full access to the greater community to the same degree as people not receiving HCBS
HCBS optimize a person’s autonomy and independence in making life choices, including
control of personal resources
HCBS settings are chosen by the person from among residential and day options, including
non-disability specific settings
HCBS settings ensure the right to privacy, dignity, respect and freedom from coercion and
restrain for people receiving services
HCBS provide opportunities to seek competitive employment
HCBS settings facilitate choice of services for each person as well as who provides the
The use of a detailed person centered planning process to develop outcomes based on what
is important to a person as well as what is important for them.
The Final Rule includes a provision requiring states offering HCBS to develop Statewide
Transition Plans (STP) to ensure that all HCBS provided in residential and day settings
will meet the Final Rule’s requirements. States must evaluate the settings and, if there are
settings that do not meet the final regulation’s home and community-based settings
requirements, develop a plan to bring their program into compliance.
At a minimum, states are expected to conduct site-specific assessments to determine if
providers are or are not in compliance with the federal settings requirements. States may
use a variety of methods to conduct site-specific assessments including: provider self-
assessments; site visits; and policy and record reviews. Additionally, DMH is seeking
input from people receiving services about their experiences receiving residential and day
services through the ID/DD Waiver and IDD Community Support Program. States are
also encouraged to engage advocacy groups in the required Statewide Transition Plan
After site specific assessments and interviews with people receiving services and their staff
take place, data is to be aggregated and providers will be assigned to one of the four (4)
categories designated by CMS: 1) the provider is in compliance with the Final Rule; the
provider is not in compliance but could come into compliance with modifications; the
provider is not in compliance but could be determined in compliance through the
Heightened Scrutiny process; or 4) the provider does not and cannot meet the requirements
of the Final Rule.
The state must then require remedial action from providers who do not meet the Final
Rule, but can with modifications and those who will be evaluated under the Heightened
Scrutiny provision of the regulations. States must also provide the methods by which they
will ensure providers remain in compliance with the Final Rule.
It is understood that any contract resulting from IFB requires approval by the Public
Procurement Review Board. If any contract resulting from IFB is not approved by the
Public Procurement Review Board, it is void and no payment shall be made.
2.2 Scope of Services
The successful bidder must submit a plan that addresses assisting DMH in determining if certified
providers are in compliance with the Final Rule requirements. The following services will be
• Work with DMH staff to review/revise instruments to be used in assessing sites and people’s
experiences to determine compliance with the Final Rule. Also, included in this will be the
development of a survey to use with staff providing services. The instruments must be based
on the Exploratory Questions issued by CMS.
• Recruit field staff
• Train field staff, in conjunction with DMH staff, on the requirements of the Final Rule and in
conducting interviews with people with disabilities
• Provide overview training for DMH staff and provider agencies as requested.
• Assist the state in pulling a valid sample, per provider, of people to interview
• Develop HIPAA compliant methods of collecting, transmitting, and storing data
• Schedule on-site visits with providers/people to be interviewed