Procurement of Services and Supports - B0008 - Tri Counties Regional Center

Procurement of Services and Supports – B0008

BOARD COMMITTEE RESPONSIBLE FOR THIS POLICY:

Administrative Committee

PURPOSE

Tri-Counties Regional Center (TCRC) administers vendorization and procurement activities in compliance with the California Department of Developmental Services (DDS) Standardized Vendorization Process. TCRC applies statewide DDS requirements to ensure uniform, equitable, and transparent vendorization of service providers. The purpose of this policy is to provide an overview of the vendorization process and circumstances under which the regional center will issue Requests for Proposals (“RFP”) to address a service need. This policy shall also address the RFP process; the RFP notification process; and how submitted proposals will e evaluated and the applicant selected.

POLICY

Standard Vendorization Process
1. Requirements
  1. TCRC shall implement the DDS Standardized Vendorization Process for all services subject to statewide vendorization requirements.
    1. Prospective service provider will create or login to existing DDS Provider Directory.
    2. Service provider will submit information that demonstrates minimum requirements are met which will be reviewed by TCRC within 15 calendar days.
    3. If basic requirements are met, service provider will be asked to submit additional information and documents to support the application.
  2. Many projects require a program design. Once selected, applicants will be asked to submit a program design if necessary. Program designs are required for the following:
    1. Behavioral Services
    2. Infant Services
    3. Day Services
    4. Respite Services
    5. Supported Living
    6. Independent Living
    7. Residential Services
    8. Adaptive Skills
    9. Socialization Training
    10. Mobility Training
    11. Community Activities Support Services
    12. Family Home Agency
    13. Crisis Team
  3. TCRC will review application for completeness within 30 calendar days
    1. Service provider will have 30 calendar days to submit any missing or incorrect information. The submission review timeline/clock pauses for TCRC during this time and does not reset.
  4. TCRC will review final application and make vendorization decision within 45 calendar days
    1. If approved, service provider will be assigned a vendor number.
    2. If not approved, service provider will receive a denial notice with rights to appeal the decision.

Request for Proposals
1. Purpose
  1. A needs assessment is conducted by Resource Development (“RD”) staff at least semi-annually to ascertain needs for annual planning and for ongoing needs as they arise. RD staff will meet with managers and interested parties in TCRCs’ geographic areas to discuss expectations regarding services for that territory. Priority shall be established first by lack of resources in a geographic area.
  2. The purpose for seeking services through a Request for Proposals are to:
    1. Fulfill unmet needs for which the regional center must find qualified vendor(s);
    2. Vet applicants interested in CPP/CRDP projects
    3. Develop services that reflect the agency’s person-centered practices and philosophy; and
    4. Seek providers using evidence-based practices based on contemporary research
2. Timeline
  1. TCRC opens the RFP cycle twice each year to align with the Community Placement Plan / Community Resource Development Plan award cycle and as pressing needs arise within the agency. Proposals must be submitted in accordance with timelines published within the RFP cycle.

SAMPLE TIME TABLE

ACTIVITY	DEADLINE
RFP Release	September 1
Information Conference	September 15
RFP’s Due	September 30
RFPs Scored	October 30
Interviews	November 30
RFP Awarded	December 15* depending on number of submissions.
Initial Provider Directory Process	Upon award date

Submission
1. Description of services and supports for individuals that are being sought by TCRC in each county are posted on TCRC’s website and will be updated periodically. RFP applicants are directed to review current needs prior to submitting proposals.
  1. Electronic documents are required at all stages in the process of becoming a service
    provider. The proposal MUST contain all of the following:
    1. Completed RFP Response Form(s)
    2. Executive Summary describing the service, staff qualifications, service implementation and other information as described in the RFP
  2. Proposals are sent to Resource Development staff. An email confirming receipt will be returned with each submission.
2. Review Criteria of Accepted Proposals
  1. At minimum, proposals that are selected for further consideration must provide evidence that:
    1. Applicant is qualified to provide service
    2. Applicant demonstrates understanding of service and regulatory requirements
    3. Applicant understands the needs of individuals to be served and the issues involved in providing quality services
    4. Applicant demonstrates an understanding of current “Best Practices” and Person Centered Thinking practices and has incorporated them into the design
    5. Proposal outcomes are realistically attainable and can be expected to produce desired outcomes and a higher quality of life for individuals receiving services
    6. Applicant’s philosophy and values are consistent with TCRC’s mission, values, and operating principles
    7. Applicant provides a plan to serve diverse populations, including, but not limited to, culturally and linguistically diverse populations
    8. Applicant is committed to addressing the needs of those diverse populations
    9. Any additional information that the applicant deems relevant to issues of equity and diversity are included.
  2. Proposals will be reviewed by the TCRC RFP Proposal Review Committee
    1. Supplemental information may be requested. Applicants may be asked to participate in an interview team of appropriate TCRC staff, depending upon the service proposed. Any proposal may be rejected if it is incomplete or deviates from the specifications in the RFP.
    2. The RFP Proposal Review Committee will review the applications and supporting information utilizing a RFP rubric. The rubric is a tool that will objectively measure the quality of the submissions and their responsiveness to the RFP descriptions. It is a combination of binary input (yes/no) and a numerical point system.
    3. Upon completion of the rubric analysis, RD staff will notify high-scoring applicants to submit a program design (if required) and a cost statement for review. A multi-departmental staff panel will review program designs based on internal guidelines. The selected provider(s) will be vendored upon completion of the review and evaluation process and submission of all required documents.
3. TCRC reserves the right to reject any or all proposals and to cancel the RFP process at its discretion. If negotiations fail with the selected applicant, TCRC reserves the right to re-open negotiations with the next qualified applicant or re-post the RFP.
4. Notification
  1. TCRC will award the RFP and the enrollment through the Provider Directory commences and will follow the Standardized Vendorization Process described in Section I of this policy.
5. Technical Assistance
  1. General Vendorizations: Communications between the regional center and vendor applicants will take place within the Provider Directory. The RD team is available to answer question through the vendorization process.
  2. RFP: An Information Conference will be held after the opening of each RFP process in order to answer questions from prospective providers and further clarify the projects. A list of frequently asked questions about response to the RFP process is also available on TCRC’s website.
  3. Referrals to any service are not guaranteed. Service providers responding to unmet needs are more likely to receive referrals. Applicants meeting regulatory requirements will be reviewed for vendorization.

Approvals:

2026 05 08: Revision approved
2016 02 05: Revision approved per inclusion of TBL
2010 11 05: First approval

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Procurement of Services and Supports – B0008