New Jersey Administrative Code › Title 10 - HUMAN SERVICES › Chapter 3 - CONTRACT ADMINISTRATION › Subchapter 3 - REQUEST FOR PROPOSAL › Section 10:3-3.3 - Request for proposal

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The
				departmental component or CHSAC/designated entity shall issue a public
				announcement of the availability of funds for the purchase of services in
				accordance with
				52:14-34.4, 34.5 and 34.6. The
				announcement shall be made in a manner to permit reasonable competition among
				eligible provider agencies. The departmental component shall publish the
				announcement on the Department of Human Services (DHS) website for public
				notices and publications directed toward minorities. In addition, the
				departmental component may choose to do one of the following as a second
				notification: mail the announcement to identified prospective provider
				agencies, including those that may provide similar, but not the specific
				service requested, minority organizations and culturally diverse and sensitive
				groups or advertise in newspapers of general circulation. The Office of
				Contract Policy and Management (OCPM) will upload the announcement of the
				notice of the RFP on the Department of Human Services webpage at
www.state.nj.us/humanservices/providers/grants/nofa/index.html
.
(b) The departmental components may choose to
				have bidders conferences. Technical information regarding the RFP may be
				disseminated at such a meeting.
(c)
				The CHSACs/designated entities, at minimum, shall use the standards set forth
				in this subchapter when they are delegated the responsibility to solicit
				proposals on behalf of the Department. The Department shall be a signatory to
				the contract in this instance. In all other instances, the departmental
				component shall notify the CHSACs/ designated entity of the RFP, if
				appropriate.
(d) The proposal
				process shall be completed within 120 days of publication of the RFP notice on
				the DHS website, inclusive of all protest processes. See
				10:3-3.13 for
				exceptions.
(e) Within three
				business days after a potential applicant has requested a proposal package, the
				departmental component or the CHSAC/designated entity shall forward a proposal
				package to, or the package may be picked up by, those prospective applicants
				responding to the public announcement. In addition, when the CHSAC/designated
				entity has been delegated the responsibility to solicit proposals on behalf of
				the Department, all appropriate Department procedures, as set forth in this
				subchapter, and county procedures, as appropriate, shall be followed. The
				proposal package shall contain, at a minimum, the following information and
				requirements:
1. The amount of funds
				available, the source of funds, the purpose, scope, and goals of the programs
				and services solicited, and any specific conditions, requirements, and/or
				constraints such as spending caps or match requirements;
2. A list of requirements which must be
				fulfilled for the proposal to be evaluated;
3. The type of provider agencies eligible to
				submit a proposal for consideration;
4. A request for a list of the board of
				directors and officers of the applicant agency;
5. The address to which the completed
				proposal must be sent, the submission deadline (time and date) after which no
				applications will be accepted, time frames for review of the proposal and
				awarding of contracts, and the target date for implementation;
6. The name and address of a contact person
				who can provide technical assistance;
7. Funding proposal evaluation criteria (see
				10:3-3.8 );
8. A disclaimer stating the following: "The
				Department reserves the right to reject any and all proposals when
				circumstances indicate that it is in its best interest to do so. The
				Department's best interest in this context, include, but are not limited to,
				loss of funding, inability of the applicant to provide adequate services,
				indication of misrepresentation of information and/or noncompliance with State
				and Federal laws and regulations, any existing Department contracts, and
				procedures set forth in this subchapter";
9. The following statements:
i. "It is anticipated that the resulting
				contract will contain approximately (insert amount) dollars in
				funding;"
ii. Needed for the
				privatization of State service and/or program only:
(1) "In accordance with guidelines
				established by the New Jersey Executive Commission on Ethical Standards, be
				advised that Department employees or former employees are eligible to submit
				proposals to this RFP."
(2) "These
				services were previously State operated. Therefore, if awarded this contract,
				your provider agency may be responsible to maintain, administer and dispose of
				public records previously maintained by the State of New Jersey as defined by
				47:3-16 and must agree to do so
				under the terms of the contract."
10. The appropriate information, forms and a
				list of required supporting documents as set forth in
				10:3-3.6;
11. A copy of Executive Order No. 189(1988),
				regarding conflict of interest (see Appendix A, incorporated herein by
				reference);
12. The URL of the
				DHS/OCPM website where the Contract Reimbursement Manual and Contract Policy
				and Information Manual may be reviewed and downloaded prior to proposal. The
				URL of that link is
www.state.nj.us/humanservices/ocpm/home/resources/manuals
;
13. The terms and conditions which must be
				met to comply with specific funding requirements and Departmental contracting
				rules;
14. The Statement of
				Assurances and the requirement that it shall be properly signed by the Chief
				Executive Officer or equivalent and returned with the application package. See
				Appendix B incorporated herein by reference; and
15. A statement explaining the Department's
				protest process and that protest process by the departmental component must be
				completed within the time frame specified in the RFP or within 30 days after
				receipt of the CHSAC/designated entity recommendation, and that protest process
				by the CHSAC/designated entity must be completed within the 90-day process time
				period and prior to the recommendations being sent to the departmental
				component.