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B23001946 Early Intervention Family Outcome Survey

General Information
Solicitation Number
B23001946version:    02
Status
Awarded
Department
Health
Division
Family Health Services Division
Islands (where the work/delivery is to be performed)
Statewide
Category
Goods and Services
Release Date
03/17/2023
Amendment Date
03/20/2023
Amendment Reason
Updating and revising # of estimated return surveys within (1.) the relevant HIePRO line-items and (2.) Competitive Bid Document.
Offer Due Date & Time
03/31/2023 04:30 PM
Description
HIePRO solicitation is addressing issues with the recently closed/cancelled solicitation # B23001593. Current solicitation ensures that potential bidders are better informed and equipped to bid on the true cost of returned surveys. Revising estimated # of max return surveys (e.g. Cost of Business Reply Envelopes (BRE's) (up to 700), cost of postage (up to 700), and cost for surveys (up to 3,000)); to reflect our estimate that not all 3,000 surveys will be returned, while still providing a buffer, as the # of surveys/returned surveys is a moving target.

The Hawaii Department of Health (DOH), Early Intervention Section (EIS) serves children birth (0) to three (3) years of age with special needs and their families. EIS must provide families with an Early Intervention (EI) Family Outcome Survey in two formats: online version accessed by a link or paper version. All families receiving EI services are asked to complete the Family Outcomes Survey between April 1-May 30 each year. Families who exit from EI services between July 1 – March 31 of each year are asked to complete the Family Outcomes Survey.

Create an online version of the Family Outcomes Survey in all eleven (11) languages, using the Word version of the EI Family Outcomes Survey provided by EIS (refer to Attachment A).

Create a landing page that allows the Families to select the language of their choice to complete the online version of the EI Family Outcomes Survey.  EIS shall provide a sample landing page to CONTRACTOR (refer to Attachment B).

Provide EIS with the link to access the online version of the EI Family Outcomes Survey. The link will be distributed to Families upon exit from EI services. The online version of the EI Family Outcomes Survey shall remain open for responses throughout the contract period. 

Provide EIS with a unique passcode for each of the 18 EI Programs. The unique passcode is used as an identifier since the EI Family Outcomes Surveys are completed confidentially, with the only identifier being the EI Program that provides services to the family.  

Provide EIS with BRE's with CONTRACTOR’s mailing address as requested by EIS throughout the contract period. The BRE's will be used to send the CONTRACTOR the completed paper version of the EI Family Outcomes Surveys.  

Complete the “Family Outcomes Survey Results” Excel spreadsheet in the format provided by EIS (refer to Attachment C). CONTRACTOR shall include all survey responses from the online version and paper version received throughout the contract period. Survey responses will be coming in regularly either online or by mail (paper version) and shall be inputted into the “Family Outcomes Survey Results” excel spreadsheet immediately within two (2) business days upon receipt of the completed survey. 

Provide EIS the link to access live survey results throughout the contract period to monitor return rates. This will allow EIS to access and analyze responses as needed.

Provide EIS with technical support if there are any issues and concerns regarding the following but not limited to accessing the online survey, survey results, and the unique survey passcode identifiers.

Keep backup copies of all the survey data for recovery purposes.

Invoice EIS for the following:  

The cost for creating the online version of the Family Outcomes Survey and landing page upon completion.  

The cost for each BRE's requested (cost per envelope) by EIS throughout the contract period on a monthly basis. 

The cost for each BRE's used (cost for postage) by EIS throughout the contract period on a monthly basis. 

The cost to process each EI Family Outcomes Surveys received throughout the contract period.

Note: There were about 2,700 families enrolled in EI services between July 1, 2021 – June 30, 2022. Based on this data, Contractor could receive up to this many completed surveys during the contract year.
Contact Person
Tholen, Ian
Email
ian.tholen@doh.hawaii.gov
Phone
808-733-9062
General Comments
Procurement Officer
William "Lane" Aakhus
Attachments
Family_Outcome_Survey_Solicitation_Invitation_For_Bids_FHSD_EIS_Revised_3.14.23.pdf
Attachment A EI Family Outcomes Survey Sample.pdf
Attachment B EI Family Outcomes Survey Language Options Landing Page Sample.pdf
Attachment C Family Outcomes Survey Results.xlsx
Family_Outcome_Survey_HIePRO_Competitive_Bid_Document_FHSD_EIS_Revised_03.20.2023.docx
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.

B23001946 Early Intervention Family Outcome Survey

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Creation of Online Version of Family Outcomes and Landing Page
1
JOB
518210, 541910, 518210, 541910, 518210, 541910, 518210, 541720, 541720, 541720, 518210, 518210 

Code Table
Commodity Code Description
518210 Data processing services (except payroll services, financial transaction processing services)
541910 Marketing research services
518210 Automated data processing services
541910 Opinion research services
518210 Electronic data processing services
541910 Public opinion research services
518210 Computer data storage services
541720 Social science research and development services
541720 Sociological research and development services
541720 Sociology research and development services
518210 Data entry services
518210 Data processing computer services
General
Quantity
1
Unit of Measure
JOB
Title
Creation of Online Version of Family Outcomes and Landing Page
Description
Cost for creating the online version of the Family Outcomes and landing page in eleven (11) languages
Attachments

Print

2
Business Reply Envelopes (Cost per Envelope)
700
JOB
518210, 541910, 518210, 541910, 518210, 541910, 518210, 541720, 541720, 541720, 518210, 518210 

Code Table
Commodity Code Description
518210 Data processing services (except payroll services, financial transaction processing services)
541910 Marketing research services
518210 Automated data processing services
541910 Opinion research services
518210 Electronic data processing services
541910 Public opinion research services
518210 Computer data storage services
541720 Social science research and development services
541720 Sociological research and development services
541720 Sociology research and development services
518210 Data entry services
518210 Data processing computer services
General
Quantity
700
Unit of Measure
JOB
Title
Business Reply Envelopes (Cost per Envelope)
Description
Cost for each Business Reply Envelopes (cost per envelope)
Attachments

Print

3
Business Reply Envelopes (Cost for Postage)
700
JOB
518210, 541910, 518210, 541910, 518210, 541910, 518210, 541720, 541720, 541720, 518210, 518210 

Code Table
Commodity Code Description
518210 Data processing services (except payroll services, financial transaction processing services)
541910 Marketing research services
518210 Automated data processing services
541910 Opinion research services
518210 Electronic data processing services
541910 Public opinion research services
518210 Computer data storage services
541720 Social science research and development services
541720 Sociological research and development services
541720 Sociology research and development services
518210 Data entry services
518210 Data processing computer services
General
Quantity
700
Unit of Measure
JOB
Title
Business Reply Envelopes (Cost for Postage)
Description
Cost for each Business Reply Envelopes used (cost for
postage)
Attachments

Print

4
Cost (per Survey) to Process Each EI Family Outcomes Survey
3000
JOB
518210, 541910, 518210, 541910, 518210, 541910, 518210, 541720, 541720, 541720, 518210, 518210 

Code Table
Commodity Code Description
518210 Data processing services (except payroll services, financial transaction processing services)
541910 Marketing research services
518210 Automated data processing services
541910 Opinion research services
518210 Electronic data processing services
541910 Public opinion research services
518210 Computer data storage services
541720 Social science research and development services
541720 Sociological research and development services
541720 Sociology research and development services
518210 Data entry services
518210 Data processing computer services
General
Quantity
3000
Unit of Measure
JOB
Title
Cost (per Survey) to Process Each EI Family Outcomes Survey
Description
Cost to process each EI Family Outcomes Survey (cost per survey)
Attachments

Print

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.

B23001946 Early Intervention Family Outcome Survey

Instructions
  • 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.
  • 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.
  • TRANSLATION OF ELEVEN (11) SURVEY LANGUAGES IDENTIFIED IN SOLICITATION: The translation for the eleven (11) survey languages has already been completed. So, it is a matter of the awarded vendor/provider being able to upload and manage the resulting survey data.
  • 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.
  • HOW MANY FAMILES WERE ENROLLED IN EI SERVICES DURING FISCAL YEAR (FY) 2022 (07/01/21 - 06/30/22)?: There were about 2,700 families enrolled in EI services between July 1, 2021 – June 30, 2022. Based on this data, Contractor could receive up to this many (more or less) completed surveys during the contract year.
  • 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.
  • TRANSLATION OF ELEVEN (11) SURVEY LANGUAGES IDENTIFIED IN SOLICIATION: The translation of the eleven (11) survey languages has already been completed. So, it is a matter of the awarded vendor/provider being able to upload and manage the resulting survey data.
  • 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.
  • 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.
  • CAN YOU EXPLAIN MORE REGARDING THE SURVEY, ENVELOPE, MAILING WORKFLOW REQUIREMENTS?: EIS is requesting BRE envelopes that we will be sending to families who request a paper copy of the survey. We enclose a copy of the survey together with the BRE in our envelope and distribute to corresponding program (the program that requested the paper surveys). They in turn distribute to families. Families complete the survey and use the enclosed BRE to mail back to the vendor. The envelopes need to have the vendor’s address so the completed surveys go straight back to them. No EIS branding.
  • 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.
  • WHEN ARE BID SUBMISSIONS DUE?: Bid submissions will be accepted up until (and no later than) 4:30 P.M. (HST) Friday, February 24, 2023.
  • 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 NIC Hawaii, the vendor administering the HIePRO. Payment must be made to NIC Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.