Active Requests for Proposal & Requests for Quote

Centralized Intake/EMR Solution

ACCESS is looking for a software solution to centralize intake, documentation, and reporting for the organization’s diverse business requirements including social, employment, educational, entrepreneurial, physical health, and behavior health services.

Scope of Work

In order to fully comply with the stakeholders’ requirements related to usage of Electronic Medical Record and to increase effectiveness, productivity, reporting ability, and RCM capabilities to streamline our services our organization is in need of obtaining a software solution that will allow us to accomplish our goals.

Requirements:

• The solution will be utilized for electronic medical records and must be “meaningful use” certified.
• The solution must support e-prescribing and electronic medical billing.
• The solution must include functionality allowing for electronic intra-agency referrals.
• Ideally, the solution will be comprised of a single database system rather than multiple systems linked together for reporting purposes through business intelligence.
• The solution can be hosted on-premises or in the cloud, but external hosting in a HIPAA compliant data center would be preferred.
• The solution must provide an easy to use interface for highly customizable forms, assessments, and reports.
• The solution must reliably support up to 150 concurrent users: Case Managers, Therapists, Clubhouse and Supportive Employment Specialists as well as Peers.
• The solution must be able to accommodate the number of prescribing Providers 2 MD/DO; 3 PA/NP
• The solution must include RCM capabilities including claims, remittance, and eligibility setup as well as receivables setup. RCM based upon figures below.
• The solution should take into consideration our average monthly charges, average monthly collections, and average contractual adjustments.
  • Charges $ 198,000
  • Payments $ 180,000
  • Adjustments $ 5,000
• Average Monthly Collections? $ 180,000
• Number of Average Monthly Procedures billed 1,500
• Aging Report – what % of A/R is aged for 120 days $ 60,000

Support Requirements:

• The vendor must provide implementation and training services.
• If the solution requires on-premises implementation, the vendor will provide technical assistance as required.
• If the solution is hosted by the vendor, the vendor will house data in a HIPAA compliant data center and will ensure high availability and optimal performance.
• The vendor will provide maintenance services throughout the lifetime of the solution as part of a maintenance contract or through SaaS subscription.

Snow Removal 2020-2022

Please consider this document as formal Request for Proposal (RFP) for snow removal services for ACCESS. Bids should be submitted to procurements@accesscommunity.org by 10 am October 1st, 2020. Bids must be accompanied by a completed version of the RFP document located at https://www.accesscommunity.org/download/file/fid/203 and 3 references.

All invitations to bid issued by ACCESS will bind bidders and successful bidders to the conditions and requirements set forth in this Scope of Work, and such conditions shall form an integral part of any purchase contract awarded.

All bidders shall contact Director of Business Operations and Facilities Rachid Elabed at 734-652-3303 (cell), relabed@accesscommunity.org between the hours of 9 am & 4 pm M-F to review the scope of work and/or participate in a site visit of all facilities.

Scope of Work:

ACCESS requests a seasonal snow removal price, with ice melt/salt/brine included, for the noted locations in Schedule A. All locations include parking lot plowing, salt/ice melt, clearing of walks (from edge to edge or edge to street where applicable) and entries & emergency exits unless otherwise specified in Schedule B. Vendor agrees to furnish all labor, materials and insurance to perform the above work.

• We are requesting a 2 year contract with fixed pricing
• Service event (plow, de-ice, shoveling) will be triggered when there is a minimum of 1.5” of snow or more.
• Snow must be properly placed to minimize loss of parking spaces.
• Vendor(s) shall be responsible for all repairs or damages to ACCESS property caused by his/her equipment, personnel or materials used.
• The Vendor is to report to Facilities Manager and/or his designee and will cooperate and confer with him/her as necessary to insure satisfactory work progress. Furthermore, any operator leaving ACCESS sites in an unsatisfactory condition will be required to return and complete the job with no additional compensation.

Vendor Selection Criteria - ACCESS reserves the right to reject any or all bids, in part or in total, for any objective or subjective reason whatsoever. Late bids will not be accepted. If a proposal is selected, it will be the most advantageous regarding price (See: "Low Bidder" following), quality of service, the Vendors' qualifications and capabilities to provide the specified service, and other factors which the ACCESS may consider. ACCESS does not intend to award a bid fully on the basis of any response made to the proposal; ACCESS reserves the right to consider proposals for modifications at any time before a Bid would be awarded, and negotiations would be undertaken with that Vendor whose proposal is deemed to best meet ACCESS' specifications and needs. ACCESS at its sole discretion may award this bid to one or several contractors whatever is deemed in the best interest of ACCESS.

Low Bidder: The lowest responsive, responsible bid will be based on the cost per month per facility, demonstrated ability to perform the work and history of performance.

Legal Requirements – The Contractor will comply with all federal, state and local laws & regulations, including but not limited to all applicable OSHA/MIOSHA requirements and the Americans with Disabilities Act.

Contract Changes/Modifications - Changes mutually agreed upon by the ACCESS and the Contractor will be incorporated into this contract by written amendments signed by both parties.

Contingent Upon Funding - Contracts conditioned upon availability of funds. If funding is cut and services must be reduced or discontinued, a 30-day notice will be provided.

Disputes - Any disputes arising out of this agreement shall be governed by the laws of the State of Michigan.

Overpayments - Contract debts are amounts that have been paid to a contractor to which the contractor is not currently entitled under the terms and conditions of the contract; or are otherwise due from the contractor under the terms and conditions of the contract.

Schedule of Service & Delays - Snow removal will be completed by no later than 8:00 am, seven (7) days a week. During business hours, snow will be removed within two hours of end of snowfall, seven (7) days a week. In the case that the Contractor(s) cannot meet the deadlines in this Scope of Work, the ACCESS may contract out these duties itself and receive from the vendor the cost incurred.

Termination for Convenience: ACCESS may terminate this contract at any time for any reason by giving at least thirty (30) days’ notice in writing to the Vendor. If the contract is terminated by the ACCESS as provided herein, the vendor will be paid a pro-rated payment as negotiated with the ACCESS for the work completed as of the date of termination.

Termination for Cause - ACCESS may terminate the whole or any part of this Agreement, by written notice of default to Vendor, in any one of the following circumstances:

(a) if Vendor fails to perform any duties or obligations within the time specified herein or any written extension thereof granted by Customer;

(b) if Vendor so fails to make progress as to endanger performance of this Agreement in accordance with its terms;

(c) if Vendor fails to comply with any of the material terms and conditions of this Agreement. Such termination shall become effective if Vendor does not cure such failure within a period of ten (10) days after written notice of default by Customer;

(d) If the other party is declared insolvent or bankrupt, or makes an assignment for the benefit of creditors, or a receiver is appointed or any proceeding is demanded by, for or against the other under any provision of the Federal Bankruptcy Act or any amendment thereof.

Upon termination, ACCESS may procure, upon such terms as it shall deem appropriate, services similar to those so terminated. Vendor shall continue performance of this Agreement to the extent not terminated.

Payment - ACCESS payment terms are 14 business days from receipt of invoice. Invoicing will be done on a monthly basis for equal amounts of the entire contract during the snow season. ACCESS, by law, is exempt from State and Federal Taxes.

Term – ACCESS is requesting a 2 year contract for snow services beginning November 1, 2020. Insurance Requirements - The Vendor will maintain at its own expense during the term of this Contract, the following insurance:

1. Workers' Compensation Insurance with Michigan statutory limits and Employers Liability Insurance with a minimum limit of $100,000 each accident for any employee. 2. Comprehensive/Commercial General Liability Insurance with a combined single limit of $1,000,000 each occurrence for bodily injury and property damage. ACCESS shall be added as "additional insured" on general liability policy with respect to the services provided under this contract. 3. Automobile Liability Insurance covering all owned, hired and non-owned vehicles with Personal Protection Insurance and Property Protection Insurance to comply with the provisions of the Michigan No Fault Insurance Law, including residual liability insurance with a minimum combined single limit of $1,000,000 each accident for bodily injury and property damage. Insurance policies shall not contain endorsements or policy conditions which reduce coverage provided to ACCESS. Vendor shall be responsible to ACCESS or insurance companies insuring ACCESS for all costs resulting from both financially unsound insurance companies selected by Vendor and their inadequate insurance coverage. Vendor shall furnish the Facilities Manager with satisfactory certificates of insurance or a certified copy of the policy, if requested by the Facilities Manager.

Schedule A: Locations

Main Office, 2651 Saulino Ct, Dearborn, MI 48120 (313) 842-7010

Arab American National Museum, 13624 Michigan Ave, Dearborn, MI 48126 (313) 582-2266

The Annex, 13620 Michigan Ave, Dearborn, MI 48126

Community Health & Research Center, 6450 Maple St, Dearborn, MI 48126 (313) 216-2200

Employment & Human Services Center, 6451 Schaefer Rd, Dearborn, MI 48126 (313) 945-8380

Hope House, 6470 Williamson St, Dearborn, MI 48126 (313) 582-5979

ACCESS Community Health & Research Center, 4301 and 4247 E. 14 Mile Rd, Sterling Heights,

(586) 722-6036

Schedule B: Additional Information

1. ACCESS Schaefer Employment & Human Services Center 6451 Schaefer Rd. – Service/pricing combined with ACCESS Maple Community Health & Research Center 6450 Maple St. location as they share a parking lot. Invoice to reflect both addresses.

2. ACCESS Main Office 2651 Saulino Court - Service additional parking wells off Saulino Ct. and Lowrey St., surrounding the facility.

3. Arab American National Museum 13624 Michigan Ave. & The Annex 13620 Michigan Ave. – Sidewalks and entrances only, stop service at buildings on either side. Service/pricing combined. Invoice to reflect both addresses.

4. ACCESS Hope House 6470 Williamson St. - Lot, drive, sidewalks, emergency exits

5. ACCESS Macomb Community Health & Research Center - Macomb County 4301 E. Fourteen Mile Rd. – Service/pricing combined with 4247 E. Fourteen Mile Rd. location as they share a parking lot. Lot, sidewalks, emergency exits & porches. Invoice to reflect both addresses.

Schaefer Building Renovations

Please consider this document as formal Request for Proposal (RFP) for 6451 Schaefer, Dearborn renovations for ACCESS. Bids should be submitted to procurements@accesscommunity.org by 10 am August 31st, 2020. Bids must be accompanied by a completed version of the RFP document located at https://www.accesscommunity.org/download/file/fid/203 and 3 references.

All invitations to bid issued by ACCESS will bind bidders and successful bidders to the conditions and requirements set forth in this Scope of Work, and such conditions shall form an integral part of any purchase contract awarded. Blueprints are available upon request.

All bidders shall contact Director of Business Operations and Facilities Rachid Elabed at 734-652-3303 (cell), relabed@accesscommunity.org(link sends e-mail) between the hours of 9 am & 4 pm M-F to review the scope of work and/or participate in a site visit of all facilities.

Scope of Work:

ACCESS is soliciting bids for renovations at 6451 Schaefer, Dearborn, MI 48126. Please provide pricing for the renovations included in this request below. We are interested in the following service overhaul listed below in detail.

Flooring:

• Removal of existing VCT and carpet and trim under all workstations throughout the building and dispose
• Provide and install new 1/8” VCT
• Strip and seal new tile for wax finish
• Removal of existing cove base
• Provide and install 6” rubber cove base, black throughout common areas

Carpentry (Exterior Walls):

• Install insulation and drywall on all exterior walls on first and second floor including windows
• Finish and prep walls for paint

Carpentry (Interior Wall):

• Remove one wall approximately 25 ft in Behavior health department
• Prep and finish wall

Carpentry (Kitchen areas):

• Remove existing cabinets, countertops, sinks, and faucets in three(3) kitchen areas
• Provide and install new 72” upper and lower cabinets
• Provide and install new 72” commercial grade countertops
• Provide and install new sinks and faucets with levered handles
• Install one dish washer in first floor kitchen

Painting:

• Prep all walls and common areas, hallways, restrooms, stairways, and classrooms and offices, patch as needed.
• Apply two coats eggshell water-based commercial grade paint (color chosen by owner)
• Prep and paint all steel stairway and emergency exit doors and frames with water based epoxy paint (color chosen by owner)
• Prep and paint all handrails and 2nd level railing with water based epoxy paint (color chosen by owner)

Carpentry (Four restrooms):

• Remove all existing restroom partitions and attached dispensers.
• Provide and install new stainless steel partitions, positioned according to ADA requirements
• Provide and install new dispensers, positioned according to ADA requirements
• Remove existing mirrors
• Provide and install replacement mirrors
• Remove existing countertops
• Provide and install new commercial grade countertops
• Provide and install new lavatory sinks in all restrooms with faucets
• Replace kick plates on four restroom doors

Electrical:

• Remove existing light fixtures over mirrors in four restrooms
• Provide and install new fixtures in four restrooms
• Remove light switches in four restrooms
• Provide and install dual-technology sensor switch (motion and ultrasonic) 

Payroll Vendor Search 2020

Please consider this document as formal Request for Proposal (RFP) for payroll services for ACCESS. Bids should be submitted to procurements@accesscommunity.org by 10 am October 16, 2020. Bids must be accompanied by a completed version of the RFP document located at https://www.accesscommunity.org/download/file/fid/203 and 3 references.

All invitations to bid issued by ACCESS will bind bidders and successful bidders to the conditions and requirements set forth in this Scope of Work, and such conditions shall form an integral part of any purchase contract awarded.

All bidders shall contact HR Generalist Meredith Steih at (313) 550-2293, Msteih@accesscommunity.org between the hours of 9:00 am & 4:30 pm M-F to review the scope of work.

Scope of Work:

ACCESS is seeking the services of a qualified Payroll/HR solutions provider with expertise in outsourced payroll processing and related payroll services to successfully provide these services to meet the payroll, human resource and general ledger needs in the most cost-effective and efficient manner possible.

Qualified firms wishing to respond to RFP – “Payroll/HR solutions” must provide all equipment and materials described in this document, whether directly or through subcontractors/sub-consultants. This does not, however, limit the use of sub-contractors or sub-consultants.

It is anticipated that the solution will be completely installed, integrated with the financial software, and staff trained before the end of the current calendar year (December 31, 2020)

We are requesting the following features highlighted in the proposal:

• Time and labor Management
• Payroll
• HR Management
• Learning Management System
• Electronic Benefits Module
• Integration timeline and staff training plan

Vendor(s) shall be responsible for all repairs or damages to ACCESS property caused by his/her equipment, personnel or materials used.

The Vendor is to report to the Human Resources Director and/or his designee and will cooperate and confer with him/her as necessary to insure satisfactory work progress.

Furthermore, any operator leaving ACCESS sites in an unsatisfactory condition will be required to return and complete the job with no additional compensation.

Vendor Selection Criteria - ACCESS reserves the right to reject any or all bids, in part or in total, for any objective or subjective reason whatsoever. Late bids will not be accepted. If a proposal is selected, it will be the “best value” (See: "Best Value" following), quality of service, the Vendors' qualifications and capabilities to provide the specified service, and other factors which the ACCESS may consider. ACCESS does not intend to award a bid fully based on any response made to the proposal; ACCESS reserves the right to consider proposals for modifications at any time before a Bid would be awarded, and negotiations would be undertaken with that Vendor whose proposal is deemed to best meet ACCESS' specifications and needs. ACCESS at its sole discretion may award this bid to one or several contractors whatever is deemed in the best interest of ACCESS. Bids will be reviewed and evaluated on a weighted system to determine best value.

Proposals will be reviewed and scored as follows:

• Time and labor Management ~ 10 points
• Payroll ~ 20 points
• Price ~ 20 points
• Learning Management System ~ 10 points
• Electronic Benefits Module ~ 10 points
• HR Management ~ 10 points
• Integration and staff training plan ~ 20 points

Based on the criteria above, using a 100 point scale the vendor that accumulates the highest score wins the bid.

“Best Value” means that ACCESS will, in an evaluation of each proposal submittal, consider factors other than just cost in making the award decision.

Legal Requirements – The Contractor will comply with all federal, state and local laws & regulations, including but not limited to all applicable OSHA/MIOSHA requirements and the Americans with Disabilities Act.

No Contract – This notice is provided for information and invitation for offers to contract only and is not to be construed as: (a) an offer to contract; or (b) as a contract in and of itself.

No Assumption – ACCESS assumes no responsibility or liability for costs incurred by the Contractor prior to the effective date of any contract resulting from this RFP. Further, Contractor may be required to obtain licenses, liability insurance, and to comply with certain laws and regulations, including but not limited to, the Americans with Disabilities Acts and Equal Opportunity Employment.

Heading and Captions for Convenience Only – Headings and captions included in this this document are included herewith for the sake of convenience only and offer no substantive guidance and are not to be examined for purposes of interpretation.

Independent Contractor – Any contract issued because of this RFP shall not be construed as creating a relationship of employer and employee, or principal and agent, or master and servant. Rather Contractor and ACCESS shall assume the responsibility for the acts of their respective employees, agents, representatives, staff, consultants, and subcontractors, and should Contractor’s proposal be accepted only an independent contractor relationship shall exist between Contractor and ACCESS.

No Assignment – A contract awarded under this RFP shall not be assignable in any form or portion without the written consent of ACCESS.

Contract Changes/Modifications - Changes mutually agreed upon by the ACCESS and the Contractor will be incorporated into this contract by written amendments signed by both parties.

Contingent Upon Funding - Contracts conditioned upon availability of funds. If funding is cut and services must be reduced or discontinued, a 30-day notice will be provided.

Disputes - Any disputes arising out of this agreement shall be governed by the laws of the State of Michigan.

Overpayments - Contract debts are amounts that have been paid to a contractor to which the contractor is not currently entitled under the terms and conditions of the contract; or are otherwise due from the contractor under the terms and conditions of the contract.

Schedule of Service & Delays – In the case that the Contractor(s) cannot meet the deadlines in this Scope of Work, the ACCESS may contract out these duties itself and receive from the vendor the cost incurred.

Termination for Convenience: ACCESS may terminate this contract at any time and for any reason by giving at least thirty (30) days’ notice in writing to the Vendor. If the contract is terminated by the ACCESS as provided herein, the vendor will be paid a pro-rated payment as negotiated with the ACCESS for the work completed as of the date of termination.

Termination for Cause - ACCESS may terminate the whole or any part of this Agreement, by written notice of default to Vendor, in any one of the following circumstances:

(a) If Vendor fails to perform any duties or obligations within the time specified herein or any written extension thereof granted by Customer;

(b) If Vendor so fails to make progress as to endanger performance of this Agreement in accordance with its terms;

(c) If Vendor fails to comply with any of the material terms and conditions of this Agreement. Such termination shall become effective if Vendor does not cure such failure within a period of ten (10) days after written notice of default by Customer;

(d) If the other party is declared insolvent or bankrupt, or makes an assignment for the benefit of creditors, or a receiver is appointed or any proceeding is demanded by, for or against the other under any provision of the Federal Bankruptcy Act or any amendment thereof.

Upon termination, ACCESS may procure, upon such terms as it shall deem appropriate, services like those so terminated. Vendor shall continue performance of this Agreement to the extent not terminated.

Term – ACCESS is requesting a 2-year contract for Payroll/HR solutions services beginning January 1, 2020