1. RFP 202510143 BRFSS Data Collection_Final.docx

STATE OF MAINE

Department of Health and Human Services Maine Center for Disease Control and Prevention

RFP# 202510143

Behavioral Risk Factor Surveillance System (BRFSS) Data Collection and Management

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – LITIGATION FORM

APPENDIX F – TECHNICAL ASSESSMENT FORM

APPENDIX G – PROPOSED SERVICES RESPONSE FORM

APPENDIX H – COST PROPOSAL FORM

APPENDIX I – MAINE’S SIXTEEN (16) COUNTIES

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202510143

Behavioral Risk Factor Surveillance System (BRFSS) Data Collection and Management

The State of Maine is seeking proposals for Behavioral Risk Factor Surveillance System (BRFSS) Data Collection and Management.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on April 21, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, have the meanings indicated below:

· any information that can be used to distinguish or trace an individual‘s identity, such as name, social security number, date and place of birth, mother‘s maiden name, or biometric records; and

· any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information.

· Concerning the State’s information technology infrastructure, systems and software and procedures; and

· Originating with the State in the course of using and configuring the services provided under the contract.

State Data includes any sensitive information held by the State that may be protected from disclosure pursuant to a federal or State statutory or regulatory scheme intended to protect that information, or pursuant to an order, resolution or determination of a court or administrative board or other administrative body.

State of Maine Department of Health and Human Services Maine Center for Disease Control and Prevention

RFP# 202510143

Behavioral Risk Factor Surveillance System (BRFSS) Data Collection and Management

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking Behavioral Risk Factor Surveillance System (BRFSS) data collection and management as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

The Department is dedicated to promoting health, safety, resiliency, and opportunity to all Maine Residents. The Department’s Maine Center for Disease Control and Prevention (Maine CDC) provides leadership, expertise, information, and tools to assure conditions in which all Maine people can be healthy.

The services provided as a result of this RFP will contribute to fulfilling the Department’s goal to help keep individuals as healthy as possible while increasing individual and public health in the prevention and treatment of the State’s chronic health concerns, related to:

· Cancer;

· Stroke;

· Obesity;

· Tobacco use;

· Asthma;

· Heart disease and;

· Mental health and substance use.

BRFSS is the nation's premier system of health-related telephone surveys that collect State Data about U.S. residents regarding their health-related risk behaviors, chronic health conditions, and use of preventive services. BRFSS completes more than four hundred thousand (400,000) surveys each year, making it the largest continuously conducted health survey system in the world. All states collect BRFSS data to help them establish and track state and local health objectives, plan health programs, implement disease prevention and health promotion activities, and monitor trends.

Maine is one (1) of fifty-four (54) states and territories conducting the BRFSS with financial and technical support from the Federal CDC. BRFSS has been conducted in the State since 1987 and is a State-based anonymous, random landline, and cellphone surveillance system survey of the State’s adults. There are currently ten thousand, two hundred (10,200) Maine BRFSS Surveys conducted yearly. An option of the BRFSS Survey process includes sending Advanced Letters to the randomly selected phone numbers for which there is an associated address. The Advanced Letters, Maine landline with caller id phone number and messages left are considered important components in maintaining the State’s BRFSS response rate. The Department currently uses and supplies a Maine landline with caller id “Maine CDC BRFSS” phone number for its BRFSS Surveys. In calendar year 2024, the average time length to complete a BRFSS Survey was thirty-one point zero two (31.02) minutes.

BRFSS data provides information for policy development, program planning, and other public health interventions. BRFSS is an important tool for the Department as it:

1. Develops health profiles for the State’s sixteen (16) counties, refer to Appendix I;

2. Identifies trends (2001-2023) in health characteristics and risk factors for State residents;

3. Provides prevalence data to Department programs (e.g., immunization, breast and cervical cancer, diabetes, tobacco control, physical activity, and nutrition) for use in tracking trends and patterns, planning, and preparing grant applications;

4. Develops and monitors indicators for the State’s Comprehensive Cancer Plan;

5. Supports implementation of the Maine QuitLink by providing data on the use of tobacco products;

6. Assesses alcohol consumption and dependence;

7. Assesses the burden of diabetes in the State; and

8. Evaluates the status of women's health in the State.

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

D. Number of Awards

The Department anticipates making one (1) award as a result of this RFP process.

PART II SCOPE OF SERVICES TO BE PROVIDED

Specific instructions for the Bidder to provide a narrative response to the Scope of Services may be found in Part IV, Section III, Proposed Services.

A. Behavioral Risk Factor Surveillance System (BRFSS) Surveys and Data Collection Requirements

1. Computer-Assisted Telephone Interviewing (CATI) Software Application

a. Utilize a CATI software application to conduct BRFSS Surveys and collect response data.

b. Fully implement, operate, and maintain the CATI software application for conducting BRFSS Surveys.

c. Ensure the CATI software application includes a consistency check between the zip code and county given by Respondents.

i. If there is a discrepancy between the zip code and county, make attempts to resolve the discrepancy with the Respondent.

ii. Zip codes and corresponding Federal Information Processing Standards (FIPS) Codes or ANSI codes will be provided by the Department.

d. Maintain security of all components of the CATI software application.

2. Design of BRFSS Surveys

a. Receive BRFSS Part A and Part B Survey questions from the Department no less than six (6) weeks prior to the start of the BRFSS Survey Year.

i. Ensure survey questions and response categories are programmed in the CATI software application and provide a final electronic version of each survey layout to the Department for approval no less than twenty-one (21) calendar days prior to the start of the BRFSS Survey Year.

ii. Add Department developed State added questions to the Federal CDC layout using the required forms, column numbers, and formats.

1) Receive Department approval of the final State added layout prior to submission to the Federal CDC.

2) Accommodate annual changes and inclusion of State-added questions.

b. Maintain a hardcopy of the final BRFSS Part A and B Survey questions for use in the event of a failure of the CATI software application.

c. After the initial start of the BRFSS Survey Year, immediately perform a check of BRFSS Part A and B Survey questions entered into the CATI software application against the hardcopy of BRFSS Part A and B Survey questions approved by the Department to ensure the final CATI software application matches the final, agreed upon BRFSS Part A and B Survey questions.

3. Distribution of BRFSS Surveys

a. Conduct BRFSS Surveys among randomly selected State residents, ages eighteen (18) years or older, using the Department approved Part A and Part B Survey questions (up to two hundred (200) questions) each Survey Year, and methodology specified by the Federal CDC in the Behavioral Risk Factor Surveillance System Operational and User’s Guide, including, but is not limited to:

i. Conducting BRFSS Surveys each month in accordance with the Federal CDC’s guidelines;

ii. Randomly selecting an adult Respondent in each household; and

iii. Providing the monthly raw data to the Federal CDC in the format and time frame specified and in accordance with the yearly BRFSS Data Submission Layout and all other Federal CDC BRFSS Guidelines.

b. Complete no fewer than one hundred fifty (150) landline and seven hundred (700) cell phone BRFSS Surveys per survey month, totaling no fewer than ten thousand two hundred (10,200) BRFSS Surveys each Survey Year.

i. Of those surveys, no fewer than five hundred (500) BRFSS Surveys must be performed for each of Maine’s sixteen (16) counties during each Survey Year.

ii. Mail the Department provided Advanced Letters monthly, to all available matched addresses provided quarterly, from the Federal CDC in the selected landline BRFSS Part A and Part B Survey Sample.

c. Perform BRFSS Surveys according to the following guidelines:

i. Landline calling hours:

1) Conduct forty percent (40%) of landline calling attempts on weekdays (before 5:00 p.m.)

2) Conduct forty percent (40%) of landline calling attempts on weeknights (after 5:00 p.m.) and weekends

3) Conduct twenty percent (20%) of landline calling attempts on the weekend.

ii. Cellphone calling hours:

1) Conduct cell phone calling attempts during all three (3) calling occasions (weekday, weeknight, and weekend), with approximately thirty percent (30%) on weekends.

2) Change schedules to accommodate holidays and special events.

3) Conduct weeknight calls after 5:00 p.m.

4) Adhere to Respondent requests for specific callback/appointment times whenever possible, specifically weekends as requested by the Respondent.

d. Perform repeat calling to Respondents who do not answer the telephone a minimum of five (5) times over five (5) calling occasions, including at least one (1) attempt during a weekend hour, one (1) attempt during a weekday hour, and one (1) attempt during weeknight hours.

e. Contract Respondents who initially refuse to participate in the BRFSS survey a minimum of one (1) additional time within seven (7) calendar days.

4. Data Collection and Reporting Management

a. Enter data collected from Respondents into the CATI software application.

i. Ensure confidentiality of all BRFSS Part A and Part B Survey data.

ii. Maintain backup of BRFSS Part A and B Survey data collected.

b. Utilize software provided by the Federal CDC, upon receipt, for detecting and correcting errors to assist in data cleaning.

i. Once errors are corrected submit the final files directly to the Federal CDC.

c. Perform monthly error checking and validating of BRFSS Survey entries and submit an electronic single data file to the Federal CDC and the Department.

i. Code data according to Federal CDC coding instructions using in the American Standard Code for Information Interchange (ASCII).

ii. Edit and correct data, including performance of data consistency checks, and electronically submit the BRFSS Survey data within thirty (30) calendar days of completing the BRFSS Surveying period and according to Federal CDC instructions.

iii. Notify the Department immediately if a systematic, recurring error is discovered in the Sampling or BRFSS Surveying operations.

d. Correct recurring errors at no cost to the Department and provide documentation to the Department of both the occurrence and the correction.

i. If the Department or Federal CDC finds errors in reviewing datasets, correct errors within ten (10) calendar days of notification at no cost to the Department.

ii. Perform additional data consistency checks at the Department’s request.

iii. Ensure the data file contains information collected for each Sample record and an accurate disposition code for each record.

5. Quality Assurance and Confidentiality

a. Verify the validity of the call prior to conducting BRFSS Surveys.

b. Develop and maintain procedures to ensure data collected from Respondents remains confidential, including but not limited to the proper care, custody, use, and preservation of:

i. Records;

ii. Papers;

iii. Files;

iv. Communications; and

v. Any other items that may reveal confidential information about Respondents in conformance with Federal and State statutes, rules, and regulations.

c. Implement procedures for assuring and documenting the quality of the BRFSS Survey process and data management steps.

d. Provide remote monitoring of staff who conduct BRFSS Surveys using unobtrusive electronic two-way audio and video technology.

e. Verify five percent (5%) of random Samples of completed BRFSS Surveys each month, stratified by staff who conduct the BRFSS Survey to validate:

i. Respondent selection;

ii. Selected demographic characteristics;

iii. Selected behaviors; and

iv. The manner of staff conducting the BRFSS Surveys.

f. Provide the actual Sample of telephone numbers used for crosschecking and verification upon request by the Department.

B. Staff and Training Requirements

1. Provide a project lead, to oversee the BRFSS Data Collection and Management Services in the contract resulting from this RFP.

2. Provide sufficient staffing to administer the BRFSS Surveys.

3. Monitor staff and verify responses and the procedures used to ensure ongoing BRFSS Surveys match the hardcopy of the final BRFSS Surveys approved by the Department.

4. Facilitate training in the administration of the BRFSS Surveys; including practice surveys, including:

a. Training staff with the handling of potentially sensitive/serious topics to include but not limited to depression, risk of suicide, human immunodeficiency virus/ sexually transmitted diseases (HIV/STD), and sexual violence or intimate partner risk behaviors.

C. Technical and Security Requirements

1. Comply with all current MaineIT Policies & Standards including but not limited to:

a. Access Control Policy;

b. Access Control Procedures for Users;

c. Application Deployment Certification Policy;

d. Business Continuity and Disaster Recovery Policy;

e. Configuration Management Policy;

f. COTS-Cloud Policy;

g. Data Exchange Policy;

h. Digital Accessibility Policy;

i. Information Security Policy;

j. Remote Hosting Policy;

k. Risk Assessment Policy and Procedures;

l. Security Assessment and Authorization Policy and Procedures;

m. System and Information Integrity Policy and Procedures;

n. System and Services Acquisition Policy and Procedures;

o. Vulnerability Scanning Procedure; and

p. General Architecture Principles.

2. Ensure the proposed CATI solution achieves the NIST 800-53 Rev 5 for the remaining security and privacy control families to a security baseline appropriate to the impact level of the data as determined by the Department, including:

a. Assessment, Authorization, and Monitoring;

b. Audit and Accountability;

c. Awareness and Training;

d. Contingency Planning;

e. Identification and Authentication;

f. Incident Response;

g. Maintenance;

h. Media Protection;

i. Personnel Security;

j. Physical and Environmental Protection;

k. PII Processing and Transparency;

l. Planning;

m. System and Communications Protection; and

n. Supply Chain Risk Management to a security baseline appropriate to the impact level of the data as determined by the agency.

3. Work with MaineIT to submit required information to the Department in compliance with MaineIT policies.

4. Store all data within the Continental U.S.

5. Ensure the CATI solution’s capability to restore data completely to its status at the time of the last backup, with a minimum required recovery point objective of twenty-four (24) hours (i.e., maximum data loss cannot exceed twenty-four (24) hours).

6. Ensure a recovery time objective of twenty-four (24) hours (i.e., maximum time to recover the system cannot exceed twenty-four (24) hours).

7. Limit the number of planned outages (system availability) during the business week to one (1) time per month.

a. Downtime for routine maintenance must be pre-approved by the Department in writing.

8. Maintain an availability metric of ninety-nine-point nine percent (99.9%) of uptime in a calendar month, as measured by the number of actual hours available as a percentage of total hours.

9. Conduct a full SSAE-18 SOC 2 Type 2 Annual Audit which includes testing the Five (5) Trust Services Criteria (Security, Availability, Processing Integrity, Confidentiality and Privacy).

10. Work with the current vendor to ensure a smooth transition such that there is no (or negligible) interruption in service.

11. Provide the Department with raw data upon request and in a format specified by the Department at no additional charge. This includes providing all Department-requested data at or before the end of the agreement in a format specified by the Department (currently XML).

D. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 1.

a. Submit data to support the performance measure utilizing the Department’s Deliverables Performance Tracking Template or via a third-party data source, as indicated within the performance measure data source column of Table 1.

b. Provide additional supportive documentation as indicated in Table 1, for Department validation of the summary data submitted in the Performance Measures Report as requested by the Department.

Table 1 Mandatory Performance Measures

E. Reports

Report Templates will be provided to the awarded Bidder during contract negotiations.

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

PART III KEY RFP EVENTS

Vendor Self Service System (VSS)

The Office of State Procurement Services Vendor Self Service System website is found at: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system A copy of the RFP and all associated documents will be published in VSS.

Only documents published in VSS will be considered binding.

Any interested party may view open solicitations in VSS using the Public Access feature.

Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

Vendors must have an active Vendor Code (VC or VS) to contract with the Department.

Questions

General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

Questions must be submitted in the VSS as soon as possible but no later than the date and time published in VSS.

Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

Amendments

All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

Proposal Submission

Proposals Due Proposal submissions must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

Any proposal submission or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception.

Delivery Instructions Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

File size limits are 15MB per file. Bidders may separate their submissions into multiple files, as necessary, due to file size concerns.

Submission Format:

Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

· Appendix E (Litigation Form)

· All required information and attachments, stated in PART IV, Section II.

File 3 [Bidder’s Name] – Proposed Services PDF format preferred, and must include:

· Appendix F (Technical Assessment Form)

· Appendix G (Proposed Services Response Form)

· All required information and attachments, stated in PART IV, Section III.

File 4 [Bidder’s Name] – Cost Proposal Excel format preferred, and must include:

· Appendix H (Cost Proposal Form)

· All required information and attachments, stated in PART IV, Section IV.

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. Bidders must include three (3) examples of projects which occurred within the last five (5) years, demonstrating their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors If subcontractors are to be used, including consultants, Bidders must complete Appendix D (Subcontractors Form) providing a list that specifies the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications for any subcontractor to be used. If no subcontractors are to be used, indicate such on the form.

3. Project Team Organizational Chart Bidders must provide a legible organizational chart of the project team including to whom the project team reports. Note: individual project team positions are to be identified in the job description and staffing plan requirements.

4. Litigation Bidders must complete Appendix E (Litigation Form) providing a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome. If no litigation has occurred, indicate such on the form.

5. Financial Viability Bidders must provide the three (3) most recent years of Financial Statements audited or reviewed by a Certified Public Accountant.

Section III Proposed Services (File #3)

1. Bidders must complete Appendix F (Technical Assessment Form) to describe the Bidder’s capability to meet the stated requirements and policies identified in this RFP.

2. Bidder must complete Appendix G (Proposed Services Response Form) to discuss the Scope of Services referenced above in Part II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

3. Staffing – Bidder must provide:

a. Job descriptions detailing the primary responsibilities, duties, and required qualifications for specific job positions (do not include individual resumes) for all project staff including the project lead.

b. A description of how subcontractors/consultants, if any, will interact with the Bidder’s organization, (i.e., oversight and management of subcontractor.)

c. A staffing plan that describes the minimum staffing (position titles and time allocation) necessary to meet the requirements in Part II of the RFP.

4. Implementation - Work Plan Bidders must provide a realistic work plan for the implementation of the program through the initial period of performance. The work plan must be displayed in a timeline chart, and concisely describe each program development and implementation task, the month it will be carried out, and the person or position responsible for each task. If applicable, Bidders must identify all tasks to be delegated to subcontractors.

Section IV Cost Proposal (File #4)

1. Cost Proposal Form Bidders must complete Appendix H (Cost Proposal Form).

2. General Instructions

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

b. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in Part IV of the RFP.

2. Scoring Process: The evaluation team will use a consensus approach to evaluate and score Sections II & III above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections. Section IV, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in the RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 35 points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) 35 = pro-rated score

No Best and Final Offers: The State of Maine will not seek or accept a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal.

C. Negotiations

1. The Department reserves the right to negotiate with the awarded Bidder(s) to finalize a contract. Such negotiations may not significantly vary the content, nature, or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested.

2. The Department reserves the right to terminate contract negotiations with an awarded Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP.

3. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion.

D. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of conditional award selection or non-selection will be made in writing by the Department.

3. Issuance of the RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to the RFP, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals or to make multiple awards.

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of conditional contract award.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

1. The awarded Bidder will be required to execute an IT Service Contract (IT-SC) with Confidentiality and Non-Disclosure Agreement (NDA) including appropriate riders as determined by the issuing department. Bidders shall carefully review the IT-SC.

All exceptions will be negotiated between the awarded Bidder(s) and the State. The State will not accept any proposed exceptions as part of this RFP process. The State is not obligated to accept, negotiate, or compromise of any proposed exceptions.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Office of State Procurement Services website.

Forms and contract documents commonly used by the Department can be found on the Department’s Division of Contract Management website.

The awarded Bidder will be required to provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing its general liability, professional liability, and any other relevant liability insurance policies that might be associated with the services provided as part of the contract resulting from this RFP.

2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Procurement Review Committee. Contracts are not considered fully executed and valid until approved by the State Procurement Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i).)

This provision means that a contract cannot be effective until at least 14 calendar days after award notification.

3. The State recognizes that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Procurement Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date listed in the RFP may need to be adjusted, if necessary, to comply with mandated requirements.

4. In providing services and performing under the contract, the awarded Bidder must act as an independent contractor and not as an agent of the State of Maine.

B. Standard State Contract Provisions

1. Contract Administration Following the award, a Contract Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

2. Payments and Other Provisions The State anticipates paying the awarded Bidder on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from the RFP.

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Subcontractors Form

Appendix E – Litigation Form

Appendix F – Technical Assessment Form

Appendix G – Proposed Services Response Form

Appendix H – Cost Proposal Form

Appendix I – Maine’s sixteen (16) counties

APPENDIX A

Department of Health and Human Services Maine Center for Disease Control and Prevention

PROPOSAL COVER PAGE

RFP# 202510143

Behavioral Risk Factor Surveillance System (BRFSS) Data Collection and Management

Bidder Name:

Vendor Customer Code (for current State of Maine vendors):

VC

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Street Address:

City/State/Zip:

· This proposal and the pricing structure contained herein will remain firm for a…