2027-0904 RFP CYSHCN Respite and Extended Funds Final.docx

STATE OF CONNECTICUT PROCUREMENT NOTICE

Request for Proposals (RFP) For Children and Youth with Special Health Care Needs RFP Name: Respite and Extended Services

#20270904RFP

Issued By: Department of Public Health April 16, 2026 The Request For Proposal is available in electronic format on the State Contracting Portal by filtering by Organization for Department of Public Health.

https://portal.ct.gov/DAS/CTSource/BidBoard or from the Department’s Official Contact:

The RFP is also available on the Department’s website at www.ct.gov/dph

RESPONSES MUST BE RECEIVED NO LATER THAN

May 27, 2026

12:00 NOON EST

The Department of Public Health is an Equal Opportunity/Affirmative Action Employer.

The Department reserves the right to reject any and all submissions or cancel this procurement at any time if deemed in the best interest of the State of Connecticut (State).

STATE OF CONNECTICUT STANDARD RFP FOR POS PROCUREMENTS 5.27.21

STATE OF CONNECTICUT STANDARD RFP FOR POS PROCUREMENTS 7.20.21

Page

I. GENERAL INFORMATION

A. INTRODUCTION

1. RFP Name and Number. Respite and Extended Services #20270904RFP

2. RFP Summary. The Connecticut Department of Public Health (“Department”) is seeking proposals to identify one (1) organization to develop, administer, and serve as the fiduciary of funds for a statewide program to provide information about, and assistance with accessing and funding, services for children and youth with special health care needs (“CYSHCN”, as defined in Section VI, Appendix A), to supplement existing services provided by the Department’s CYSHCN program, currently titled and referred to herein as the CT Medical Home Initiative (“CHMI Program”), through the following activities (“Respite Program”):

a. Assisting Caregivers, as defined in Section VI, Appendix A, in accessing and funding Respite Services and Extended Services, as such services are defined in Section VI, Appendix A, for CYSHCN enrolled in the CHMI Program (“Enrolled CYSHCN”).

b. Assisting Caregivers and others in accessing Support Services for CYSHCN, as such services are defined in Section VI, Appendix A.

c. Assisting Caregivers with enrolling CYSHCN in the CHMI Program and obtaining health insurance for CYSHCN.

d. Providing Caregivers and others with information on the Respite Program and other services for CYSHCN.

A total of up to $2,057,765 is available to support one contract. Funding will be for three years with two one-year extensions, beginning July 1, 2026, through June 30, 2031, subject to the availability of funds and satisfactory program performance.

3. RFP Purpose. The purpose of this RFP is to:

a. Provide timely responses to Caregiver requests for Respite Services and Extended Services funding.

b. Provide timely responses to requests for information regarding Support Services.

c. Assist Caregivers in enrolling CYSHCN in the CHMI program and obtaining health insurance for CYSHCN.

e. Increase the number of CYSHCN who receive care through Respite Services, Extended Services and Support Services.

f. Increase assistance to Caregivers in providing care to CYSHCN.

g. Provide information to Caregivers and others about the Respite Program and other CYSHCN services.

h. Provide Caregivers with connections to pediatric and family medical practices throughout the state.

i. Supplement the services provided by the CMHI Program to Enrolled CYSHCN by working with other Department-funded CYSHCN care coordinators.

4. Commodity Codes. The services that the Department wishes to procure through this RFP are as follows:

· 85000000: Healthcare Services

· 93140000: Community and Social Services

· 51000000: Pharmaceuticals Proprietary and Generic

< B. INSTRUCTIONS

1. Official Contact. The Department has designated the individual below as the Official Contact for purposes of this RFP. The Official Contact is the only authorized contact for this procurement and, as such, handles all related communications on behalf of the Department. Proposers, Prospective Proposers, and other interested parties are advised that any communication with any other Department employee(s) (including appointed officials) or personnel under contract to the Department about this RFP is strictly prohibited. Proposers or Prospective Proposers who violate this instruction may risk disqualification from further consideration.

Please ensure that e-mail screening software (if used) recognizes and accepts e-mails from the Official Contact.

2. Registering with State Contracting Portal. Proposers must register with the State of CT contracting portal at https://portal.ct.gov/DAS/CTSource/Registration if not already registered. Proposers shall submit the following information pertaining to this application to this portal (on their supplier profile), which will be checked by the Department contact.

· Secretary of State recognition – Click on appropriate response

· Non-profit status, if applicable

· Notification to Bidders, Parts I-V

· Campaign Contribution Certification (OPM Ethics Form 1): https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms

3. RFP Information. The RFP, amendments to the RFP, and other information associated with this procurement are available in electronic format from the Official Contact at the following locations:

· Department’s RFP Web Page http://www.ct.gov/dph/rfp

· State Contracting Portal (go to CTsource bid board, filter by Department of Public Health) https://portal.ct.gov/DAS/CTSource/BidBoard

It is strongly recommended that any Proposer or Prospective Proposer interested in this procurement check the Bid Board for any solicitation changes. Interested Proposers may receive additional e-mails from CTsource announcing addendums that are posted on the portal. This service is provided as a courtesy to assist in monitoring activities associated with State procurements, including this RFP.

4. Procurement Schedule. See below. Dates after the due date for proposals (“Proposals Due”) are non-binding target dates only (*). The Department may amend the schedule as needed. Any change to non-target dates will be made by means of an amendment to this RFP and will be posted on the State Contracting Portal and, if available, the Department’s RFP Web Page.

5. Contract Awards. The award of any contract pursuant to this RFP is dependent upon the availability of funding to the Department. The Department anticipates the following:

· Funding Source: State of Connecticut Children’s Health Initiative

6. Eligibility. Any duly formed business entity is eligible to submit proposals in response to this RFP. Individuals are not eligible.

7. Minimum Qualifications of Proposers. To qualify for a contract award, a Proposer must have the following minimum qualifications: Be a duly formed business entity with at least one (1) physical office location in the State of Connecticut where individuals can come to receive the services solicited in this RFP. Proposals will be screened for completeness and compliance with the requirements specified in this RFP. Proposals that fail to follow instructions or include all required elements will be deemed incomplete and removed from further review. In addition, proposals by Proposers with long-standing, significant, outstanding, unresolved issues on current and prior year contracts with the Department may be removed from consideration.

8. Letter of Intent. A Letter of Intent (LOI) is recommended but not required by this RFP. The LOI is non-binding and does not obligate the sender to submit a proposal. The LOI can be submitted to the Official Contact by e-mail by the deadline established in the Procurement Schedule. The LOI must clearly identify the sender, including name, postal address, telephone number, and e-mail address. It is the sender’s responsibility to confirm the Department’s receipt of the LOI.

9. Inquiry Procedures. All questions regarding this RFP or the Department’s procurement process must be directed, in writing via e-mail at the Official Contact before the deadline specified in the Procurement Schedule. The early submission of questions is encouraged. Questions will not be accepted or answered verbally, in person or over the telephone. All questions received before the deadline(s) will be answered. However, the Department will not answer questions when the source is unknown (i.e., nuisance or anonymous questions). Questions deemed unrelated to the RFP, or the procurement process will not be answered. At its discretion, the Department may or may not respond to questions received after the deadline. The Department may combine similar questions and give only one answer. All questions and answers will be compiled into a written amendment to this RFP. If any answer to any question constitutes a material change to the RFP, the question and answer will be placed at the beginning of the amendment and noted as such.

The Department will release the answers to questions on the date(s) established in the Procurement Schedule. The Department will publish all amendments to this RFP on the State Contracting Portal and, if available, on the Department’s RFP web Page. At its discretion, the Department may distribute any amendments to this RFP to Prospective Proposers who submitted a Letter of Intent.

10. RFP Conference. An RFP conference will not be held to answer questions from Prospective Proposers.

11. Proposal Due Date and Time. The Official Contact is the only authorized recipient of proposals submitted in response to this RFP. Proposals must be received by the Official Contact on or before the due date and time:

Proposals received after the due date and time will be ineligible and will not be evaluated. The Department will send an official letter alerting late respondents of ineligibility.

An acceptable submission must include the following:

· One (1) conforming electronic copy of the original proposal.

The proposal must be complete, properly formatted and outlined, and ready for evaluation by the Screening Committee.

The electronic copy of the proposal must be emailed to official Department contact for this procurement. The subject line of the email must read: Respite and Extended Services RFP. Required forms and appendices may be scanned and submitted as PDFs at the end of the main proposal document. Please ensure the entire email submission is less than 25 MB as this reflects the Department’s server limitations. Respondents should work to ensure there are no additional IT limitations from their internet provider side.

Proposals received after the due date and time may be accepted by the Department as a clerical function, but late proposals will not be evaluated. At the Department’s discretion, late proposals may be destroyed or retained for pick up by the submitters.

12. Multiple Proposals. The Proposer may submit only one (1) proposal for this RFP.

II. PURPOSE OF RFP AND SCOPE OF SERVICES

< A. AGENCY OVERVIEW

The Connecticut Department of Public Health (“Department”) is the state’s leader in public health policy and advocacy and is an integral part of the public health system. The Department is the center of a comprehensive network of public health providers and is a partner to local health departments for which it provides advocacy, training and certification, and technical assistance, consultation, and oversight. The Department is a source of accurate, up-to-date health information to the Governor, the Legislature, the federal government, and local communities. This information is used to monitor the health status of Connecticut’s residents, set health priorities, and evaluate the effectiveness of health initiatives. The Department is focused on health outcomes, maintaining a balance between assuring quality and administrative functions among personnel, facilities, and programs. DPH is a leader on the national scene through direct input to federal agencies and the United States Congress.

The Department’s mission is to protect and improve the health and safety of the people of Connecticut by:

· Assuring the conditions in which people can be healthy.

· Preventing disease, injury, and disability.

· Promoting equal enjoyment of the highest attainable standard of health, which is a human right and priority of the state.

< B. PROGRAM OVERVIEW

The Respite Program will supplement the Department’s CMHI Program by providing information to Caregivers and others about, and assistance with accessing and funding, services for CYSHCN. As defined in Section VI, Appendix A, “CYSHCN” are children and youth up to twenty-one (21) years of age who have, or are at increased risk for, a chronic physical, developmental, behavioral, or emotional condition and who also require health and related services of a type or amount beyond that required by children generally. The 2023-2024 National Survey of Children’s Health estimated there are approximately 158,666 children in Connecticut, ages zero (0) to seventeen (17), who have a special health care need. This represents approximately 22% of all children in Connecticut within that age range.

The Respite Program includes collaboration with other state agencies and their programs that serve CYSHCN, including the Departments of Social Services, Developmental Services, Children and Families, Mental Health and Addiction Services, Education, and programs such as Healthcare for Uninsured Kids and Youth (HUSKY), Connecticut Birth-to-Three System, Help Me Grow, Preschool Special Education, and Care 4 Kids.

Respite Program funding serves to satisfy, in part, the Department’s obligation to expend matching funds on CYCHCN services, as required by the Department’s Maternal and Child Health Block Grant, received pursuant to Title V of the federal Social Security Act.

< C. SCOPE OF SERVICE DESCRIPTION

1. Organizational Information

The Proposer must:

a. Provide an overview of the history and structure of its organization, including its purpose, mission or vision and years of operation. The Proposer must explain how its proposal will align with the Department’s overall mission and meet the purposes of this RFP. The Proposer must describe services to be provided, and experience or qualifications relevant to this application.

b. Include relevant information pertaining to prior contracts with the State of Connecticut including, at a minimum:

1. Notifications from the Department regarding compliance concerns in connection with any prior contracts with the Department.

2. The Proposer’s history of successful fulfillment of contracts with the Department and other state of Connecticut agencies, including the orderly transfer of services following contract conclusion or termination.

c. Provide the name, title, address, telephone, and email address of staff persons responsible for the completion and submittal of:

d. Provide the following information concerning the Proposer’s legal status:

1. The Proposer’s type of business entity.

2. The Proposal’s federal employer ID number.

3. Whether the Proposer is registered as a Connecticut Minority Business Enterprise and/or Women Business Enterprise.

2. Service Expectations

The contract awarded in response to this RFP will require the Contractor to:

a. Documentation

Prepare the following documents:

1. Respite Services and Extended Services policy and procedures (one document covering both types of services), including, at a minimum:

a. Job descriptions for Contractor’s staff assigned to the project.

b. Copies of the Department’s Respite Services and Extended Services application forms.

c. Guidelines for interaction with Caregivers and other family members.

2. Quality improvement plan.

b. Respite Services

1. Process applications for Respite Services using existing Department application forms, as follows:

a. Confirm that applications include the following information:

1. List an Enrolled CYSHCN who is eighteen years or younger, to whom services will be provided. The Department may lower the age limit for these services with prior notice to the Contractor.

2. A valid social security number for the Caregiver.

3. Proof of Connecticut residency for the Caregiver and the Enrolled CYSHCN.

b. Complete, or assist the Caregiver in completing, the CMHI Respite Family Needs Checklist (included in Section VI, Appendix D) and determine whether it demonstrates eligibility for the Respite Services using the Department-provided scoring method.

c. Approve Respite Services applications that include all required information and demonstrate eligibility, deny those that do not, and notify Caregivers in writing of approval or denial, as applicable.

2. Discuss with the Caregiver how to use Respite Service funds, including the requirement for the Caregiver (as opposed to the Contractor) to select a provider and Respite Service location.

3. Distribute funding for approved Respite Services applications, as follows:

a. Maintain an electronic waiting list of approved applications for Respite Services, by CMHI Program Region as listed in the CMHI Contact Sheet and Town Listing in Section VI, Appendix D.

b. Distribute funding in periodic batches, with batch timing at Contractor’s discretion, as follows:

1. Send checks to Caregivers along with a Contractor-created expense form to collect information from Caregivers as to how the funding was spent, and collect back the completed expense forms.

2. Ensure that expenditures for each Caregiver/CYSHCN family are limited to $500.00 per Contract funding period, in accordance with applicable Department guidelines.

c. Extended Services

1. Process applications for Extended Services using existing Department application forms, as follows:

a. Confirm that applications include the following information:

1. List an Enrolled CYSHCN who is eighteen years or younger, to whom services will be provided.

2. Proof that the Caregiver’s family income is less than or equal to four hundred percent (400%) of the federal poverty level, as reflected in responses to the CMHI Program Application Form found at https://portal.ct.gov/dph/family-health/children-and-youth/children--youth-with-special-health-care-needs-and-connecticuts-medical-home-initiativeas, as it may be updated from time to time, and attached in Section VI, Appendix D. If the CHMI Program Application Form for the Enrolled CYSHCN was completed more than one year prior to the date of the Extended Services application, the Contractor shall assist the Caregiver in completing a new form, to collect updated information.

3. Proof of Connecticut residency for the Caregiver and the Enrolled CYSHCN.

4. Proof that the Enrolled CYSHCN is not eligible for Medicaid or the Healthcare for Uninsured Kids and Youth (HUSKY) Program.

2. Confirm that the requested Extended Service is medically necessary and appropriate, using criteria to be provided by the Department.

3. Confirm that the requested Extended Service is included on the Extended Services List, as defined in Section VI, Appendix A and included in Section VI, Appendix D, as it may be revised from time to time.

4. Approve Extended Services applications that include all required information and demonstrate eligibility, deny those that do not, and notify Caregivers in writing of approval or denial, as applicable.

5. Provide funding for approved Extended Services applications, as follows:

a. Obtain from the Caregiver a prescription or other document from a medical provider that describes the required Extended Service (“Prescription”).

b. Identify a vendor who will fill the Prescription at the rate HUSKY insurance will pay, as published at Pharmacy Pricing | Medicaid and HUSKY Health Program | HUSKY Health Providers | Benefit Grids, as HUSKY may revise such rates from time to time, as follows (“Selected Vendor”) as follows:

1. The Selected Vendor shall be located within a thirty-mile radius of the Caregiver’s home or able to deliver the fulfilled Prescription to the Caregiver’s home.

2. If no such vendor exists, the Selected Vendor shall be the vendor closest to the Caregiver’s home who will fill the Prescription at the HUSKY rate.

c. Pay Selected Vendors through the method of the Selected Vendor’s choice and provide written notice to the Caregiver that the Selected Vendor has been paid and the Extended Service will be delivered to the Caregiver’s home or is ready for pick-up (along with pick-up location), as applicable.

d. Support Services

Provide relevant information in response to requests from Caregivers and others received by phone, email or in person, seeking options for vendors who can provide Support Services for CYSHCN, including but not limited to primary and specialty medical care, educational services and community-based social services. The Contractor shall respond to the request by, at a minimum:

1. Performing an internet search to identify appropriate vendors, and providing the requester in writing with names and contact information for identified vendors.

2. If at least one appropriate vendor is not identified, providing the requester in writing, with the name and contact information for at least one other entity that may be able to locate an appropriate vendor.

e. Enrollment in CHMI

In connection with each request for Respite Services, Extended Services and Support Services, ask whether the individual for whom the services are requested is an Enrolled CYSHCN. If not, offer assistance with enrolling the individual in the CHMI Program. If the individual’s Caregiver requests such assistance:

1. Determine whether the individual for whom services are requested is eligible for the CHMI Program by:

a. Obtaining proof that the individual is between birth and twenty-one years of age and a Connecticut resident.

b. Screening the individual using the CYSHCN Screener and Complexity Index Tool found at https://portal.ct.gov/dph/family-health/children-and-youth/children--youth-with-special-health-care-needs-and-connecticuts-medical-home-initiative and included in Section IV, Appendix D.

2. If the screening results are positive:

a. Assist the Caregiver in completing the CHMI Program application form.

b. Enroll the individual in the CHMI Program by adding the individual to the CHMI Program’s database.

f. Enrollment in Insurance Programs

In connection with each request for Respite Services, Extended Services and Support Services, ask whether the individual for whom the services are requested has health insurance, and if so, whether it will cover the requested service. If the individual has no health insurance, or if existing insurance will not cover the requested service, offer assistance with obtaining insurance or obtaining coverage for the requested service, as applicable. If the individual’s Caregiver requests such assistance, perform the following activities, as applicable:

1. Assist with completing applications for public health insurance such as HUSKY.

2. Review insurance appeal documentation drafted by the Caregiver or others on behalf of the person for whom services were requested, and suggest revisions.

3. Provide written referrals to community resources that can assist with insurance appeals such as the Connecticut Insurance Department.

g. Education

Provide information regarding CYSHCN services and needs by, at a minimum:

1. Maintaining a website with up-to-date information about the Respite Program and other information the Department requests to be posted on the website.

2. Disseminating emails to Caregivers listed on the CMHI Program database up to ten (10) times per month, at the Department’s request, with information on community-based trainings and other services for CYSCHN at the Department’s direction.

3. Participating at least annually, in a minimum of one (1) in-person community event focused on CYSHCN by either giving an oral presentation about the Respite Program, or hosting a table and disseminating hard copy information about the Respite Program and other services for CYSHCN.

4. Participating throughout the contract term on a minimum of one task force or advisory council lead by a State agency other than the Department to share information about the needs of the CYSHCN population that the Contractor learns about through contract activities.

h. Available Funding

Ensure that expenditures for Respite Services and Extended Services are limited to available funds within each contract funding period.

i. Service Hours

Provide the services required by Section C.2.(a) through (g) for an eight-hour block of time starting no earlier than 8:00 am and ending no later than 6:00 pm, Monday through Friday throughout the contract term. Operation hours shall be the same each week but may vary from day to day.

In order to demonstrate the ability to deliver the services listed above, the Proposer must describe its experience with the following:

1. Providing services to CYSHCN similar to those solicited in this RFP.

2. Evaluating individuals to determine whether they fall within the definition of CYSHCN.

3. Providing assessments of CYSHCN to determine their needs, and preparing or recommending plans to fulfill identified needs.

4. Providing assistance and culturally appropriate education to Caregivers and others to enable them to access needed medical and related support services.

5. Working with the CMHI Program.

6. Working with statewide and other community-based organizations that serve Caregivers and CYSCHN, including but not limited to the Connecticut Family Support Network, Parents Available to Help, and the CT Parent Advocacy Center.

7. Working with public and private insurance companies, including examples of how the Proposer has assisted others in utilizing the appeals process.

8. Providing resources to families who have CYSHCN, including types and quantities of resources provided.

9. Sharing information about community-based resources with families who have CYSHCN.

10. Health care financing education and trainings the Proposer has provided to its staff, or which its staff have accessed on that topic.

3. Staffing Expectations

The Proposer must describe all staff who will be assigned to this project, including job descriptions, number of hours per week, and hourly rates. Adequate staff time must be allocated to manage the services provided.

a. Key Personnel/Managers/Staff Assigned The Proposer must describe the administrative structure and oversight for the project, and identify the Project Manager and the individuals that will comprise the Project team responsible for managing the project and staff assigned to this project. The Proposer must complete and attach Position Schedule 2a in Section VI, Appendix D.

b. Staffing Levels and Demographics of Organization Work Force The Proposer must complete and attach the organizational Work Force Analysis in Section VI, Appendix D and provide evidence that the Proposer will utilize small and minority businesses whenever feasible and appropriate in the purchase of supplies and services.

c. Staff Qualifications/Experience The Proposer must:

1. Describe staff qualifications and experience including any credentials or licensure relevant to, or required to perform, the duties they will be assigned.

2. Provide resumés for all professional staff assigned to this project.

d. Organizational Chart The Proposer must include an organizational chart in the Proposal Outline required by Section VI, Appendix C.

e. Subcontractors If Subcontractors will be used in the project, the Proposer must specify the following information for each:

1. Legal name, address, and FEIN.

2. Contact person, title, phone, fax, e-mail.

3. Services currently provided by subcontractor to Proposer, if any.

4. Services to be provided for the project under the proposed subcontract.

5. How the Proposer will provide oversight to the subcontractor.

6. Subcontract cost and term.

7. Subcontractor qualifications (see Staffing Requirements above)

NOTE: The Proposer must include a completed Subcontractor Schedule A—Detail Form as included in Section VI, Appendix D, for each Subcontractor proposed.

4. Data and Technology Expectations

The Proposer must document that it:

a. Has hardware and software to serve CYSHCN and their families and has the capability to use a web-based platform as directed by the Department.

b. Has e-mail and Internet capabilities.

c. Is able to perform data collection, including, at a minimum, establishment of an automated system to enable collection, storage, and transmission of data electronically to the Department; and capacity to develop reports per the Department’s specifications, to support documentation of delivered services.

d. Is able to perform quality assurance activities including, at a minimum, development of a quality assurance plan including components reflecting degree of family satisfaction, and may include information from families on quality issues obtained through focus groups.

5. Cost Proposal Component

a. Financial Information: The Proposer must:

1. Explain how the costs of the proposed services, as reflected in the Budget Summary Form in Section VI, Appendix D, are cost effective.

2. Provide the organizations’ annual operating budget, revenues, and sources of funding.

3. Demonstrate that based on the organization’s most recent fiscal audit, the organization is fiscally stable.

b. Budget Requirements: The Proposer must include:

1. An itemized budget with justification for each line item on the budget forms included in Section VI, Appendix D.

2. Completed budget detail forms included in Section VI, Appendix D, including, where applicable, Subcontractor(s) budgets, and budget narratives.

All costs (travel, printing, supplies, etc.) must be included in the contract price. Competitiveness of the budget will be considered as part of the proposal review process. The State of Connecticut is exempt from the payment of excise, transportation and sales taxes imposed by the Federal or State government. Such taxes must not be included in contract prices. The maximum amount of the proposal may not be increased after the proposal is submitted. All cost estimates will be considered as “not to exceed” quotations against which time and expenses will be charged. The proposed budget is subject to change during the contract award negotiations. Total available funding is $2,057,765 for a five-year period, beginning July 1, 2026, through June 30, 2031. Third party reimbursement, either through public or private entities, should be actively pursued.

6. Work Plan

The Proposer must include a comprehensive and realistic Work Plan that:

a. Includes measurable objectives describing tasks to be performed, deliverables and timelines, including a project start date, all provided on the Work Plan Form included in Section VI, Appendix D.

b. Is consistent with the requirements in this RFP.

c. Includes measurable objectives describing tasks to be performed, deliverables, and timelines, including a project start date, utilizing SMART objectives (Specific, Measurable, Achievable, Realistic, and Time-bound).

d. Includes development of the documents described in Section C.2.a.

< D. PERFORMANCE MEASURES

Performance metrics such as the following highlight key priorities and may be included in reporting requirements for the contract resulting from this RFP:

1. Number of Caregivers receiving Respite Services funds.

2. Number of Enrolled CYSHCN receiving Extended Services funded through the contract.

3. Number of people receiving Support Service referrals.

< E. CONTRACT MANAGEMENT/DATA REPORTING

As part of the State’s commitment to becoming more outcomes oriented, the Department seeks to actively and regularly collaborate with providers to enhance contract management, improve results, and adjust service delivery and policy in response to lessons learned from experience. Reliable and relevant data is necessary to ensure contract compliance, inform trends to be monitored, evaluate Contractor results and performance, and drive service improvements. As such, the Department reserves the right to request and collect key data and metrics from providers, as described in the contract resulting from this RFP, and to require methods to collect such data, that may include but not be limited to the following:

1. In person or virtual meetings with the Department, on a regular schedule throughout the contract term.

2. Programmatic reports documenting contract performance and progress towards contract requirements, to be submitted on a regular schedule during each contract funding period.

3. Statistical data reports, in a format developed by the Department, to be submitted on a regular schedule during each contract funding period.

4. Financial reports, in a format developed by the Department, to be submitted on a regular schedule during each contract funding period.

III. PROPOSAL SUBMISSION OVERVIEW

< A. SUBMISSION FORMAT INFORMATION

1. Required Outline. All proposals must follow the required outline presented in the Proposal Outline in Section VI, Appendix C. Proposals that fail to follow the required outline will be deemed non-responsive and not evaluated.

2. Cover Sheet. The Cover Sheet is Page 1 of the proposal. Proposers must complete and use the Cover Sheet form provided by the Department in the Appendix.

3. Table of Contents. All proposals must include a Table of Contents that conforms with the required proposal outline.

4. Executive Summary. Proposals must include a high-level summary, not exceeding 2 (two) pages of the main proposal and cost proposal. The summary must also include the organization’s eligibility and qualifications to respond to this RFP.

5. Attachments. Attachments other than the required Appendices or Forms identified in the RFP are not permitted and will not be evaluated. Further, the required Appendices or Forms must not be altered or used to extend, enhance, or replace any component required by this RFP. Failure to abide by these instructions will result in disqualification.

6. Style Requirements. THIS IS AN ELECTRONIC SUBMISSION.

Submitted proposals must conform to the following specifications:

7. Pagination. The Proposer’s name must be displayed in the header of each page. All pages, including the required Appendices and Forms, must be numbered in the footer.

8. Declaration of Confidential Information. Proposers are advised that all materials associated with this procurement are subject to the terms of the Freedom of Information Act (FOIA), the Privacy Act, and all rules, regulations and interpretations resulting from them. If a Proposer deems that certain information required by this RFP is confidential, the Proposer must label such information as CONFIDENTIAL prior to submission. In a separate attachment, which does not count toward the page limit of the proposal submission, the Proposer must reference where the information labeled CONFIDENTIAL is located in the proposal. EXAMPLE: Section G.1.a. For each subsection so referenced, the Proposer must provide a convincing explanation and rationale sufficient to justify an exemption of the information from release under the FOIA. The explanation and rationale must be stated in terms of (a) the prospective harm to the competitive position of the Proposer that would result if the identified information were to be released and (b) the reasons why the information is legally exempt from release pursuant to C.G.S. § 1-210(b).

9. Conflict of Interest - Disclosure Statement. Proposers must include a disclosure statement concerning any current business relationships (within the last three (3) years) that pose a conflict of interest, as defined by C.G.S. § 1-85. A conflict of interest exists when a relationship exists between the Proposer and a public official (including an elected official) or State employee that may interfere with fair competition or may be adverse to the interests of the State. The existence of a conflict of interest is not, in and of itself, evidence of wrongdoing. A conflict of interest may, however, become a legal matter if a Proposer tries to influence, or succeeds in influencing, the outcome of an official decision for their personal or corporate benefit. The Department will determine whether any disclosed conflict of interest poses a substantial advantage to the Proposer over the competition, decreases the overall competitiveness of this procurement, or is not in the best interests of the State. In the absence of any conflict of interest, a Proposer must affirm such in the disclosure statement. Example: “[name of Proposer] has no current business relationship (within the last three (3) years) that poses a conflict of interest, as defined by C.G.S. § 1-85.”

< B. EVALUATION OF PROPOSALS

1. Evaluation Process. It is the intent of the Department to conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP. When evaluating proposals, negotiating with successful Proposers, and awarding contracts, the Department will conform with its written procedures for POS and PSA procurements (pursuant to C.G.S. § 4-217) and the State’s Code of Ethics (pursuant to C.G.S. §§ 1-84 and 1-85). Final funding allocation decisions will be determined during contract negotiation.

2. Evaluation Review Committee. The Department will designate a Review Committee to evaluate proposals submitted in response to this RFP. The Review Committee will be composed of individuals, Department staff or other designees as deemed appropriate. The contents of all submitted proposals, including any confidential information, will be shared with the Review Committee. Only proposals found to be responsive (that is, complying with all instructions and requirements described herein) will be reviewed, rated, and scored. Proposals that fail to comply with all instructions will be rejected without further consideration. The Review Committee shall evaluate all proposals that meet the Minimum Submission Requirements by score and rank ordered and make recommendations for awards. The Commissioner of the Department of Public Health will make the final selection. Attempts by any Proposer (or representative of any Proposer) to contact or influence any member of the Review Committee may result in disqualification of the Proposer.

3. Minimum Submission Requirements. To be eligible for evaluation, proposals must (1) be received on or before the due date and time; (2) meet the Proposal Format requirements; (3) meet the Eligibility and Qualification requirements to respond to the procurement, (4) follow the required Proposal Outline; and (5) be complete. Proposals that fail to follow instructions or satisfy these minimum submission requirements will not be reviewed further The Department will reject any proposal that deviates significantly from the requirements of this RFP.

4. Evaluation Criteria. Proposals meeting the Minimum Submission Requirements will be evaluated according to the established criteria. The criteria are the objective standards that the Review Committee will use to evaluate the technical merits of the proposals. Only the criteria listed below will be used to evaluate proposals.

· Organizational Expectations

· Service Expectations

· Staffing Expectations

· Data and Technology Expectations

· Cost Proposal

· Work Plan

Note:

As part of its evaluation of the Staffing Plan, the Review Committee will review the Proposer’s demonstrated commitment to affirmative action, as required by the Regulations of CT State Agencies § 46A-68j-30(10).

5. Proposer Selection. Upon completing its evaluation of proposals, the Review Committee will submit the rankings of all proposals to the Commissioner or Department Head. The final selection of a successful Proposer is at the discretion of the Commissioner or Department Head. Any Proposer selected will be so notified and awarded an opportunity to negotiate a contract with the Department. Such negotiations may, but will not automatically, result in a contract. Any resulting contract will be posted on the State Contracting Portal. All unsuccessful Proposers will be notified by e-mail or U.S. mail, at the Department’s discretion, about the outcome of the evaluation and Proposer selection process. The Department reserves the right to decline to award contracts for activities in which the Commissioner or Department Head considers there are not adequate respondents.

6. Debriefing. Within ten (10) days of receiving notification from the Department, unsuccessful Proposers may contact the Official Contact and request information about the evaluation and Proposer selection process. The e-mail sent date or the postmark date on the notification envelope will be considered “day one” of the ten (10) days. If unsuccessful Proposers still have questions after receiving this information, they may contact the Official Contact and request a meeting with the Department to discuss the evaluation process and their proposals. If held, the debriefing meeting will not include any comparisons of unsuccessful proposals with other proposals. The Department may schedule and hold the debriefing meeting within fifteen (15) days of the request. The Department will not change, alter, or modify the outcome of the evaluation or selection process as a result of any debriefing meeting.

7. Appeal Process. Proposers may appeal any aspect the Department’s competitive procurement, including the evaluation and Proposer selection process. Any such appeal must be submitted to the Department head. A Proposer may file an appeal at any time after the proposal due date, but not later than thirty (30) days after the Department notifies unsuccessful Proposers about the outcome of the evaluation and Proposer selection process. The e-mail sent date or the postmark date on the notification envelope will be considered “day one” of the thirty (30) days. The filing of an appeal shall not be deemed sufficient reason for the Department to delay, suspend, cancel, or terminate the procurement process or execution of a contract. More detailed information about filing an appeal may be obtained from the Official Contact.

8. Contract Execution. Any contract developed and executed as a result of this RFP is subject to the Department’s contracting procedures, which may include approval by the Office of the Attorney General. Fully executed and approved contracts will be posted on State Contracting Portal and the Department website.

IV. REQUIRED PROPOSAL SUBMISSION OUTLINE AND REQUIREMENTS

A. Cover Sheet

B. Table of Contents

C. Executive Summary

D. Main Proposal

E. Attachments (clearly referenced to summary and main proposal where applicable)

F. Declaration of Confidential Information

G. Conflict of Interest - Disclosure Statement

H. Statement of Assurances

A: Cover Sheet

The Respondent must use a Cover Sheet capturing the following information:

· RFP Name or Number:

· Legal Name:

· FEIN (not required for currently contracted providers/vendors):

· Street Address:

· Town/City/State/Zip:

· Contact Person:

· Title:

· Phone Number:

· E-Mail Address:

· Authorized Official:

· Title:

· Signature:

Legal Name is defined as the name of a private provider organization, CT State agency, or municipality submitting the proposal. Contact Person is defined as the individual who can provide additional information about the proposal or who has immediate responsibility for the proposal. An Authorized Official is defined as the individual empowered to submit a binding offer on behalf of the Proposer to provide services in accordance with the terms and provisions described in this RFP and any amendments or attachments hereto.

B: Table of Contents

Respondents must include a Table of Contents that lists sections and subsections with page numbers that follow the organization outline and sequence for this proposal.

C: Proposer Executive Summary

The page limitation for this section is 2 pages briefly describing how the Proposer meets the eligibility and qualification criteria outlined in the Proposal Overview and a brief overview of why the Proposer should be selected for the activities highlighted in the scope of services.

D: Main Proposal Submission Requirements To Submit a Responsive Proposal

***Please note the maximum total page length for this section is 21 pages (all appendices and other attachments should be referred to in section D and then placed in section E.) The Department Review Committee will not read answers longer than 21 pages in this section.

E: Attachments

Attachments other than the required attachments identified are not permitted and will not be evaluated. See the Proposal Checklist in Section VI, Appendix C for a list of relevant attachments. Further, the required attachments must not be altered or used to extend, enhance, or replace any component required by this RFP. Failure to abide by these instructions may result in disqualification. Attachments are not counted as part of the page limitation.

F: Declaration of Confidential Information

If a Proposer deems that certain information required by this RFP is confidential, the Proposer must label such information as CONFIDENTIAL prior to submission. The Proposer must reference where the information labeled CONFIDENTIAL is located in the proposal. EXAMPLE: Section G.1.a. For each subsection so referenced, the Proposer must provide a convincing explanation and rationale sufficient to justify an exemption of the information from release under the FOIA. The explanation and rationale must be stated in terms of (a) the prospective harm to the competitive position of the Proposer that would result if the identified information were to be released and (b) the reasons why the information is legally exempt from release pursuant to C.G.S. § 1-210(b).

G: Conflict of Interest – Disclosure Statement

Proposers must include a disclosure statement concerning any current business relationships (within the last three (3) years) that pose a conflict of interest, as defined by C.G.S. § 1-85. A conflict of interest exists when a relationship exists between the Proposer and a public official (including an elected official) or State employee that may interfere with fair competition or may be adverse to the interests of the State. The existence of a conflict of interest is not, in and of itself, evidence of wrongdoing. A conflict of interest may, however, become a legal matter if a Proposer tries to influence, or succeeds in influencing, the outcome of an official decision for their personal or corporate benefit. In the absence of any conflict of interest, a Proposer must affirm such in the disclosure statement. Example: “[name of Proposer] has no current business relationship (within the last three (3) years) that poses a conflict of interest, as defined by C.G.S. § 1-85.”

H: Statement of Assurances

Place after Conflict of Interest-Disclosure Statement. Sign and return form included in Section VI, Appendix B.

V. MANDATORY PROVISIONS

< A. POS STANDARD CONTRACT, PARTS I AND II

By submitting a proposal in response to this RFP, the Proposer…