214830 Housing Stability Support RFR revised 4-15-21~2.doc

The Commonwealth of Massachusetts

Department of Public Health

Bureau of Substance Addiction Services

Address: 250 Washington Street, 3rd Floor Boston, MA 02108

Contact Name: Nicole Schmitt Email: Nicole.M.Schmitt@mass.gov

Request for Response (RFR)

Document Title: Housing Stability Support COMMBUYS BID Number: BD-21-1031-BSAS0-BSA01-59604 DPH RFR Document Number: 214830 March 8, 2021

1.0 Procurement Scope and Description:

The primary goal of Housing Stability Support is to assist adults, families, and young adults in their recovery, in the stabilization of their housing, and in achieving self-sufficiency. This goal is achieved through provision of services within a permanent or transitional housing setting. These services reinforce recovery by establishing community-based supports to maintain ongoing goals in the recovery process. The environment created by Housing Stability Support services reduces risk of relapse through encouraging and supporting residents to coalesce as a community to support each other in their recovery from substances and in the development of independent living skills. Housing Stability Support services provided to families will also include facilitating access to local child development and parenting skills workshops. Some ways that a client may enter a program include through outreach by a provider, after transition from a shelter setting, or after transition from a substance use disorder treatment program.

The overall goal of this procurement is to provide Housing Stability Support in both permanent and transitional housing settings (as defined below) to single adults, families, and young adults. Vendors may apply for their chosen combination(s) of housing setting and population served.

All previously contracted Supportive Case Management service vendors must respond to this RFR in order to continue to provide services. While this is a rolling RFR, proposals must be received by Friday, April 16, 2021 in order to be considered for the initial contracting period to beginning July 1, 2021. Applications received after April 16, 2021 will still be accepted, but DPH cannot guarantee a contract will be in place starting July 1, 2021.

1.0.1 Background Information:

This procurement allows for Housing Stability Support services to be provided in both permanent and transitional housing settings (as defined in section 2.0) to single adults, families and young adults. Vendors may apply to provide SCM in either permanent or transitional settings for single adults, families and/or young adults.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.3 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

Single Contractor

FORMCHECKBOX

Multiple Contractors

1.4 Calendar Rule Type:

FORMCHECKBOX

FORMCHECKBOX

1.5 Acquisition Method: Fee for Service:

Cost Reimbursement

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Unit Rate

Other:

1.6 Use of a Procurement by a Single or Multiple Departments:

FORMCHECKBOX

Limited User Contract – Restricted to Use by Issuing Entity Only.

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

· Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: __5 __ year(s) _____ months;

Anticipated Renewal Options: __2__ options to renew for __2__ year(s) each option

Final End Date of this Contract: _________6/30/2030_______________

1.8 Anticipated Expenditures, Funding Or Compensation For Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $___51,300,000______ Check One (“X”):

Contract will have a Maximum Obligation

FORMCHECKBOX

Rate Contract: Contract will NOT have a Maximum Obligation Amount

Will Federal Funds be used to fund any part of Contract(s)?

No

FORMCHECKBOX

*Providers receiving federal grant funds will be considered sub-recipients for federal grant purposes and will be required to comply with applicable federal requirements, including but not limited to sub-recipient audit requirements under OMB Circular A-133.

Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

Notice concerning rates of payment – implementation of Chapter 257 of the Acts of 2008: An Act Relative to Rates for Human and Social Service programs, provides that the Secretary of Health and Human Services has the sole responsibility for established rates of payment for social service programs purchased by governmental units of the Executive Office. Contractors will be reimbursed based on rates established by EOHHS regulation, 101 CMR 346, and other applicable rate regulations as may be amended from time to time during the duration of the Contract. As a result of Chapter 257, during the life of the Contract, rates of payment and reimbursement structures may change.

Commercial Earnings Fees: Revenues generated by for-profit organizations that are awarded contracts under this RFR may not exceed expenses incurred except in cases where a ‘for profit earnings fee’ has been negotiated between the Department and the contractor and incorporated into the approved contract. Should no earnings factor be recognized in the contract, the earnings fee shall be assumed to be zero.

Start Up and Capital Budget

Any start-up costs deemed necessary will be negotiated between the purchasing Agency and the provider. Payment rates for start-up costs will be governed by 114.5 CMR 4.00 Rates for Certain Social, Rehabilitation, and Health Care Services or any successor regulation, and 808 CMR 1.00 Compliance, Reporting and Auditing for Human and Social Services. Any capital requests deemed necessary will be negotiated between the purchasing Agency and the provider and will be governed by 114.5 CMR 4.00 and any successor regulation, 808 CMR 1.00 and the Operational Services Division Purchase of Service (POS) Capital Items Procurement Policy.

2.0 Specifications

Applicant Eligibility Criteria: Who can apply?

Housing Stability Support vendors must be able to deliver supportive services to adults, families, and young adults in housing funded through other arrangements, which may include self-pay, local public housing authorities, and HUD funding through Continuums of Care in Massachusetts.

The housing program must include:

· Harm Reduction model of care

· Option to include Housing First principles

· Regular business hours (40 hrs/wk)

· On-call emergency service available 24/7

Specifications and reimbursement for this procurement are based on Housing Stability Support services provided within the following contexts: (A) population served, and (B) housing setting.

A. Population Served

The population targeted for these services includes people who are in recovery from substance use disorders (SUD) and/or co-occurring substance use and mental health disorders and who are eligible for supportive housing programs. These individuals and families must be severely limited in their ability to live independently because of lack of income, diminished social skills, and/or insufficient social supports. They also must be capable of self-preservation and participation in prescribed activities that promote their independent living skills.

The following are the three distinct populations served by this program, including any population-specific specifications:

(1) Single adults aged 18 and older This includes men, women, transgender, and gender-nonconforming individuals aged 18 years and older who are not accompanied by children or other adults.

(2) Families with at least one parent in recovery This includes pregnant women, single-parent adults (mothers, fathers, and/or legal guardians) with their children, two-parent families and/or legal guardians with their children.

Programs serving families must include:

· Partnerships with child development and parenting experts;

· Support for family reunification, when appropriate;

· Service plans that include each family member;

· Engaging and providing support for parents to become advocates for their children;

· Family recreational activities (at least quarterly);

· Facilitation of access to day care, after school programs.

(3) Young adults aged 18-24 Programs serving young adults must include:

· Developmentally appropriate expectations as defined by the Positive Youth Development framework;

· Support for continuation of educational or vocational goals.

Programs are required to collaborate with and facilitate access to supports from Department of Children and Families (DCF) and Department of Transitional Assistance (DTA).

It is expected that populations to be served will include and not discriminate against people of all ages, races, ethnicities, cultural and linguistic minorities, religious affiliations, abilities, veteran status, gender identity/ expression, and sexual orientation.

B. Housing Settings

Services under this procurement must take place in one of two types of housing settings: Permanent or Transitional:

(1) Permanent housing allows tenants to stay in the unit until they decide to move to another permanent housing setting within the community or until they are discharged from the Housing Stability Support program with cause. Tenants would have a lease or a participation agreement.

· Permanent housing can be in one building, or scattered or clustered sites.

· Permanent housing sites must be ADA compliant based on the requirements of the funding source for the housing units.

(2) Transitional housing allows tenants to remain in this setting up to 24 months (720 days). Tenants may or may not have a lease. However, they should have a participation agreement.

· Transitional housing is congregate housing settings with shared kitchens, bathrooms and common meeting spaces.

· Tenants are expected to move into permanent housing upon discharge.

· Demonstrated site control is required for transitional housing settings.

· Transitional housing settings include a part-time House Manager position.

· Transitional housing must meet ADA requirements.

Housing Stability Support Service Elements

Assessment: Support Worker to complete a thorough assessment at intake with client/family to identify client strengths and service needs.

· Assessments include a complete biopsychosocial assessment, including histories of substance use and mental health disorders, physical health issues, employment/educational/vocational skills, housing, criminal justice involvement.

· Assessments cover recovery skills and supports, overall client life functioning, and daily living skills to determine appropriateness to the program and necessary supports.

Individual Service Planning: Support Worker to complete an Individual Service Plan (ISP) in collaboration with the client within first week of admission.

· ISPs contain clear short- and long-term goals and objectives; strategies to attain goals and objectives; plans to address primary health concerns, educational and vocational development and other concerns such as unresolved legal issues.

· ISPs also contain explicit contracting with the client regarding relapse risk reduction.

· ISPs must document all housing stability support activities.

Support services: Provide ongoing support services to individuals to coordinate supports for the maintenance of recovery, including but not limited to:

· Provide and coordinate supports to maintain housing stabilization.

· Provide care coordination and access to a range of community services and resources, including but not limited to primary health care (including pediatric care when appropriate), SUD treatment including MOUD, dental, mental health, vocational/educational services, and HIV/AIDS testing and counseling.

· Assess and facilitate access to mainstream benefits (SSI/SSDI, SNAPs, TANF).

· Assess status of health insurance and facilitate access to health insurance.

· Provide or work with client to arrange transportation for clients while they are in the program to facilitate access to other needed services to include: interviews, community self-help meetings, medical appointments, court appearances, emergencies and other community appointments.

· Provide advocacy for client and teach self-advocacy in accessing needed services and resources.

· Provide supported referrals to community-based social, employment services as appropriate.

· Provide training on-site or coordinated with community services on activities of daily living and life skills, including financial literacy, budgeting, meal planning.

· Facilitate access to child development education and parenting skills training.

· For young adults in transitional housing settings, services will ensure adequate opportunities and capacity to meet nutritional needs of young adults, including the planning of at least three (3) meals daily.

Discharge planning: Complete a Discharge Plan in collaboration with the client ensuring supported transition into community-based permanent housing outside of the program.

· Planning for discharge begins at entry to program.

· Planning must include facilitated/supported referrals to ongoing community recovery supports and a range of other services such as ongoing SUD, mental, and primary health services.

· Discharges from Housing Stability Support transitional housing services are expected to move out of the program setting to permanent housing settings in the community.

Caseloads, Staffing and Minimum requirements

· All service elements will be delivered with competencies in age, race, ethnicity, cultural/linguistic minorities, religious affiliations, abilities, veteran status, gender identification/expression, and sexual orientation.

· Bidders must guarantee that adequate staffing and administrative support for the delivery of the service is maintained.

· Bidders will guarantee that program staff will participate in training as needed to ensure effective program operations.

· Program staff will be representative of characteristics of the population being served.

· Program staff will be available on weekends and evenings for emergencies.

· Program staff will have experience and/or training in working with individuals, young adults and families in recovery as well as homeless individuals, young adults or families.

· Bidders will hire staff with expertise in SUD/Co-Occurring disorders, and/or homelessness.

The Staff/Client ratios for Housing Stability Support services are determined by the population served and the housing setting:

· 1.0 FTE Support Worker to 20 single adults in both Permanent and Transitional housing settings

· 1.0 FTE Support Worker to 10 families in both Permanent and Transitional housing settings

· 1.0 FTE Support Worker to 10 young adults in both Permanent and Transitional housing settings.

· 0.15 FTE licensed Masters level Program Director/Clinical Supervisor to 1.0 FTE Support Worker.

Vendors providing services to sites that are currently receiving HUD rental assistance, leasing, or supportive services dollars through a contract with BSAS may provide Low Threshold Housing Stability Support Services. The ratios for this population are 1.8 FTE Support Worker to 10 single adults, with 0.27 FTE required Masters level Program Director/Clinical Supervisor.

Support Workers must be bachelor level or have demonstrated equivalent experience.

Additional staffing for Transitional Housing includes a 0.50 FTE House Manager per house.

Vendors that are currently receiving HUD rental assistance or leasing dollars through a contract with BSAS may Supervision and Training

· Support Workers are given, at a minimum, one hour per week of face to face, individual or group supervision with the Program Manager. Weekly staff meetings are additional and do not count toward the required supervision.

· All staff (including House Managers) must demonstrate their willingness to participate in training and technical assistance provided by BSAS funded statewide capacity-building trainers in Opioid Overdose Prevention, Nonviolent Crisis Management, Medication Assisted Treatment, Harm Reduction, Trauma-Informed Care, and Motivational Interviewing. Training attendance must be documented in employee files and available for BSAS audit. It is also required for staff to attend at least one cultural competency training annually which focuses on issues of diversity such as race, ethnicity, language, sexual orientation, and gender identity and expression.

BSAS Standards of Care

BSAS will require compliance with all BSAS Standards of Care.

Federal block grant funds are used to support Housing Stability Support services and the selected programs will be required to work with BSAS to ensure that all relevant block grant provisions are met. Details of the Substance Abuse Prevention and Treatment Block Grant requirements can be found in the BSAS Standards of Care and will comply with the following:

Trauma-Informed Services. Trauma-informed care is an approach to delivery of behavioral health services. Given the prevalence of trauma among persons with substance related disorders, and the benefits of trauma-informed approaches, BSAS requires vendors to establish trauma-informed treatment environments and provide trauma informed care, as evidenced by:

· Stated commitment to trauma-informed care, with emphasis on individual choice and decision making;

· Inclusion of trauma screening in all assessments, and periodic reassessments and facilitated referral if indicated;

· Collaborative systems which provide access to trauma specific services;

· Recognition that children of individuals served have experienced trauma and that they and their parents may require support and assistance in obtaining effective trauma treatment.

Committed to Opioid Overdose Prevention. Vendors are required to support Massachusetts’ efforts to prevent and reduce opioid overdose, as evidenced by:

· A stated commitment to prevent and reduce opioid overdose;

· Up-to-date knowledge of overdose prevention and response resources in their communities, including identification of pharmacies stocking naloxone and/or having standing orders for naloxone;

· Establishing an on-site overdose emergency response plan and ensuring all staff are trained in preventing, recognizing and responding to overdose, including having access to naloxone on site;

· Including review of overdose history (including witnessing overdose) in treatment assessments;

· Educating individuals served about opioid overdose prevention, recognition and response;

· Allowing individuals served to retain possession of naloxone rescue kits while in the treatment program;

· Including opioid overdose risk reduction in treatment and discharge plans.

Medication Assisted Treatment: The effectiveness of medication assisted treatment in stabilizing individuals and enabling them to build a recovery-based lifestyle is well documented Research and experience provide an increasingly comprehensive understanding of the physiological changes that accompany or result from substance use. For example, we understand a great deal about substance-related changes in metabolism and brain activities such as increased or decreased neurotransmitter production. This expanding field of knowledge is accompanied by increased availability of effective treatments using medications which target those physiological effects, for example by disrupting metabolism of the substances, or modifying substance-related brain activity. BSAS requires the use of proven, effective medication assisted treatment in a variety of settings.

Culturally and Linguistically Appropriate Services (CLAS):

· Vendors must have demonstrated ability to provide culturally and linguistically competent services, including be able to provide services to individuals whose primary language is not English, to individuals with disabilities especially the deaf and hard of hearing, to veterans, and to individuals who identify as GLBT.

· All staff must be trained in Cultural and Linguistically Appropriate Services

· Vendor must have policies and procedures for and MOUs with interpreter and translation services.

· Patient manuals, patient rights and other critical documents for patients must be available in their primary language.

Vendors must demonstrate efforts to hire staff hat have representation from such identity groups.

Racial Equity Principles

DPH strives to promote racial equity and eliminate unfair disparities among populations in Massachusetts. These racial inequities include poorer living conditions or access to services or resources, lower screening rates, and/or worse health outcomes. Disparities often result from social, economic, or environmental disadvantages that adversely affect certain groups of people, sometimes called the social determinants of health. Addressing racial equity focuses on the social determinants of health, incorporates cultural relevance, actively addresses structural racism, and is accountable to improving outcomes for marginalized populations.

CORI Checks

In order to ensure that employees or other persons regularly providing client or support services in any program of an EOHHS Department or in vendor agency programs funded by an EOHHS Department are appropriate for serving in their positions, a Criminal Offender Record Information (CORI) check shall be performed on candidates for positions in such programs or facilities, in accordance with 101 CMR 15.00 (EOHHS regulations governing Criminal Offender Record Checks). These regulations establish a core standardized policy regarding the review of criminal records for employment. It is the policy of EOHHS that an individual’s background including any CORI and other relevant information be carefully considered so that the vulnerable populations served by EOHHS are protected. It is also the policy of EOHHS that qualified rehabilitated offenders are given a fair opportunity to be employed and successfully reintegrated into the workforce. In addition, as provided in 101 CMR 15.09(5), the hiring authority must comply with the requirements of the Division of Criminal Justice Information Services (formerly the CHSB) governing CORI at 803 CMR 2.00 et seq.

3.0 Performance Requirements and Contract Monitoring

Results and Measures

Each vendor is expected to develop and implement strategies that will achieve the following results for their program type, as tracked through ESM reporting and program audits, including review of client records:

Result (all programs)

Sustain recovery and foster development of skills to meet the goal of independence, including housing stability.

Measures

· Utilization of program, admission and discharge data.

· Number of clients discharged achieving overall or partial goals listed in ISP.

· Percent of clients maintained recovery during program.

· Percent of clients who remain in program more than 6 months.

Result (all programs)

· Services delivered to help clients sustain their recovery.

Measures

· Percent of clients with completed Individual Service Plans.

· Percent of clients who demonstrate achievement of service goals.

Result (all programs)

Increased client skills and/or income.

Measures

· Percent of clients with any income while in program, (i.e., SSI/SSDI, TANF).

· Percent of clients with earned income while in program.

· Percent of clients engaged in educational/vocational opportunities.

Result (all programs)

· Establish referrals and linkages to relevant services.

Measures

· ESM/HMIS information on number of referrals to social/health services

Result (family programs)

Increased client skills to preserve families.

Measures

· Percent of clients who participated in parenting classes.

· Percent of clients who reunify with their children.

· Percent of clients with decreased involvement of DCF as a result of their participation in the program.

· Percent of children receiving primary health care and referrals to other supports as appropriate.

· Percent of children who enrolled and attended school.

Result (young adult programs)

Services delivered to help young adults sustain their recovery.

Measures

· Percent of clients who participate in the development of and complete ISP goals.

· Percent of clients referred to sober housing living situation upon discharge.

· Percent of clients referred to other health/social service organizations while in program.

Result (young adult programs)

Services delivered to enable independence.

Measures

· Percent of clients who accessed a rent subsidy.

· Percent of clients who annually remain in housing, adhere to their ISPs, and meet requirements of tenancy.

· Percent of clients who increase their skills through community-based employment services and establish or expand incomes through accessing entitlements and/or employment.

Program Monitoring and Evaluation

· Vendors will be responsible for meeting program results and measures as specified.

· Vendors will participate with BSAS staff for at least one annual site visit, or more often as necessary.

· Vendors will submit BSAS Enterprise Service Management (ESM) data and Enterprise Invoice Management (EIM) invoicing in a timely and accurate/complete basis.

· Vendors will be responsible for documenting all services coordinated and provided for individual client’s participating in the program in client charts.

· Vendors will demonstrate how consumer feedback is incorporated into their programming.

· Vendors will collaborate with BSAS in the implementation of any additional tools and measures developed over the course of the contract period.

· Vendors will work with BSAS to develop a network of Housing Stability Support programs to aid in continued evaluation and development of Housing Stability Support programs.

· Community Housing programs ONLY:

· Vendors will provide occupancy data each month to the Central Intake/Access system for family services.

· Vendor will collect and enter HMIS data and complete HUD reports, as required.

4.0 Contract Invoicing

I. Unit Rate Contracts – Manual SDR

· Providers using the EIM-ESM manual billing process are required to submit a Service Delivery Report (SDR), on a monthly basis, for all services provided in the previous month.

· DPH requires that this SDR be authorized in EIM-ESM no later than the 14th day of the month, following service delivery. This includes a zero invoice if no services were provided.

· DPH requires that all services delivered to clients and paid by a third party be reported on the SDR as fully offset.

II. Unit Rate Contracts – HIPAA

· Providers using the HIPAA electronic billing process are required to submit an all claims for the services provided in the previous month no later than the 14th day of the month, following service delivery.

· DPH requires that all delivered services paid by a third party be reported on an 837 HIPAA “encounter”.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see the COMMBUYS Bid Attachment Section for this form.

5.0 Evaluation Criteria

Proposals undergo multiple levels of review:

Technical Review: The quality of the response to each question in the narrative is evaluated by a team of objective reviewers who score each question according to criteria related to that question. Reviewers are instructed to evaluate each question for content, comprehensiveness, and clarity of each answer.

Second Level Review: During the second level of review, factors such as an applicant’s past performance, billing, license status, ADA compliance, agency demographics, need, resources available, and other criteria are considered and scored. These criteria may vary depending upon the service being procured. Based on all review scores, programs makes recommendations to the Commissioner, who makes the final funding determination.

6.0 Estimated Procurement Calendar

Tuesday, Apr 6, 2021 2:00 pm | 1 hour | (UTC-04:00) Eastern Time (US & Canada) To join this online event

1. Go to https://statema.webex.com/statema/j.php?MTID=m2b80ac8b54fe8569e610c1fdc3a5f5f2 Or join by video system

Dial 1851962006@statema.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Or join by phone

+1-203-607-0564 US Toll

+1-866-692-3580 US Toll Free

Access code: 185 196 2006

Deadline for Questions and Answers

All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Thursday, April 8, 2021 by 1:00 PM Please email questions to:

Kevin.Botelho@mass.gov

The BID opening date

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

June 30, 2030

This is a rolling RFR. Bidders may submit proposals during the entire contract period. Applications will be reviewed as they are received.

Deadline for Forms that require Ink Signatures.

(See below for Submission of Responses instructions.)

Within 7 days of submission of quote on COMMBUYS to:

Submit to:

Kevin Botelho

250 Washington Street 3rd floor Boston, MA 02108

7.0 Instructions for Submission of Responses

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

Ink Signatures

The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms:

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller)

Bidders must submit the above forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Attachments must be uploaded individually and cannot be combined in a zipped file.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder and the RFR number. For additional instructions about naming conventions and the document titles see the Checklist of Attachments found in the Application Response Form. The description entered during the file upload process ensures each file is readily identified by Company Name, RFR and content.

Public Records: All information, documents, and attachments submitted as a response to this RFR are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

8.0 RFR Attachments:

The forms listed on the COMMBUYS Bid Solicitation; File attachment section for this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

complete and sign in blue ink and return as instructed in the RFR.

the application.

9.0 COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/commbuys Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@mass.gov Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

10.0 Other Requirements Pertaining to this RFR

Americans With Disabilities Act (ADA) Contract Compliance: Contractors must be in compliance with ADA requirements. Contract awardees must have current Policies and Procedures and facilities’ checklists (MFAT Checklist) on file and available for inspection at the administrative unit of the agency within three months of the contract award.

Coalition Engagement: In 2015, DPH established Coalition Principles and Guidelines. The intent of these Principles and Guidelines is to (1) articulate DPH’s strong support for coalition engagement; (2) establish shared language for its vendors and partners regarding community collaboration and coalition engagement; and (3) provide guidelines and direction to grantees/vendors around how DPH defines a coalition (by meeting a set of minimum requirements). It is expected that applicants for DPH funding participate in a coalition that meets the minimum requirements. Please go to the website for more detailed information on the Coalition Principles and Guidelines and minimum requirements, at http://www.mass.gov/eohhs/docs/dph/com-health/coalition-engagement-principles-and-guidelines.pdf Bidder’s to be considered for this funding must agree to participate in a coalition of their choosing that meets the minimum requirements established in the 2015 DPH Coalition Principles and Guidelines. As part of the application, agency must name a coalition they plan to participate in and describe how it will enhance the work of their proposed program.

The Community Health Training Institute managed for DPH by HRiA has developed a Listing of Coalitions, a tool to find coalitions working toward healthier communities in Massachusetts. Coalitions are able to verify in the listing whether or not they meet the minimum requirements for DPH. See http://www.hriainstitute.org/coalitions to find coalitions in your area or ones doing similar work and to verify whether or not they meet minimum requirements for coalitions. If a coalition is not listed on the HRiA roster of coalitions with verification that it meets minimum requirements, there are two options 1) register with the Community Health Training Institute’s Listing of Coalitions or 2) bidders must provide documentation to support the choice of working with their chosen coalition and that they meet the minimum requirements.

Debriefing: Upon award notification, Bidders submitting responses to this RFR and aggrieved by non-selection may request a debriefing from the Department by contacting the contact person (in writing) identified on the cover page of this RFR within fourteen (14) calendar days of the postmark of the award notification letter. A debriefing provides the bidder with an opportunity to: (1) discuss with designated DPH staff the Department’s determination relative to the bidder’s proposal and the basis for the award decision, (2) have Department staff identify any areas of weakness on the bidder’s response and suggest improvements for future procurements, and/or (3) examine lists, awards, evaluation materials and ratings from the review committee. Note that comparisons with other responses will not be made during a debriefing.

Debriefing/Appeals: Administrative Appeals to OSD. Non-successful bidders who participate in the department appeal process and remain aggrieved by the selection decision of the department may appeal the department decision to the Operational Services Division. The basis for an appeal to OSD is limited to the following grounds:

1. The competitive procurement conducted by the department failed to comply with applicable regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 or any successor regulations, the policies in the OSD Procurement Information Center, subsequent policies and procedures issued by OSD and the specifications of the RFR; or

2. There was a fundamental unfairness in the procurement process. The allegation of unfairness or bias is one that is easier to allege than prove, consequently, the burden of proof rests with the bidder to provide sufficient and specific evidence in support of its claim. OSD will presume that departments conducted a fair procurement absent documentation to the contrary.

Requests for an appeal must be sent to the attention of the Operational Services Division, Legal, Policy and Compliance Office, Room 1017, One Ashburton Place, Boston, MA 02108 and be received within fourteen (14) calendar days of the postmark of the notice of the department head’s decision on appeal. Appeal requests must specify in sufficient detail the basis for the appeal. Sufficient detail requires a description of the published policy or procedure which was applied and forms the basis for the appeal and presentation of all information that supports the claim under paragraphs 1 or 2 above. OSD reserves the right to reject appeal requests based on grounds other than those stated above or those submitted without sufficient detail on the basis for the appeal.

The decision of the Operational Services Division shall be rendered, in writing, setting forth the grounds for the decision within sixty (60) calendar days of receipt of the appeal request. Pending appeals to the Operational Services Division shall not prohibit the department from proceeding with executing contracts.

Enterprise Invoice / Service Management (EIM/ESM): If EOHHS or DPH directs contractor during the term of this amended contract to access the EIM/ESM service through the Virtual Gateway for the purpose of conducting business with either EOHHS or DPH, contractor agrees to use such services as directed and execute all required Use or Service Agreements required by the Virtual Gateway and to comply with all applicable Virtual Gateway, DPH and EOHHS policies and procedures related to such services, including policies pertaining to data security and protection of confidential information. Contractor further agrees to submit all information as directed by EOHHS or DPH including, but not limited to, invoices, contract and/or other information to DPH through these web-based applications. Contractor further agrees to take all necessary steps to ensure that it, and its subcontractors or affiliates, complies with these requirements and has access to and utilize all required web-based services in the Virtual Gateway.

National Culturally and Linguistically Appropriate Services (CLAS) Standards When releasing their report “Unequal Treatment” the Institutes of Medicine concluded “race disparities in health outcomes persist even after the significant efforts of multiple programs and accounting for risks such as low income, poor education and cigarette smoking.” The national Culturally and Linguistically Appropriate Services (CLAS) Standards have been developed to offer a framework to address the structural, clinical and organizational barriers that contribute to health disparities. In 2005, the Massachusetts Department of Public Health Office of Health Equity was awarded the federal grant State Partnership Grant to Improve Minority Health. The goal of this grant is to develop and implement Massachusetts standards consistent with the nationally proposed CLAS Standards throughout the Department’s procurement and internal operations. DPH would be among the first public health agencies in the country to systematically apply these standards as a tool to eliminate racial, ethnic and linguistic health disparities.

Continued implementation of the CLAS standards will occur over the term of this contract. Providers will be required to cooperate with this effort. Such cooperation may include the submission of data relative to the CLAS standards and the implementation of CLAS-related performance requirements.

The national CLAS standards are included as an attachment to this RFR. Making CLAS Happen is a guide to providing culturally and linguistically appropriate services in a variety of public health settings. Further guidance is available at the Office of Health Equity’s website: www.mass.gov/dph/healthequity.

Provider Data Management (PDM): Pursuant to its obligation hereunder regarding the use of EOHHS Virtual Gateway Business Services, contractor agrees to complete and maintain an organizational profile in the Virtual Gateway’s Provider Data Management (PDM) system. PDM is a web-based service managed by the Executive Office of Health and Human Services (EOHHS) that presents information about a provider’s organizational structure, financial health, and state contracting activity. If your organization does not currently access and update PDM, you must contact the EOHHS Provider Data Management team at the Virtual Gateway Helpdesk at 1-800-421-0938 for assistance.

Supplier Diversity Program (SDP): Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

In support of this Executive Order, the Commonwealth tracks SDP spending through POS contracts. As a result, providers that are issued a contract from this procurement (bid) will be required to submit a “Supplier Diversity Program (SDP) Plan Form for Purchase of Service (POS)” with their Uniform Financial Report (UFR) through the Operational Services Division (OSD) eFiling site. Providers that file an UFR exemption request are to submit the SDP Plan Form for POS with their exemption request. The plan will be evaluated yearly by the Commonwealth Department with the most Purchase of Service funding to a provider during the previous fiscal year. This Department is commonly referred to as the Principal Purchasing Agency (PPA).

Bidders are to submit a copy of their most recently submitted “SDP Plan Form for POS” with their proposal to signify to the Procurement Management Team that a form has been submitted. Bidders that do not currently hold POS contracts with Commonwealth Departments, Bidders that are exempt from filing a UFR or Bidders who have not yet submitted a “SDP Plan Form for POS” with their most recent UFR are required to complete the Form and include it with their proposal. The “SDP Plan for POS” can be found in the File Attachments Section of the RFR on COMMBUYS.

While the Plan is not assigned any points in the evaluation process, the Department is unable to issue a contract to an organization that has not submitted a Plan that demonstrates a strong commitment to working with MBEs, WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs, and/or LGBTBEs.

Supplier Diversity Program (SDP) Resources: Bidders may refer to the SDP Resources for Vendors and Contractors webpage for additional program information, training and compliance resources.

Virtual Gateway Business Services: The Executive Office of Health and Human Services (EOHHS) operate a number of online business services through the Virtual Gateway. These include but are not limited to, Provider Data Management (PDM), Common Intake (IE&R), Enterprise Invoice / Service Management (EIM/ESM), Home and Community Service Information System (HCSIS), Senior Information Management System (SIMS) Service and Transition Planning System (STARS).

These services permit users to access a variety of EOHHS programs and services. Virtual Gateway business services are accessible by end users with web browsers such as Internet Explorer (6.0 or above), and a broadband Internet connection that is capable of high-speed data transmission, such as a Local Area Network (LAN), a cable modem, or DSL.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

MM3/M03 – Purchased Human and Social Services for Clients – Medical/Non-Medical

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