261034 RFR Family Supportive Living 1.docx

The Commonwealth of Massachusetts Department of Public Health Bureau of Substance Addiction Services

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

Contact Name: Ryan Naismith

Email: Ryan.H.Naismith@mass.gov

Request for Response (RFR)

Document Title: Family Supportive Living

DPH RFR Document Number: BD-25-1031-ADMIN-ADM07-111364

COMMBUYS BID Number: 261034

January 16, 2025

Key RFR Information All Potential Bidder’s must read

COMMBUYS REGISTRATION

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 review the COMMBUYS Job Aide COMMBUYS Vendor Registration and/or go to www.COMMBUYS.com.

QUOTE SUBMISSION

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.

If you plan to submit a quote to this RFR “No Bid” should not be checked anywhere in your quote in COMMBUYS. This includes on the General Screen and the Items tab. Checking No Bid sends your quote to a different location in COMMBUYS than the rest of the quotes for that Bid and you run the risk of the Department not receiving your response. The department will not guarantee that a bid received with a “No Bid” checked will be reviewed.

Section A: Procurement Overview

A1: Procurement Description or purpose

The Bureau of Substance Addiction Services (BSAS) seeks proposals from qualified and experienced substance use providers to provide family supportive living services to families in early recovery. The targeted service population for this service is pregnant and parenting people in recovery from substance use disorders, with their children. Eligible clients must demonstrate capacity and commitment to actively engage and fully benefit from recovery-based supportive living services by having at least 3-6 months of recovery time at point of admission.

The Family Supportive Living program helps families who are actively searching for permanent housing and supports to achieve self-sufficiency, family stability and independent living. An eligible parent can be pregnant or have at least one child in his/her physical custody at entry. Some exceptions can be made for parents who will be imminently reunited with children, when housing is the only remaining barrier to reunification. Families may have histories of homelessness, mental health issues, primary health issues, intimate partner violence and trauma in conjunction with their substance use disorder.

This procurement is jointly funded utilizing available state and federal. Family Supportive Living Program includes funding for the cost of housing as well the delivery of supportive services. This is an rolling RFR, applications will be reviewed on a first come first serve basis with review preference being giving to incumbent vendors in order to prevent breaks in service.

Incumbent vendors need to reapply by 3/14/2025 in order to prevent breaks in service.

A2: Program Background Information

The overall goal of this procurement is to provide transitional recovery-based living environments for families recovering from substance use disorders and to assist and support families in recovery to achieve self-sufficiency, family stability and independent living. This goal is achieved through 1) case management services within an alcohol and drug-free living environment that supports the active search for permanent housing and employment and reinforces recovery; 2) establishing community-based supports to maintain ongoing goals in the recovery process; and 3) support of parenting skill development and family stability and permanency. The environment created in the program encourages and supports residents to coalesce as a community and support each other in their recovery from substance use disorder and in the continued development of independent living skills.

Section B: Procurement Information B1: Applicable Procurement Law

Executive Branch Goods and Services

B2: Whether Single or Multiple Contractors Are Required For Contract(s)

Check One (“X”):

B3: Calendar Rule Type

B4: Acquisition Method: Fee for Service:

B5: Use of a Procurement by a Single or Multiple Departments

· 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.

B6: Expected Duration of Contract

month(s)

B7: Anticipated Expenditures, Funding or Compensation for Expected Duration

Dollar Amount

Estimated annualized procurement amount $ 5,100,000.00

Check One (“X”):

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. Contracted vendors will be reimbursed based on rates established by EOHHS regulation 101 CMR 346 H0019-HR 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.

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

*Additional information for contracts with Federal Dollars:

Sub-Recipient: 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.

Unique Entity Identifier: On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID also known as UEI or SAMS number. Any entity that wants to apply for federal contracts or wants to receive federal funds must register with SAM. Entities that use SAM include for profit businesses, nonprofits, government contractors or subcontractors, as well as state and local governments.

Registering with SAM.gov is free and is required for your organization to receive federal funds. Your organization can submit an application to this RFR without being registered on SAM, however if awarded your organization will need to have an active SAM account prior to contract execution.

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

Start Up and Capital Budget

Any start-up or capital costs will be evaluated on a case-by-case basis in accordance with the needs of the Bureau. Any 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-100, 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-100 and the Operational Services Division Purchase of Service (POS) Capital Items Procurement Policy. Start-up costs: DPH may authorize a Capital Budget if deemed necessary by DPH for contract start-up purposes. Any start-up costs associated with this procurement contract must be negotiated to the satisfaction of DPH. Priority will be given to programs that can demonstrate readiness to offer services to members within three (3) months.

Section C: Performance and Contract Specifications

C1: Eligibility

This RFR is for direct services under Office of the Comptroller’s object code classification MM3 or M03. To be considered eligible to apply for this RFR a bidder must be considered an organization. Individuals are not eligible to apply.

All eligible bidders should:

· Agree to abide by the BSAS Standards of Care and BSAS Practice Guidance related to families in recovery.

· Abide by the BSAS Family Supportive Living Guidelines.

· Demonstrate their experience in serving families with Substance Use Disorders (SUD) and people with Co-occurring Substance Use and Mental Health Disorders.

· Have linkage agreements with appropriate health and human services, including primary health care, substance use and mental health disorder treatment including Medication for Opioid Use Disorder (MOUD), recovery support services, parenting and children’s services including early intervention, vocational and educational rehabilitative services and HIV/AIDS testing and counseling services, and domestic violence community-based services.

· Demonstrate the ability and willingness to work closely with the Massachusetts Department of Public Health’s Bureau of Substance Addiction Services (MDPH, BSAS), the Department of Children and Families (DCF) and the Department of Transitional Assistance (DTA) to coordinate services.

· Demonstrate site control of a setting(s) appropriate for living space for families in congregate settings.

· Provide recovery support, relapse prevention, case management, and service coordination for parents and child(ren).

C1a: Provider Qualification Requirements

To be considered eligible and prior to entering into a contract with DPH a bidder must demonstrate that it meets minimum administrative and fiscal standards established through the Executive Office of Health and Human Services (EOHHS) provider qualification policy. Your provider qualification status will be considered in making award decisions.

Provider qualification is the process used to evaluate a provider’s administrative and financial condition. The main objectives of the provider qualification process are to determine whether the provider has (a) the capabilities to comply with the numerous federal and state administrative requirements that surround the expenditures of public funds and (b) sufficient fiscal and administrative capacity to fulfill its contractual obligations.

· New Providers of Purchased Human and Social Services to Clients Bidders who do not have current contracts with the Commonwealth of Massachusetts to provide human and social services for clients must submit completed provider qualification application materials as part of the response to this RFR. The Contracting Qualification Forms and instructions can be found in the Provider Qualification Folder (QUALIFICATION) in the attachments section of COMMBUYS for this RFR.

· Current Providers of Purchased Human and Social Services to Clients Bidders with current human and social services contracts (MM3/M03 contracts) must have filed their Uniform Financial Statements and Independent Auditor's Report (UFR) with the Operational Services Division via the internet using the UFR eFiling application for the most recently completed fiscal year before a contract can be executed and services may begin unless considered exempt from filing. Other contractor qualification/risk management reporting requirements and non-filing consequences promulgated by Secretariats or Departments pursuant to 808 CMR 1.04(3) may also apply. If you have questions about your UFR contact the UFR Help Desk at ufrefilehelp@mass.gov.

C2: Scope of Services Primary service elements include the following:

Family Supports:

· Families will be encouraged to take the lead in designing their individual treatment plan and services.

· Regular communication and collaboration with family’s medical, social service, and child welfare providers, including Children’s Behavioral Health Initiative (CBHI) services, Early Intervention, Home Visiting, and others, and that appropriate follow-up activities are conducted. Parents will be encouraged to consent to and participate in case-specific collaborative efforts.

· Access to knowledge of child development and parenting skills training and other resources

· Support for family reunification, when appropriate

· Service plans that include each family member

· Support for parents to become advocates for their children

· Family recreational activities

· Facilitation of access to childcare, after school programs, summer camps, Head Start, child mental health services

Recovery Supports:

· Must accept clients prescribed FDA approved Medications for Opioid Use Disorder and other substances and have developed appropriate affiliations with Opioid Treatment Programs (OTP) and Office-Based Addiction Treatment (OBAT) Programs.

· Must be able to accommodate clients prescribed psychiatric medications

· Must provide linkages and referrals to SUD and MH outpatient providers, other recovery supports, including self-help and recovery engagement-oriented opportunities and appropriate services to ensure that families have access to the complete continuum of care

· Regular communication and collaboration with recovery providers as needed

Linkages and Referrals to Health, Housing and other Community Supports:

· Primary health services (outpatient primary/pediatric/prenatal care, OB/GYN and family planning services as needed for pregnant/postpartum women)

· Job readiness, skill building, and pre-employment vocational resources

· Employment search services, such as Career Centers

· HIV/AIDS counseling and testing services

· Financial and health coverage resources (MassHealth, WIC, SNAP)

· Housing and housing search services

· Domestic Violence and Sexual Exploitation support programs

· Legal aid and CORI resolution resources

· Nutritional information and counseling

· Coordination with state agencies including DHCD, DCF, and DTA to maximize resources available to families.

Program Services for Family Supportive Living Model:

· Engage family in creating their Individual Service Plans for each member of family including family safety planning and the Family Care Plan, formerly the Plan of Safe Care as appropriate

· Create a supportive, trauma-informed recovery culture and environment

· Provide on-site individual and group services that address identified psycho-educational, developmental, recovery/self-help, and recreational needs of clients and families

· Facilitate on site parent-organized activities promoting healthy parent/child interaction to be offered regularly

· Develop activities to facilitate drug and alcohol-free use of leisure time with family input

· Provide on-site developmental services/activities for children not yet accessing child-care within the community

· Provide and schedule after school opportunities for school age children and teens

· Ensure that the care, oversight, and supervision of children, who are the ultimate responsibility of parents while in the program, is adequate

· Program staff will be trained in and knowledgeable of requirements and procedures for reporting suspected cases of abuse and neglect in accordance with M.G.L. Chapter 119, Section 51A.

· Self-help support either in house or in the community will be offered

· Programs will have recurrence of use policies that support clients in achieving and sustaining sobriety, recognizing that addiction as a chronic, relapsing disease, and assess each client’s situation in the context of maintaining a safe yet resilient recovery environment. Any change in service plan should reflect the needs and desires of the parent.

· Individualized and Integrated Family Discharge and Aftercare Planning to facilitate the family’s transition to the community which may include on-going outpatient counseling, securing independent housing, child-care, employment, and healthcare and other necessary social service needs.

· Conduct aftercare follow-up for up to 3 months following discharge as part of the family service plan to assist with their transitioning to the community.

Staffing: Family Supportive Housing Program*:

· .5 FTE Program Director

· 1 FTE Children’s Service Coordinator

· .10FTE Clinical Director

· 1 FTE Case Manager per 9 families

· 3 FTE Recovery Specialists

*Based on assumption of serving 9 families; can be scaled based on proposed number to be served.

C2a: DPH Racial and Health Equity Commitment

DPH is committed to improving health outcomes for all Commonwealth residents while eliminating the marginalization and health inequities that disproportionately threaten of the ability for communities of color to reach their full potential of health. Applicants will be expected to design activities through a racial equity lens incorporating the principles for Racial Equity developed by DPH. (See Principles for Promoting Racial Equity in Attachments for this RFR on COMMBUYS). Applicants will also we expected to describe how the current or planned operations of their organization support racial equity. Each prospective applicant should demonstrate how they will incorporate racial equity into their service design. The social marginalization and inequities that racism cultivates in housing, education, employment, the built and social environments, and health care are felt across generations, most acutely in communities of color. DPH reviewers will be required to consider an applicant’s ability to reflect on racial equity and how it is incorporated into the agency operations and program design as they score proposals.

Culturally and Linguistically Appropriate Services (CLAS) can be used as an additional tool to help achieve Health and Racial Equity. The National CLAS standards[footnoteRef:1] incorporate several principles, including but not limited to (1) collecting and analyzing data to better understand structural root causes of racial inequities; (2) building community partnerships to engage those who are most impacted in planning, implementing and evaluating programs; (3) fostering cultural competence to ensure staff understand and reflect the community served; and (4) ensuring language access services to increase quality of services to all communities. Applicants are expected to demonstrate the ability to provide culturally and linguistically competent services, including the ability 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 GLBTQ. For further guidance visit www.mass.gov/dph/healthequity including The Making CLAS Happen Manual, a user’s guide to providing culturally and linguistically appropriate services in a variety of public health settings and the CLAS standards at https://www.mass.gov/lists/making-clas-happen-six-areas-for-action. [1: Adapted from National CLAS Standards and racial equity data roadmap

C2b: Supplier Diversity Program (SDP)

Pursuant to Executive Order 599, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Vendors, including health and human service providers, and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized by the Supplier Diversity Office (SDO).

All Bidders responding to this solicitation are required to make a significant annual financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). Providers that are issued a contract from this procurement (Bid) will be required to submit an annual “Supplier Diversity Program (SDP) Plan Form for Purchase of Service (POS)” with their Uniform Financial Report (UFR) through the Operational Services Division’s (OSD) eFiling site.

No contract shall be awarded to a Provider without an SDP Commitment that meets the requirements. This requirement extends to all Providers regardless of their own supplier diversity certification.

SDP Program Resources and Assistance: Additional information about the SDP policy can be found in the Attachments section of this RFR on COMMBUYS. Bidders seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

C3: Performance Requirements and Contract Monitoring

Results and Measures:

The Family Supportive Living Program is expected to develop and implement strategies to achieve the following:

Result: The Family Supportive Living Program will provide identified recovery supports to meet the goal of maintaining stability in recovery.

Measure: Percent of clients discharged from the program having met the goal of building their community-based support system and maintaining stability in recovery from SUD.

Result: The Family Supportive Living Program will ensure access and service coordination for residents receiving MAT/MOUD referrals as needed.

Measures: Percentage of clients at discharge receiving MAT/R (methadone, buprenorphine, or naltrexone services).

Result: The Family Supportive Living Program will provide identified service elements that achieve the goal of establishing permanent housing opportunities for clients discharged from the program.

Measure: Percent of clients moving seamlessly into stable housing at discharge.

Result: The Family Supportive Living Programs will provide identified service elements that support families to obtain job training, employment readiness skills and employment.

Measure: Percent of clients receiving services such as vocational training, employment counseling, and job placement while in the program.

Result: The Family Supportive Living Programs will provide identified service elements that support client’s engagement in health and wellness services Measure: Percent of clients who report engagement in health and wellness activities and services.

Result: The Family Supportive Living Programs will provide identified service elements that support parents with young children in learning to respond appropriately to their young children’s developmental needs.

Measure: Percent of clients who demonstrate appropriate parenting skills, and who have an identified community-based social and professional support system to assist in parenting at discharge.

Result: The Family Supportive Living Programs will provide identified service elements that support caretaking parents in identifying appropriate services to support their children’s wellbeing and development.

Measure: Percent of clients discharged from program with services in place for their children.

Program Reporting, Monitoring and Evaluation:

· The provider will be required to submit timely and accurate Enterprise Service Management (ESM) and Enterprise Invoice Management (EIM) data and information on a timely basis.

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

· The provider will be responsible for meeting with BSAS staff for at least one annual site visit, or more often as necessary.

· Provider will communicate regularly with the Statewide Family Referral vendor, providing information regarding admission and discharges, transfers, and any other information needed to coordinate services for families needing residential treatment or case management.

· The provider will be responsible for submitting occupancy data daily, weekly, and monthly to the Statewide Family Referral vendor providing access coordination.

· The provider will be responsible for submitting annual reports to BSAS. The annual report must include sections on performance standards, goal achievement (progress toward meeting performance indicators and standards) and post award conditions.

· The provider will be responsible for documenting all services coordinated and provided throughout the client’s stay in the program.

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

The provider will attend Family Supportive Living Program provider and Level of Care meetings.

C4: Contract Invoicing Select at least one of the following types of contracts:

· DPH billing procedures through the EIM/ESM system require that contracted providers submit an invoice, on a monthly basis, for all services provided in the previous month.

· DPH requires that this invoice 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.

· The only exceptions will be when the Bureau has been previously notified of extenuating circumstances and the request has been approved by the bureau contract manager. If corrections need to be made to previously submitted invoices, supplemental invoices must be submitted for the month in which the billing was originally submitted.

· All offsets must be reported for each UFR on the Invoice.

· Refer to the Provider Billing Booklet Reimbursement Policies and Billing in EIM at for detailed invoicing requirements.

1. 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.

· 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”.

· Program service delivery is paid through accommodation rates that are monthly rates developed to cover core services.

· Reports may be required for generation of payment.

Payment through Electronic Funds Transfer (EFT) is required for any contract awarded through this solicitation. If awarded a contract bidders not already enrolled will be required to sign up for EFT as a contract requirement by completing the Authorization for Electronic Funds Transfer Form. Additional information will be sent at the time of contract.

Section D: RFR Evaluation

D1: Evaluation Criteria

All proposals will be scored on the following criteria:

· Equity

· Experience with parents who are in early recovery from SUD

· Experience working with people utilizing MOUD

· Ability to provide services and linkages to services for children

· Ability to provide linkages and referrals to community-based supports including permanent housing and employment training

· Ability to provide linkages and referrals to community-based supports including primary care, HIV/AIDS counselling and testing, family planning and women’s health services, domestic violence and sexual exploitation support services, tobacco cessation services, wellness and overall family well being

· Ability to provide services to DCF involved families

· Demonstrated site control

· Supplier Diversity Program (SDP)

· Provider Qualification Status D2: Review Process

Proposals will undergo multiple levels of review described below based on the evaluation criteria:

· 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.

· SDP form:

A key component of the technical level review will be the evaluation of the Supplier Diversity Program form. To encourage substantial Bidder supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points shall be allocated to the evaluation of the SDP Plan submissions. A portion of the score will be allocated to the evaluation of additional equity and inclusion criteria relevant to health and human services.

· Second Level Review: During the second level of review, factors such as an applicant’s past performance, billing, license status, agency demographics, need, resources available, and other criteria are considered and scored. These criteria may vary depending upon the service being procured.

This is a rolling RFR, applications will be reviewed on a first come first serve basis with review preference being giving to incumbent vendors in order to prevent breaks in service.

Incumbent vendors need to reapply by 3/14/2025 in order to prevent breaks in service.

Based on all review scores, recommendations will be made to the Commissioner, who makes the final funding determination.

Section E: Estimated Procurement Calendar

RFR Release Date

1/16/2025

Deadline for Submission of RFR Q&A.1

12/16/2033

4pm ryan.h.naismith@mass.gov

Deadline for Submission of Responses Also known as the BID Opening Date in COMMBUYS

Anticipated Contract Start Date

7/1/2025

1All 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 should be sent to the email listed in the calendar and should include the RFR title and number in the subject of the email. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Section F: Instructions for Submission of Responses

F1: Bidder Response Requirements

Potential bidder’s should refer to the Application Response Form found in the Attachments to this RFR on COMMBUYS for required questions to be completed as part of this RFR.

F2: Multiple Quotes

DPH will allow a bidder to upload more than one quote in response to this RFR

Multiple Quotes will be accepted:

F3: COMMBUYS Submission Instructions

All responses are to be submitted electronically using the online submission tools available to bidders 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. The COMMBUYS Vendor Registration Job Aide is also available.

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.

Bidders are encouraged to upload attachments well in advance of the Bid Opening Date. This will help to reduce disqualified submissions that can occur if upload is not fully completed or if an attachment is missing at the deadline. Prior to the Bid Opening Date listed in the Procurement Calendar above, documents can easily be deleted and revised versions can be uploaded. If you wish to revise or delete a quote after submission, you may do so prior to the bid opening date. Review the Withdraw, Reopen, and Resubmit a Quote in COMMBUYS Job Aide for additional instructions.

No Bid in COMMBUYS Quote If you plan to submit a quote to this RFR “No Bid” should not be checked anywhere in your quote in COMMBUYS. This includes on the General Screen and the Items tab. Checking No Bid sends your quote to a different location in COMMBUYS than the rest of the quotes for that Bid and you run the risk of the Department not receiving your response. The department will not guarantee that a bid received with a “No Bid” checked will be reviewed.

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.

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.

F4: RFR Attachments

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:

Must complete and upload document with application

F5: 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 OSD Help Desk at OSDHelpDesk@mass.gov Telephone: Call the COMMBUYS Help Desk at 1-888-627-8283 or 617-720-3197. 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.

Section G: Other Requirements Pertaining to this RFR

Additional RFR requirements can be found in the document “Additional Requirements MM3-M03” found in the READ folder in the attachments section of COMMBUYS for this RFR.

Americans With Disabilities Act (ADA) Contract Compliance: Awarded vendors must be in compliance with ADA requirements. Awarded vendors 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 https://www.mass.gov/service-details/healthy-communities-and-community-engagement-capacity-building.

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.

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.

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 Departments: Bidders who participate in the debriefing process and still remain aggrieved by non-selection may appeal that decision to the Massachusetts Department of Public Health Commissioner (or designee) within fourteen (14) calendar days of the debriefing. An appeal shall be based on one or more of the following grounds. 1. DPH’s competitive bidding practices failed to comply with applicable regulations and guidelines; 2. There was a fundamental unfairness in the procurement process. Appeal requests must specify in writing and 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/or presentation of information that supports the claim under part 1 or 2 above. The Department shall use its best efforts to schedule an appeal with the Commissioner (or designee) and the bidder and its representatives within fourteen (14) days of receipt of the appeal request. All decisions of the Commissioner (or designee) shall be rendered in writing within sixty (60) days of the appeal. At the conclusion of the appeal process to the Department, bidders who are still aggrieved by non-selection may request a further level of appeal to the Operational Services Division.

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 awarded vendors during the term of this contract to access the EIM/ESM service through the Virtual Gateway for the purpose of conducting business with either EOHHS or DPH, the awarded vendor 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.

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.

Vendor Activation Requirements: To receive a contract with state an awarded vendor must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a vendor will be issued a Vendor Code number or a “VC” number. This VC number is used for all contracts that a vendor has with state agencies. An organization with existing state contracts or a vendor who has had state contracts with any state agency in the past has been registered in MMARS and does not need to re-submit paperwork again unless existing information in MMARS will need to be updated. Upon notification of a contract award to this RFR, awarded vendors not already registered in MMARS will be sent the required paperwork to be completed before a contract will be awarded which includes a W-9 form, Electronic Funds Transfer (EFT) and Contractor Authorized Signatory Listing.

Virtual Gateway Business Services: The Executive Office of Health and Human Services (EOHHS) operates 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.

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