27-06.pdf

RFP # 27-06, Independent Evaluation Consultant Page 1 of 31

ST. MARY’S COUNTY HEALTH DEPARTMENT (SMCHD)

INDEPENDENT EVALUATION CONSULTANT

REQUEST FOR PROPOSALS (RFP)

RFP 27-06

OVERVIEW

The St. Mary’s County Health Department is issuing this RFP 27-06 to seek proposals from qualified independent evaluation firms, organizations, or consultants to conduct a comprehensive evaluation of the

St. Mary’s 360: Connected Care Everywhere project.

St. Mary’s 360 is SMCHD’s initiative to establish an integrated, technology-enabled system of care that connects residents to primary care, behavioral health, oral health, public health services, wellness supports, emergency response systems, and resources that address health-related social needs. The initiative centers on a Community-Integrated Care Coordination system using embedded care coordinators, closed-loop referral technology via the Health & Wellness Portal, digital health supports, mobile integrated health outreach, and multidisciplinary care planning.

SMCHD is seeking an independent evaluation partner to develop and implement a public health mixed-methods evaluation and continuous quality improvement approach to assess both the implementation and outcomes of St. Mary’s 360. The evaluation is expected to draw on multiple quantitative and qualitative data sources, including Health & Wellness Portal analytics, CRISP resources, participant and partner feedback, and other available data.

The initial term of this agreement will commence upon award and execution of Contract and be valid through June 30, 2027.

This RFP and resulting contract will allow for four (4) one (1) year optional renewals, with mutual consent, on the anniversary of the agreement in subsequent years, pending grant availability and funding.

ELIGIBILITY REQUIREMENTS

Eligible applicants may include, but are not limited to:

• Independent consulting firms;

• Research organizations;

• Academic or university-based research centers;

• Nonprofit organizations;

• Other entities with demonstrated expertise in public health, healthcare, health services, population health, or related program evaluation.

To be eligible for consideration, applicants must:

• Demonstrate experience designing and conducting mixed-methods evaluations;

• Demonstrate experience evaluating public health, healthcare, health and human services, community-based initiatives, or other complex programs involving multiple partners or service delivery systems;

• Demonstrate capacity to analyze and interpret quantitative program, utilization, referral, clinical, administrative, or other health-related data;

• Demonstrate capacity to develop evaluation frameworks, performance measures, data collection methodologies, and actionable recommendations that support continuous quality improvement.

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PROGRAM EMPHASIS

The evaluation aims to provide SMCHD and its partners with actionable insights to monitor implementation, identify opportunities for continuous quality improvement, demonstrate program impact, and inform future sustainability and development.

SMCHD intends for the independent evaluation to assess St. Mary’s 360 as a coordinated system, rather than evaluating individual programs or funded activities in isolation.

The evaluation will focus on several key areas: examining the implementation of St. Mary’s 360;

assessing the effectiveness of partner organizations and participating programs in connecting residents to care and services; tracking resident engagement and their progression through the care system; and measuring significant progress and outcomes over time.

Additionally, the evaluation should include both process and outcome assessments and establish mechanisms to use findings to support ongoing quality improvement throughout the project period.

COORDINATION REQUIREMENTS

Awarded vendor should anticipate attending bi-weekly meetings virtually through Google Meet. These meetings will be held with the appropriate SMCHD representative(s) and if applicable outside partners as needed.

SMCHD reserves the right to adjust this meeting schedule as needed and may adjust this meeting schedule to better accommodate workload, progress and project specific requirements.

FUNDING, BUDGET REQUIREMENTS AND RESTRICTIONS

Total available funding is anticipated to be up to approximately $80,000, subject to final funding availability, Maryland Department of Health (MDH) approval, U.S. Centers for Medicare & Medicaid Services (CMS) approval, and SMCHD contracting requirements.

SMCHD may make one award, multiple awards, partial awards, or no awards under this RFP. SMCHD is not obligated to award the full amount available and may retain, reallocate, reduce, or decline to award funds based on proposal quality, allowable costs, alignment with SMCHD priorities, and funding or approval requirements.

The anticipated project period is December 1, 2026 – June 30, 2027. This contract shall also be eligible for renewal as indicated under OVERVIEW. All funded activities and expenditures must be completed within the approved project period unless otherwise authorized in writing by SMCHD. Awards will be eligible for renewal for future budget years if funding is available. Funding for future budget years is not guaranteed.

Awards will be made on a cost-reimbursement basis. Invoices must be submitted monthly for approved, allowable expenses that align with the budget. Reimbursement will be contingent upon receipt and approval of required documentation.

DATA

Applicants must describe any data-sharing needs in their proposal. Funded applicants may be required to execute data sharing agreements, business associate agreements, memoranda of understanding, or other agreements required by SMCHD. Data reported to SMCHD must be submitted in the format and timeframe established by SMCHD and should use de-identified or aggregate data whenever possible, unless individual-level data sharing is specifically authorized and required.

Funded applicants must cooperate with SMCHD, MDH, HOW, and other designated partners on required data sharing, interoperability, outcome measurement, and reporting activities related to the RHTP

Program.

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REPORTING/DELIVERABLES

The Awardee will make any/all documents and records available for audit/evaluation to entitled Federal, State and County officials upon request. SMCHD will establish and conduct regular program monitoring site visits and record reviews that will include assessing compliance with all Federal, State, and Local conditions of award, health and safety reviews, fiscal and data information, and quality management of service processes. Funded applicants must track and report performance data to SMCHD according to the schedule and format established by SMCHD.

Applicants should include both short-term process measures and longer-term outcome measures.

SMCHD requires updates regarding evaluation of all resources and projects identified under the St.

Mary’s 360 system. This update should be provided to the SMCHD representative(s) ahead of any scheduled meetings. If no meetings are scheduled within a single month, report should be provided by the 5th work day of the following month.

Example: Two meetings in October, report should be provided at both meetings. No meeting in

November, monthly report provided 5th business day of December.

Awarded vendor shall coordinate report and any other identified deliverables with SMCHD representatives. SMCHD reserves the right to adjust the type of deliverables and schedule of deliverables as needed to better suit the St. Mary’s 360 system’s needs.

SMCHD will conduct an annual financial audit with a schedule specific to the funds in this agreement.

INVOICING

Invoices for work, services, and items not on the project timeline and/or not approved by SMCHD may result in the denial of further funding. The awardee must provide receipts and/or other documentation of expenditures. Receipts and proof of payment will be required for reimbursement.

Invoices are to be submitted monthly as agreed upon in the service contract by the 10th of the month following the end of the invoicing period.

GRANT AUDITING/MONITORING

Auditing/monitoring ensures compliance with applicable regulations, laws, and grant requirements. Sub-recipient agrees as per State of Maryland Department of Health Local Health Department Funding

Systems Manual section 2180.04 to be audited by the MDH Chief, Audit Division or by the St. Mary’s

County Health Department Fiscal Chief at least once annually.

Staff will conduct monitoring on an ongoing basis. Monitors may examine but not limited to: the review of monthly and/or quarterly reports as required to include financial reports, chart audits, organization operations, policies and procedures, internal and management controls, complaints, grant subaward-related activities and expenditures, and site visits.

AGREEMENT

The Awardee shall enter into a Grant Agreement with SMCHD. A blank Grant Agreement is provided

(attachment 4). By submitting a response to this RFP, you are agreeing to the terms and conditions outlined in the Agreement and are agreeing to enter into the Agreement upon award. SMCHD will not enter into any other agreement.

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A BAA is required under the Health Insurance Portability and Accountability Act of 1996, and regulations enacted pursuant thereto (collectively “HIPAA”). The awardee agrees to sign the BAA which has been provided as Attachment 5.

Attachment 4 and 5 are provided for reference, proposers do not need to complete and submit these as part of their response.

TERMINATION

Any Agreement resulting from this RFP may be terminated by either SMCHD or the Awardee by giving thirty (30) day's written notice to the other party.

If the Awardee fails to fulfill in a timely and proper manner its obligations under the Agreement, or if the

Awardee shall violate any terms of the Agreement, the SMCHD, at its sole discretion, may immediately terminate the Agreement by giving written notice to the Awardee.

AWARD

SMCHD reserves the right to accept or reject any or all proposals; make one award, multiple awards, partial awards, or no awards; negotiate scopes, budgets, timelines, service areas, reporting expectations, request additional information from applicants; modify or cancel this RFP; decline to fund costs that are not allowable, reasonable, necessary, allocable, or adequately supported; require changes to proposed performance measures or reporting plans.

REQUESTS FOR INFORMATION

If any person contemplating submitting a Proposal in response to this RFP, is in doubt to its true meaning, is seeking clarification, has any inquiries or any general questions, they must be submitted in writing to the Procurement Team @ smchd.contracts@maryland.gov. All submissions are due ten (10) calendar days prior to the date and time of the solicitation due date, unless otherwise addressed in an addendum.

In response to requests properly received, the Procurement Team will issue a written response providing determination, interpretation or approval. Every such written response shall be an Amendment to this

Solicitation and shall be posted in accordance with SMCHD Procurement Policy.

PRE-PROPOSAL MEETING

A Pre-Proposal meeting will be held via Google Meet on November 09, 2026 at 1:30 PM EST. To register for the Pre-Proposal meeting, email smchd.contracts@maryland.gov with the subject line “RSVP Pre-

Proposal Meeting RFP 27-06” by November 08, 2026. In the body of the email, please include the following information for all attendees: Full name and title, email, phone, facility/organization name. This

Pre-Proposal Meeting is Not Mandatory but highly encouraged. Proposers may still submit a response if they did not attend.

PROPOSAL PROCESS

Proposals submitted in response to this request will be evaluated by a committee using a two-step process. During the first step the committee will review and rank all proposals based on technical qualifications.

All responding Technical Proposals will be reviewed and graded based on the below outlined categories.

Organizational Experience and Qualifications – 20 points

• Demonstrated experience conducting independent evaluations of public health, healthcare, health and human services, population health, or other related initiatives;

mailto:smchd.contracts@maryland.gov

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• Experience evaluating complex programs involving multiple organizations, interventions, service delivery settings, or data sources;

• Demonstrated experience conducting mixed-methods evaluations incorporating quantitative and qualitative methods;

• Experience evaluating initiatives related to healthcare access, care coordination, rural health, health-related social needs, digital health, population health, or systems-level transformation; and

• Demonstrated ability to successfully complete projects of similar scope and complexity.

Evaluation Approach and Methodology – 30 points

• Strength and appropriateness of the proposed mixed-methods evaluation approach;

• Clear approach to process, implementation, and outcome evaluation;

• Approach to establishing or identifying baseline measures and monitoring change over time;

Data, Measurement, and Continuous Quality Improvement – 15 points

• Ability to evaluate implementation, referral completion, utilization trends, participant engagement, health outcomes, and system-level outcomes;

Feasibility and Readiness – 15 points

• Organizational capacity;

• Staffing readiness;

• Implementation timeline;

• Realistic scope and budget.

Submitted proposals deemed qualified will then have budget evaluated, with a maximum of 20 points available.

Qualified Proposals Proposals will have budget evaluated based on:

• Reasonableness of budget;

• Relationship between proposed costs, level of effort and scope of services.

• Ability to evaluate implementation, referral completion, utilization trends, participant engagement, health outcomes, and system-level outcomes;

• Ability to evaluate implementation, referral completion, utilization trends, participant engagement, health outcomes, and system-level outcomes;

• Leveraged resources;

• Avoidance of unnecessary or duplicative costs;

• Compliance with budget restrictions.

Pricing proposals shall be submitted utilizing Attachments 2 and 3 of this RFP.

DEADLINE AND SUBMISSION

Proposals submitted in response to RFP # 27-06, Independent Evaluation Consultant must be submitted by 3:00 PM Eastern Standard Time on November 24, 2026, application instructions are in Attachment 1.

Submit via email one copy of the Technical Proposal and Pricing Proposal as separate files. Cover page

(Attachment 1) shall be submitted as page one of both the Technical Proposal and Pricing Proposal.

Submission shall be made with the subject line “Response to RFP #27-06” to smchd.contracts@maryland.gov. Proposals received after the identified deadline will not be considered for review. Faxed, mailed or delivered proposals will not be accepted.

Attachment 1 – Application Instructions

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ATTACHMENT 1

ST. MARY’S COUNTY HEALTH DEPARTMENT

INDEPENDENT EVALUATION CONSULTANT

APPLICATION INSTRUCTIONS

Technical Proposals and pricing proposals must be submitted in accordance with RFP # 27-06, Independent Evaluation Consultant, DEADLINE AND SUBMISSION.

TECHNICAL PROPOSALS

Technical Proposals in response to the RFP # 27-06, Independent Evaluation Consultant must not exceed 10 single-spaced pages using 12-point font in Times New Roman. Please use headings that correspond to the evaluation criterion outlined below. Applicants are encouraged to use concise narrative, bullets, and tables where appropriate. SMCHD may decline to review narrative content submitted beyond the 10-page limit.

Each proposal must include the following components. Applicants should address each required component clearly and concisely. SMCHD does not expect lengthy background narratives and will prioritize proposals that present a focused service model, clear access gap, feasible implementation plan, realistic budget, and measurable outcomes.

Applicants should not submit additional appendices, attachments, brochures, reports, or supplemental materials unless specifically requested by SMCHD. Unrequested supplemental materials may not be reviewed.

1. Organizational Background and Experience: Describe the applicant organization, relevant experience, qualifications, and readiness to implement the proposed project. Include experience serving St. Mary’s County, Southern Maryland, rural communities, underserved populations, or populations similar to those proposed for this project.

2. Evaluation Approach and Methodology: Describe the proposed process, implementation and outcome evaluation. Describe the approach to establishing or identifying baseline measures and monitoring change over time.

3. Data, Measurement, and Continuous Quality Improvement: Overview of the process of evaluating implementation, referral completion of partners, utilization trends, engagement and outcomes.

4. Feasibility and Readiness: Overview of Organization Capacity, staff readiness and implementation timeline. Describe proposed staffing, staff roles and responsibilities, qualifications, supervision structure, availability during project period, training needs and contingency plans for staff vacancies or turnover.

5. Attachments: Attachments will not count towards the overall page limit requirement set forth for

Technical Proposals. Letters of support or partner commitment are only needed if applicable.

PRICING PROPOSALS

Submit a detailed budget and budget narrative (Attachment 2 and 3). The budget must include only allowable direct costs; exclude administrative, management, and indirect costs; explain how each cost supports the proposed project; identify any leveraged funding or in-kind support; confirm that proposed

Attachment 1 – Application Instructions

RFP # 27-06, Independent Evaluation Consultant Page 7 of 31 costs are not funded by another source; and separately justify any proposed capital equipment, vehicle, vehicle modification, or major equipment costs.

Recruitment bonuses, retention incentives, tuition support, certifiable clinical training, or other individual-specific workforce investments that may trigger a CMS-required service obligation are not allowable under this RFP unless specifically approved in advance by SMCHD, MDH, and/or CMS. If such costs are approved, the applicant must demonstrate the ability to administer and enforce any required service commitment, promissory note, repayment obligation, clawback provision, documentation, and reporting requirements.

Attachment 1 – Application Cover Page

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ATTACHMENT 1

APPLICATION COVER PAGE

ORGANIZATION INFORMATION:

LEGAL NAME: ____________________________________________________________________________

FEDERAL ID #: ____________________________________________________________________________ (or SS # if Applicable)

ADDRESS: ____________________________________________________________________________

ADDRESS 2: ____________________________________________________________________________

City, State, Zip: ____________________________________________________________________________

Office Phone Number: ____________________________________________________________________________

Contact Person 1: Title:

Email:

Phone:

Contact Person 2: Title:

Email:

Phone:

Acknowledgment of Amendments:

The offeror acknowledges receipt of amendments to the Solicitation:

Amendment Number: Date:

I DO SOLEMNLY DECLARE AND AFFIRM THAT THE CONTENTS OF THIS APPLICATION ARE TRUE AND CORRECT TO THE BEST OF

MY KNOWLEDGE, INFORMATION, AND BELIEF.

Printed Name Title

Signature Date

Attachment 2 – Budget Template

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ATTACHMENT 2

BUDGET TEMPLATE

Applicant Organization

Project Title

Total Budget Proposal Request

Primary Contact (Name, Title, Email, Phone)

Objective Summary and Goals

Personnel- Please include a line for each position that will be funded through this project. The budget narrative should provide more detailed information as to how these positions will align with the RFP initiative. Please add lines if needed.

Position Title FTE Project Contribution Annual Salary

Total Salary Requested

% of salary that will support this

RFP

Personnel Fringe Benefits- Please include total fringe benefits for each position that will be funded through this project. Please add lines if needed.

Position Title FTE Project Contribution Annual Fringe

Total Fringe Requested

% of fringe that will

RFP # 27-06, Independent Evaluation Consultant Page 10 of 31

Training/Staff Development- Please include all training opportunities that will be funded. The budget narrative should provide more detailed information as to how these costs will align with the RFP initiative. Please add lines if needed.

Training Title Training Location

Project Contribution Staff Quantity

Total Training

Cost

Total Funds

Requested requested that will

Staff Travel- Please include all staff travel and how the staff travel funds will be spent. The budget narrative should provide more detailed information as to how these costs will align with the RFP initiative. Please add lines if needed.

Travel Purpose Travel Location Specify (mileage, airfare, rideshare, etc.)

Total Travel Cost

Total Funding Requested

% requested that will

Supplies- Please include any supplies (i.e. educational, office, medical, promotional) that may be purchased through this funding. All equipment purchases should not be included within this budget line. The budget narrative should provide more detailed information as to how these costs will align with the RFP initiative. Please add lines if needed.

Item Item Purpose (educational, promotional, office)

Quantity Estimated cost(s)

Is this a one time expense or recurring?

% requested that will support this RFP

Equipment, Vehicles- Capital equipment, vehicle purchases, vehicle modifications, or other major equipment costs are not guaranteed to be allowable and should not be assumed to be approved.

Such costs may be considered only when they are essential to the proposed model, fully itemized and justified, non-duplicative of existing assets, consistent with procurement requirements, and approved in advance by SMCHD, MDH, and/or CMS as required. The budget narrative should provide more detailed information on how the proposed equipment, vehicle, or vehicle modification will support the RFP initiative. Please add lines if needed.

RFP # 27-06, Independent Evaluation Consultant Page 11 of 31

Item Name Quantity Project Contribution Total Cost Total Funding Requested

% requested that will support this RFP

Other Budget Line Items- Please include any other budget items (contractual services, participant supports, advertising, printing, etc.) that may be funded through this award. The budget narrative should provide more detailed information as to how these costs will align with the RFP initiative.

Additional lines may be added, if necessary.

Item Name Project Contribution Quantity Project cost Total Funding Requested

% requested that will support this

Attachment 3 – Budget Narrative

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ATTACHMENT 3

BUDGET NARRATIVE

Applicant Organization

Project Title

Personnel- Please provide detailed information and a description of how each position will align with the RFP project initiatives. SMCHD funds may only be used for the portion of costs that directly benefits St. Mary’s

County residents.

Position Title: Annual salary:

Does this position support multi-county or regional activities (yes/no)?__________________________

% of salary that will support St. Mary’s County activities: ____________________________________

Description:

Position Title: Annual salary:

Does this position support multi-county or regional activities (yes/no)?__________________________

% of salary that will support St. Mary’s County activities: ____________________________________

Fringe Benefits- Fringe benefits must be calculated below as a combined total for all positions that will be funded in your proposal. SMCHD funds may only be used for the portion of costs that directly benefits St.

Mary’s County residents. If the positions funded support multi-county or regional activities, the percentage of fringe benefits should be reflective.

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Training/Staff Development

Training title: ____________________________________ Cost: ________________

% of this training will support St. Mary’s County activities: __________

Training title: ____________________________________ Cost: ________________

Travel

Conference Travel: ____________________________________ Cost: ________________

Conference Travel: ____________________________________ Cost: ________________

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Supplies- Please provide details of how these supplies will be utilized to support the RFP initiatives.

Type: ____________________________________ Cost: ________________

Equipment, Vehicles- Capital equipment, vehicle purchases, vehicle modifications, or other major equipment costs are not guaranteed to be allowable and should not be assumed to be approved. Such costs may be considered only when they are essential to the proposed model, fully itemized and justified, non-duplicative of existing assets, consistent with procurement requirements, and approved in advance by SMCHD, MDH, and/or

CMS as required. Please refer to the RFP for more information.

% that will support St. Mary’s County activities: __________

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Other Budget Items- Please provide a description of how these items will support the RFP initiatives and the percentage of funding that will support St. Mary’s County activities.

Examples of Allowable and Unallowable Costs

Allowable Not allowable

Salaries and fringe Administrative costs

Data collection Management costs

Travel, mileage Indirect costs

Office Supplies General overhead costs

Conferences Fiscal management fees

Outreach Executive management costs

Advertising Food

Technology Lobbying

Participant supports Gift cards-Fast food

Medical supplies Tobacco or tobacco supplies

Cannabis or cannabis supplies

Alcohol

Fundraising

Profit, fees, or unallowable margin

Entertainment purposes

Organizational overhead

Costs outside of the project period

Cost prohibited by MDH, CMS, Federal, and State

Recruitment bonuses, retention incentives, tuition support, certifiable clinical training, or other individual-specific workforce investments, unless approved in advance by SMCHD, MDH, and/or CMS

Equipment, vehicles, vehicle modifications, and other major equipment costs are conditional costs. They may be considered but are not guaranteed and require detailed justification and any required prior approvals from

SMCHD, MDH, and/or CMS.

Attachment 4 – Grant Agreement

RFP # 27-06, Independent Evaluation Consultant Page 16 of 31

GRANT AGREEMENT # 27- XXXX

INDEPENDENT EVALUATION CONSULTANT (RFP # 27-06)

BETWEEN ST. MARY’S COUNTY HEALTH DEPARTMENT

AND

CONTRACTOR

THIS GRANT AGREEMENT (“Agreement”) made this 01st day of December, 2026, by and between St. Mary’s County Health Department (“SMCHD”) (hereinafter “Grantor) and

CONTRACTOR (hereinafter Contractor), located at ADDRESS.

WHEREAS, the Maryland Department of Health (MDH) awards funds to operate as strategy arms of St. Mary’s 360: Connected Care Everywhere, SMCHD’s umbrella framework for improving access to care and public health outcomes in St. Mary’s County. St. Mary’s 360 is being developed as a coordinated local system that connects residents to healthcare, behavioral health, oral health, public health services, wellness supports, digital health supports, and health-related social needs resources.

WHEREAS, the Health Officer of SMCHD may make awards for certain activities undertaken by eligible organizations to benefit its residents and

WHEREAS, the Contractor serves the needs of citizens of St. Mary’s County and

WHEREAS, the SMCHD finds it desirable to assist in financing this program for the Contractor and

WHEREAS, this Agreement's purpose is to describe the Contractor's formal rights and obligations arising from the Grant's acceptance.

NOW, THEREFORE, WITNESSETH, that for and in consideration of the mutual promises and covenants outlined in this Agreement, the parties do now agree as follows:

1. The Grant.

a. The Grantor now issues the Contractor the sum of up to $(AMOUNT).

b. The Contractor will submit monthly invoices for services completed according to the approved budget (Attachment A—Form 432).

c. The Grant Administrator must approve the release of payment to the

Contractor.

d. Requests to modify the budget must be made in writing and submitted to the Grant Administrator. The Budget Modification must be approved before funds are spent.

e. The Contractor will adhere to the MDH Human Services Agreement

Manual requirements.

(https://health.maryland.gov/docs/hsam_093005.pdf)

f. The Contractor may be required to fill out the following forms: 432 https://health.maryland.gov/docs/hsam_093005.pdf

RFP # 27-06, Independent Evaluation Consultant Page 17 of 31

(Attachment A—Budget), 437 (Attachment B—Fiscal Invoicing), and 438

(Attachment C—Fiscal Reporting) to comply with MDH Grant policy and

Form 440/440A (Attachment E—Year End Reporting), which is due 7/29 following the end of the Fiscal Year.

2. Purpose of the Grant.

a. The purpose of the Grant is to contract with the Contractor to provide:

i. (LIST BULLET POINT PURPOSE WITH BRIEF PROJECT

DESCRIPTION)

b. Reimbursable costs and services for this Grant are as follows and are based on the approved budget (Attachment A Form 432):

i. Other items and/or services approved by SMCHD related to the purpose of this agreement. Before purchasing items or services with the Agreement funds, SMCHD must approve them.

c. Restrictions on Grant funding:

i. The Contractor shall use no part of the Agreement to supplant existing funding.

ii. No part of the Agreement shall supplement existing or future programs unrelated to the issued grant.

iii. No part of the Agreement shall be used for lobbying or fundraising.

iv. As a tax-exempt entity, SMCHD shall not reimburse any sales tax paid by the vendor.

3. Scope of Services. The Contractor shall perform the services described in RFP #

27-05, Mobile Health Services Expansion Initiative and any Amendments which is hereby incorporated into this agreement.

4. Term. The term of the Grant Agreement shall be from December 01, 2026 through

June 30, 2027, (the “Initial Term”) with one/two/three/four one-year renewal options, contingent upon grant funding, unless terminated earlier per this agreement.

5. Modifications and Amendments. All changes to the terms of the Agreement shall be in writing and made by an addendum setting forth the modifications and amendments, except as otherwise noted in 1a concerning changes in Attachment A, Form 432 for subsequent renewal terms that will be documented in a Renewal

Request.

6. Record-keeping/ Audits. Using generally accepted accounting principles, the

Contractor shall maintain complete and accurate books and records of its financial activities, including records of all activities connected with this Grant. The

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Contractor shall make these books and records available upon reasonable notice for inspection and copying by the County and State representatives. The books and records shall be kept and maintained for at least three (3) years after the last payment under this Agreement. The Contractor agrees that the Auditor may audit all books and records of the Contractor, except that the Contractor shall be subjected to up to one audit of its books and records in any twelve months. The

Contractor will make all Grant-related documents and records available for audit and evaluation to entitled Federal, State, and County officials upon request.

SMCHD will conduct regular program monitoring site visits and record reviews, including compliance with all Federal, State, and local conditions of award, health and safety standards, fiscal and data information, and quality management of service processes. Program and budgetary reviews will occur at least semi-annually. SMCHD will conduct an annual financial audit that includes a schedule specific to the funds in this agreement. Independent auditors will conduct an audit under contract with the Contractor and vendor or the Department of Health's in-house staff every other year. Audits, including frequency, preparation, performance, and reporting, will comply with Standards for Audit of Human

Services Sub-Vendors, Section E, numbers 1-5

(https://health.maryland.gov/docs/audit_standards.DOC). Audit reports will include verification of the information reported on the MD 440, review of internal controls, compliance with laws and conditions of award, and determination of findings and questionable costs. Contractors must provide a copy of their Single

Audit Report for the fiscal year if they expend more than $750,000 in federal funds.

The Contractor is responsible for providing a copy of the annual report if more than

$100,000 in Maryland Department of Health (MDH) funds is received for a cost-reimbursement contract/agreement for the fiscal year. Not meeting the criteria above, an attestation must be submitted signed by an authorized agency official stating that the agency does not need a Single Audit or an MDH Human Services

Sub-vendor Audit.

7. Grant Requirements.

a. The Contractor must comply with relevant local, state, and federal laws and regulations.

b. The Contractor shall only use the Agreement funds for items outlined in the Contractor’s proposal and further specified in the Agreement and the

Conditions of Award.

c. The Contractor must allow external evaluators to evaluate the agreement-funded items and/or services, as determined by SMCHD.

d. The Contractor shall designate one person to liaise with the SMCHD Grant

Administrator, provide information and reports on Agreement activity, and network with other groups that receive Agreements.

e. The Contractor shall participate in meetings and initiatives as requested by

SMCHD.

https://health.maryland.gov/docs/audit_standards.DOC

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f. The Contractor will ensure that all staff participate in all required training as put forth by SMCHD.

g. All requirements as outlined in RFP # 27-05, Mobile Health Services

Expansion Initiative and any Amendments.

8. Reports.

Contractor:

a. The Contractor will submit (quarterly, annually, monthly) program reports to POC: EMAIL and the SMCHD Behavioral Health System Management

Team, smchd.bhgrants@maryland.gov, by the close of business on June

30, 2027. (UPDATED UPON AGREED UPON REPORTING

STRUCTUTE AS OUTLINED IN RFP # 27-06, AND ANY

AMENDMENTS.)

b. SMCHD will conduct an annual financial audit that includes a schedule specific to the funds in this agreement.

c. SMCHD reserves the right to adjust and change data reporting requirements as the project evolves, improves, and/or as the guidelines dictate.

9. Invoices and Payment.

a. Upon receipt of a fully executed agreement, the Contractor will submit invoices monthly once expenses have been incurred. The invoices, with supporting documentation, will be submitted by the 10th of each month.

b. The Contractor will submit invoices to:

St. Mary’s County Health Department

Attn: Accounts Payable: smchd.ap@maryland.gov and NAME, TITLE at

EMAIL.

c. Proof-of-purchase for all expenditures funded by the Agreement should be submitted with the monthly invoice.

d. A new invoice must be approved after the funds are reconciled. The Grant

Administrator must approve the invoice.

e. Certain purchases may be approved based on a quote with proof of expenditure to be sent within 30 days of being funded.

f. At the end of this Agreement's term, any funds disbursed for services that were not performed may be subject to reimbursement to SMCHD.

g. Payment will be made within 30 days after receipt and acceptance of

Contractor invoice, by the SMCHD Accounts Payable Team, provided that the SMCHD has determined all Contract specifications have been mailto:smchd.ap@maryland.gov

RFP # 27-06, Independent Evaluation Consultant Page 20 of 31 complied with, and total inspection and acceptance is in accordance with

Contract requirements.

10. Conflict of Interest Policies. The Contractor agrees to maintain in full force and effect written policies and procedures prohibiting conflicts of interest of its officers and board members in the activities of the Contractor and restrictions of interested director transactions. The Contractor further agrees to maintain in full force and effect written policies and procedures prohibiting any financial or business transactions between the Contractor’s officers and directors and the Contractor.

Within ninety (90) days of the execution of this Agreement, the Contractor shall provide SMCHD with copies of the policies and procedures and of any amendments to the policies and procedures as they are made and shall allow SMCHD to comment thereon.

11. Contractor Compliance. The Contractor will adopt and maintain all policies and procedures necessary to comply with all State and Federal grant award conditions and State of Maryland policies, hereby incorporated herein.

12. Termination.

a. This Agreement may be terminated by either party after giving sixty (60) days written notice to the other party.

b. If the Contractor shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the Contractor shall violate any terms of this Agreement, within the sole discretion of SMCHD, SMCHD may immediately terminate this Agreement by giving written notice to the

Contractor. Within thirty (30) days of termination, the Contractor shall comply with its obligations under paragraphs 6, 7, and 10 of this Agreement.

c. In the event that funds, in whole or in part, are not available to begin or to continue this Agreement at the level of services specified, SMCHD may immediately terminate or amend this Agreement. SMCHD shall not be obligated to pay for any services rendered after the Contractor has received written notice of termination pursuant to this section. Any funds disbursed after termination are limited to allowable work approved by SMCHD.

13. Distribution of Assets Upon Termination or Dissolution. If, at the time of the termination of this Agreement or the dissolution of the Contractor, the Contractor has on hand any SMCHD funds or any accounts receivable attributable to the use of SMCHD funds or accounts, then those funds and accounts shall be returned to and transferred to SMCHD within thirty (30) days.

14. Confidentiality of Information. To the extent permitted by law, SMCHD agrees to keep as confidential and not to disclose as public records any proprietary or financial information regarding any private individual or business entity that the

Contractor received while administering the Grant and that is in the custody of

SMCHD. Upon receipt by SMCHD of a request to make information available, SMCHD shall promptly notify the Contractor of the request and give the Contractor an opportunity to comment on the disclosure.

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15. Public Information. The Contractor agrees to treat all requests for information from members of the public as requests made under the Maryland Public Information

Act, whether or not the Act governs the Contractor. The Contractor agrees to respond to all requests for information in the manner required by the Act. The

Contractor may withhold from disclosure all documents for which the Act does not require disclosure. Any publications, presentations, conference abstracts, or planned promotional events partially or fully funded by this award must be reviewed and approved by SMCHD.

16. Penalty for Noncompliance.

a. Any grant funds not expended in compliance with the provisions of this

Agreement shall be returned to SMCHD.

b. Noncompliance by the Contractor with this Agreement's record-keeping, auditing, monitoring, or reporting requirements shall be grounds for

SMCHD to recover from the Contractor the total amount paid under this

Grant.

c. Should legal action be necessary to collect any funds owed, the State shall be entitled to a percent (10%) per annum accruing on any balance thirty (30) days after SMCHD demands the return of the funds because of such noncompliance. The demand upon the Contractor shall be effective as of the date of mailing the Contractor's notice.

17. Nondiscrimination. The Contractor shall not discriminate against any person in any of its activities concerning membership policies, employment practices, or provision of services based on race, color, religion, national origin, ancestry, sex, age, or disability. This provision shall not be construed to prevent the Contractor from rendering services to categories of individuals with specific needs.

18. Administrator of the Grant. The Administrator of the Grant for SMCHD is the

Health Officer or his/her successor or designee. The Contractor shall inform the

Grant Administrator of the name, telephone number, and address of the Chief

Executive Officer of the Contractor or the Chief Executive Officer’s designee.

19. Notices. Notices to the parties shall be directed as follows:

GRANTOR: Meenakshi G. Brewster, MD, MPH, FAAFP

Health Officer

St. Mary’s County Health Department

21580 Peabody Street

Leonardtown, Maryland 20650

GRANT ADMINISTRATOR:

NAME

TITLE

St. Mary’s County Health Department

21580 Peabody Street

Leonardtown, Maryland 20650

RFP # 27-06, Independent Evaluation Consultant Page 22 of 31

CONTRACTOR: NAME

TITLE

PROVIDER

STREETE ADDRESS

CITY, STATE, ZIP

18. Non-assignment of Grant Funds. The Contractor shall apply the Grant directly as a first party for the purposes stated herein. The Contractor may not act as the agent of others, and neither the Grant received under this Agreement, nor the Agreement may be assigned, transferred, or otherwise passed to another organization or agency.

19. No Pledge of State or County Credit. The Contractor agrees that it will not pledge the full faith and credit of the State or County and will not obligate the State or County to incur any pecuniary liability other than the Agreement to the Contractor as provided herein.

20. Acknowledgment. The Contractor shall acknowledge and credit SMCHD for the

Agreement in its brochures, news releases, programs, publications, and other publicity materials. When no printed information is used, verbal credit will be given whenever appropriate and practicable.

21. Independent Contractor Relationship. In performing this Agreement, the Contractor shall act solely as an independent contractor, and nothing contained in or implied by this

Agreement shall be construed at any time to create the relationship of employer and employee, partnership, principal and agent, or joint adventurer as between SMCHD and the Contractor.

22. Insurance and Indemnification. The Contractor shall comply with the following insurance requirements:

a. The Contractor shall purchase and maintain while this Agreement is in effect:

i. Comprehensive Liability Insurance with liability limits of at least

$1,000,000 combined single limit on an occurrence basis covering all premises and operations and including Personal Injury, Independent

Contractor, Contractual Liability, and, where applicable to the Work, as determined by the Purchasing Agent, Products and Completed Operations;

ii. Comprehensive Business Automobile Liability Insurance with liability limits of at least $1,000,000 combined single limit to include owned, non-owned, and hired vehicles;

iii. Workers’ Compensation Insurance with statutory coverage as required by the laws of the State of Maryland, with limits of at least $100,000 per accident, $100,000 per employee disease, and $500,000 disease policy limit;

iv. Directors and Officers Liability Insurance with minimum coverage limits of $1,000,000; and

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v. Professional Liability Insurance with minimum coverage limits of

$1,000,000.

b. For the Comprehensive Liability and Comprehensive Business Automobile

Liability policies, the Contractor shall provide SMCHD with a certificate evidencing the coverage and naming SMCHD, its officers, agents, and employees as additional insureds. The certificate shall give SMCHD at least 30 days written notice before any cancellation, intention not to renew, or material change in coverage. The certificate shall be emailed to SMCHD’s contract manager, smchd.contracts@maryland.gov.

c. The Contractor agrees to indemnify, defend, and hold harmless SMCHD, its officers, agents, and employees; the State of Maryland, its agents and employees;

and St. Mary’s County, its agents and employees; from any losses, damages, liabilities, claims, and costs arising out of or resulting from any act or omission made by the Contractor, its directors, officers, agents, employees, and contractors in performance of this Agreement. This indemnification is limited to the extent of the Contractor’s assets, including insurance.

23. HIPAA. If a Business Associate Agreement under the Health Insurance Portability and

Accountability Act of 1996, and regulations enacted pursuant thereto (collectively

“HIPAA”), is deemed necessary by SMCHD based on the services provided by the

Contractor, the Contractor agrees to enter into a Business Associate Agreement as an

Addendum to this Agreement.

24. PROHIBITION ON REDISCLOSURE: This information has been disclosed to you from the records protected by Federal confidentiality rules (42 CFR Part 2). The Federal rules prohibit you from making any further disclosure of this information unless further disclosure is expressly permitted by the written consent of the person to whom it pertains or as otherwise permitted by 42 CFR Part 1. There must be more than a general authorization for releasing medical or other information. Federal rules restrict any use of the information to investigate or prosecute any alcohol or drug abuse patient criminally.

25. Applicable Law. This agreement shall be governed and construed per Maryland law, and any action brought by or between the parties shall invest jurisdiction and venue exclusively in the courts located in St. Mary’s County.

26. General.

a. This Agreement represents the complete total and final understanding between the parties, and no other understandings or representations, whether written or oral, regarding the subject matter of this Agreement, shall be deemed to exist or bind the parties after the execution of this Agreement unless set forth in writing and executed by both parties hereto.

b. This Agreement shall benefit the parties hereto, their successors, legal representatives, and assigns.

c. The captions to the paragraphs of this Agreement are for reference purposes only and are not substantive parts of this Agreement.

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d. Contractor must sign the Certification Regarding Environmental Tobacco Smoke, a copy of which is attached hereto as Attachment 3.

e. Contractor must sign the Certification of Drug-Free Workplace, a copy of which is attached hereto as Attachment 4.

IN WITNESS WHEREOF, the parties do hereby set their hands and seals on the date and year first above written.

CONTRACTOR St. Mary’s County Health Department

Signature

Date

Signature

Date

Meenakshi G. Brewster, MD, MPH, FAAFP

Name Name

SMCHD Health Officer

Title Title

Attachment 5 – BAA

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BUSINESS ASSOCIATE AGREEMENT

This Business Associate Agreement (the “Agreement”) is made by and among the St. Mary’s County Health

Department, a unit of the Maryland Department of Health and Mental Hygiene (herein referred to as “Covered

Entity”) and CONTRACTOR (hereinafter known as “Business Associate”). The covered Entity and Business

Associate shall collectively be known herein as the “Parties."

WHEREAS, Covered Entity have a business relationship with Business Associate that is memorialized in a separate agreement (the “Underlying Agreement”) pursuant to which Business Associate may be considered a

“business associate” of Covered Entity as defined in the Health Insurance Portability and Accountability Act of

1996 including all pertinent regulations (45 CFR Parts 160 and 64), as amended from time to time, issued by the

U.S. Department of Health and Human Services as either have been amended by Subtitle D of the Health

Information Technology for Economic and Clinical Health Act (the “HITECH Act”), as Title XIII of Division A and Title IV of Division B of the American Recovery and Reinvestment Act of 2009 (Pub. L. 111–5) (collectively, “HIPAA”); and

WHEREAS, the nature of the contractual relationship between Covered Entity and Business Associate may involve the exchange of Protected Health Information (“PHI”) as that term is defined under HIPAA; and

WHEREAS, for good and lawful consideration as set forth in the Underlying Agreement, Covered Entity and

Business Associate enter into this agreement for the purpose of ensuring compliance with the requirements of

HIPAA and the Maryland Confidentiality of Medical Records Act (Md. Ann. Code, Health-General §§4-301 et seq.) (“MCMRA”); and

WHEREAS, this Agreement supersedes and replaces any and all Business Associate Agreements the Covered

Entity and Business Associate may have entered into prior to the date hereof;

NOW THEREFORE, the premises having been considered and with acknowledgment of the mutual promises and of other good and valuable consideration herein contained, the Parties, intending to be legally bound, hereby agree as follows:

I. Definitions.

A. Individual. “Individual” shall have the same meaning as the term “individual” in 45 CFR §164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR §164.502(g).

B.…