4. Attachment B - General Response Sheet.docx

Administrative Services Organization (ASO) for DCF Family Resource Centers

DCF ASO2027 ATTACHMENT B - GENERAL RESPONSE SHEET

Your response must demonstrate your organization’s ability to assume all programmatic requirements specified in Attachment A. If you are unable to provide the information required in a specific submission requirement, expressly identify which information is not being submitted, and why. Submit the most comparable information you have available and explain, in accordance with Attachment A, how you will have the capability to perform all Contract responsibilities.

Bidder Name: Click or tap here to enter text.

BUSINESS RESPONSE

Cover Letter Attach a cover letter signed by an individual authorized to negotiate for and execute the Contract on behalf of your organization. The cover letter must certify that the information contained in your organization’s response to this RFR is true and complete, and the response is valid through the date that a Contract is executed.

☐ Cover Letter attached

Conflict of Interest Neither the Bidder organization nor any subcontractor may have any interest that will conflict, as determined by DCF, with the performance of services required under this RFR, including any future contract involvement with DCF. To demonstrate freedom from conflicting interests, attach a statement that includes the following disclosures and assurances:

a. Statement that no interest will conflict with the performance of services required under the RFR and Contract. This statement must include a description of any and all of the financial, legal, contractual, and other business interests of your organization, its affiliates, partners, parent(s), subsidiaries, and related organizations, if any, that may conflict with performance of service under this. In cases where such relationship(s) and/or interests exist or appear to exist, describe how a potential or actual conflict of interest will be avoided or remedied.

b. Disclosure of the participation of any officer, employee, agent, or network provider of your organization in developing or drafting any grant or funding applications, contract or other specifications, requirements, scope of work, related to or in connection with this RFR.

c. Any other information that may be relevant to your financial, legal, contractual, or other business interests as they relate to the RFR and Contract.

d. A statement that the Bidder agrees to submit any additional information requested by DCF that may be relevant to the Bidder’s financial, legal, contractual, or other business interests as they relate to the RFR and Contract.

☐ Conflict of Interest Statement attached

Subcontracts

1. Identify proposed subcontractors (if any):

Proposed Services and Project Tasks (maximum 500 characters):

Click or tap here to enter text.

Summary of Qualifications and Experiences (maximum 500 characters):

Click or tap here to enter text.

Proposed Services and Project Tasks (maximum 500 characters):

Click or tap here to enter text.

Summary of Qualifications and Experiences (maximum 500 characters):

Proposed Services and Project Tasks (maximum 500 characters):

Click or tap here to enter text.

Summary of Qualifications and Experiences (maximum 500 characters):

If there are more than three subcontractors, attach additional pages.

2. Acknowledge that all subcontracts and other agreements or arrangements for reimbursement will be in writing and will contain terms consistent with all terms and conditions of the RFR and Contract.

☐ Check to acknowledge

3. Acknowledge that your organization shall not be relieved of any legal obligations under any Contract resulting from this RFR as a result of any contracts with subcontractors and that it shall be fully responsible for the subcontractors’ performance.

☐ Check to acknowledge

PROGRAMMATIC RESPONSE

Organizational Overview

1. Provide a brief overview of your organization including:

a. Formation date, goals, mission, and governance structure;

b. Current service areas and main funding sources.

(Maximum of 1,250 characters)

Development and Maintenance of Technological Solutions: Project Management

2. Describe your or your subcontractor’s project management approach for delivering complex technology solutions within established timelines. Include an example of how you managed requirements, testing, risk mitigation, stakeholder approvals, deployment, ongoing support, and user-informed system improvements, as well as your experience meeting implementation deadlines for comparable projects. (Maximum of 2,500 characters)

Development and Maintenance of Technological Solutions: Client Relationship Management System

3. Describe your or your subcontractor’s proposed CRMS, including whether it is a commercial off-the-shelf (COTS) product, software-as-a-service (SaaS) platform, or a fully custom-built system, and how the proposed CRMS will be configured or developed to meet the requirements described in Attachment A. Include a maximum of 10 screenshots of the CRMS and describe your or your subcontractor’s process for gathering requirements, developing the system, conducting testing, and deploying. (Maximum of 2,500 characters)

4. Describe your or your subcontractor’s experience ensuring data privacy, security, system reliability, and regulatory compliance in technology solutions that contain confidential client information. Include your or your subcontractor’s approach to data backup, access controls, and compliance with applicable federal and state requirements. (Maximum of 2,500 characters)

Development and Maintenance of Technological Solutions: Tracking System(s) for Staff

5. Describe your or your subcontractor’s proposed tracking system(s) for tracking staff training, professional development activities, external stakeholder engagement, and workforce time allocation, including whether it is a COTS solution, SaaS platform, or custom-built application. If available, provide a maximum of 10 screenshots of your proposed solution, or 10 screenshots of examples of similar solutions you or your subcontractor has implemented. (Maximum of 2,500 characters)

Development and Maintenance of Technological Solutions: Web Application

6. Describe your or your subcontractor’s proposed solution for a public-facing website and a restricted-access web application that supports communication, resource sharing, and stakeholder engagement. Include whether it is a COTS solution, SaaS platform, or custom-built application. If available, provide a maximum of 10 screenshots of your proposed solution, or 10 screenshots of similar solutions you or your subcontractor has implemented. (Maximum of 2,500 characters)

7. Describe your or your subcontractor’s approach to ensuring website accessibility, mobile responsiveness, usability, and continuous improvement. Include examples of tools, methodologies, or performance metrics used to evaluate and enhance the user experience. (Maximum of 2,500 characters)

Program Evaluation and Reporting

8. Describe the process you would use to review FRC data, documentation, and program activities to identify performance concerns and opportunities for improvement. Include an example of a time when you aided a struggling program or organization, including what tools were used, the types of services provided (e.g., technical assistance), and the outcome of the program or organization. (Maximum of 2,500 characters)

9. Describe your experience in developing and submitting reports to entities with oversight authority. (Maximum of 2,500 characters) Attach an example of a submitted report.

☐ Example of submitted report is attached. (Maximum of 10 pages; may be an excerpt)

10. Describe your experience using evaluation tools (e.g., logic models) and data analysis to identify trends, service gaps, risks, and opportunities for improvement. (Maximum of 2,500 characters)

11. Describe your experience conducting surveys, interviews, focus groups, and other qualitative evaluation activities. (Maximum of 2,500 characters)

Administrative Support for FRCs and DCF

12. Describe your approach to collaborating with DCF and external training partners to support the training requirements outlined in Attachment A of the RFR. (Maximum of 2,500 characters)

13. Describe how you would support the implementation of a network of FRCs consisting of existing and new providers. Include your experience with change management, initial start-up activities, and the execution of formal agreements. (Maximum of 2,500 characters)

14. Describe your approach to providing ongoing, attentive, and relationship-focused technical assistance to community-based organizations and state agencies. Include examples of:

a. Your or your subcontractor’s experience in implementing a large-scale system rollout and the outcomes achieved, including user adoption, training, technical support, and change management

b. Your experience in providing administrative technical assistance (e.g., with procedures, work plans, and data collection, analysis, and reporting).

(Maximum of 2,500 characters)

15. Describe your approach to understanding community needs and service gaps, and how you would address those needs and gaps. Include your experience conducting similar work, e.g., reviewing community needs assessments. (Maximum of 2,500 characters)

16. Describe your experience providing administrative support in the form of scheduling meetings, conducting project management activities, and facilitating events with 60 – 250 attendees. (Maximum of 1,250 characters)

17. Describe your or your contractor’s experience with strategic communication, including the development of the strategy and its components, the implementation of the strategy, and how the strategy was affected by changing community needs. (Maximum of 2,500 characters)

Organizational Readiness

18. Provide resumes and short profiles for each of the employees who are expected to fill the four key personnel positions described in Attachment A of the RFR, including the metro area where the employee is based, and an organizational chart. The organizational chart should include subcontractors, if applicable. (Maximum of 8 pages) ☐ Resumes and profiles attached for the Program Manager, Evaluation Manager, IT Manager, and Communications Manager.

☐ Organizational chart attached.

19. Provide an annual budget and budget narrative using Attachment C, Proposed Fiscal Year Program Budget.

☐ Annual budget and budget narrative attached.

Initial Implementation Period Workplan

20. Create a workplan in Excel for the initial implementation period, not to exceed six months. The workplan must include:

c. An outline of the timeline and cost for configuring or developing each of the technological solutions described in Attachment A of the RFR. Include:

i. Major milestones and the tasks required to achieve those milestones;

ii. The expected timeframe for each task;

iii. The expected cost for each major milestone;

iv. Risks for each major milestone, and how those risks might affect the timeline and cost for implementation; and

v. Expected ongoing monthly cost per technological solution, after the initial implementation period;

d. An outline of the timeline and cost of hiring the Key Personnel described in Attachment A of the RFR;

e. An outline of the timeline and cost of developing a communications strategy for the FRC network.

☐ Workplan for initial implementation period is attached.

Supplier Diversity Program

21. Using the form provided describe your approach to achieving the objectives of the Commonwealth’s Supplier Diversity Program contained in this RFR. Bidders are required to make a meaningful financial commitment (“SDP Commitment”) by partnering with one or more SDO-certified or recognized diverse business enterprise or non-profit organization, including a current fiscal-year commitment, and including prior year-spending information for any existing providers. It is required that selected bidder aims to direct at least 1% of their Commonwealth contract revenue toward spending with SDP Partners.

Contractors 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.

DCF ASO2027 RFR – October 2026 Page 1