6. Attachment D - Evaluation Sheet.pdf

DCF Administrative Services Organization for Family Resource Centers

Bidder Name:

Bidder Number:

Review Team # and Names:

Date of Review:

BUSINESS RESPONSE

Max Score:

PASS

Comments:

Cover Letter, Conflict of Interest Statement, Acknowledgements Subcontracts, Contractual Relationships

PROGRAMMATIC RESPONSE

Organizational Overview Max Score: 1 point Comments:

Development and Maintenance of Technological Solutions Max Score:

43 points

Comments:

Total 0

Program Evaluation and Reporting Max Score:

36 points

Comments:

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.

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.

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.

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.

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

1. Provide a brief overview of your organization including:

a.F ormation date, goals, mission, and governance structure;

b. Current service areas and main funding sources.

Total

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.

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.

Department of Children and Families Attachment D - Evaluation Sheet

(For reference only; Not for submittal) RFR Title: Administrative Services Organization for Family Resource Centers

RFR Number: DCF ASO2027 This evaluation form corresponds to Attachment B - General Response Sheet

DCF ASO2027 RFR October 2026 Page 1

Total 0

Administrative Support for FRCs and DCF Max Score:

44 points

Comments:

Total 0

Organizational Readiness Max Score:

10 points

Comments:

Total 0

Initial Implementation Period Workplan Max Score:

16 points

Comments:

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).

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.

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.

11. Describe your experience conducting surveys, interviews, focus groups, and other qualitative evaluation activities.

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

12. Describe your approach to collaborating with DCF and external training partners to support the training requirements outlined in Attachment A of the RFR.

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.

9. Describe your experience in developing and submitting reports to entities with oversight authority. Attach an example of a submitted report.

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.

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

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

a. 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;

b. An outline o f the timeline and cost o f hiring the Key

Personnel described in Attachment A of the RFR;

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.

19. Provide an annual budget and budget narrative using Attachment C, Proposed Fiscal Year Program Budget. 0

DCF ASO2027 RFR October 2026 Page 2

Total 0

Supplier Diversity Program Max Score:

50 points

Comments:

21. 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.

Total (Max Score: 200 Points) 0

Summary of Points for Programmatic Response Maximum Score

Programmatic Response Total Score

Organizational Overview 1 0 Development and Maintenance of Technological Solutions 43 0 Program Evaluation and Reporting 36 0 Administrative Support for FRCs and DCF 44 0 Organizational Readiness 10 0 Initial Implementation Period Workplan 16 0 Total 150 0

OVERALL SCORE AND RATING (Max Score: 205 Points) Total Score - Business Response fills automatically from above (pass/fail) 0 Fail Total Score - Programmatic Response fills automatically from above (max: 150 pts) 0 Poor Total Score - Supplier Diversity Program Commitment fills automatically from above (max: 50 pts) 0 SDP Missing OVERALL SCORE AND RATING calculates automatically (max: 200 pts) 0 Fail (Business Response Issue)

Document portions of the response that were exceptional

Explanation: Poor 0-119.9, Fair 120-139.9, Good 140-159.9, Excellent 160-179.9, Exceptional 180-200.

A score of "Pass" on the Business Reponse is required for the Programmatic Response and Supplier Diversity Program Commitment response to be scored. A minimum subtotaled score of 105 points (Good) on Programmatic Response and a minimum subtotaled score of 35 points (Good) on Supplier Diversity Program commitment are required to pass the evaluation. In addition, an acceptable organization Supplier Diversity Program Plan form demonstrating a Supplier Diversity Program Commitment are required before contract execution.

Document points of negotiation g y ;

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

DCF ASO2027 RFR October 2026 Page 3

Attach C Eval Sheet