attachment-1-rfp-2027-dbh-01-servi-app-a.pdf

New Hampshire Department of Health and Human Services Service to Science

Appendix A – Scope of Services

RFP-2027-DBH-01-SERVI Contractor Initials __________

v. 1.0 Page 1 of 12 Date __________

The final Scope of Services is subject to modification based on the proposal submitted by the selected Vendor

Scope of Services

1. Statement of Work

1.1. The Contractor must support the Service to Science Program, assisting with the guidance of NH-endorsed, researched-informed programs for substance use disorder (SUD) continuum of care programs across the state of New Hampshire.

1.2. The Contractor must ensure services are available statewide.

1.3. Service to Science Program

1.3.1. The Contractor must identify, select, guide, or support a minimum of three (3) programs each State Fiscal Year (SFY) with becoming NH-endorsed, research-informed substance misuse prevention Service to Science programs.

1.3.2. The Contractor must provide consultation, technical assistance, (TA) and evaluation support to a minimum of three (3) substance misuse prevention organizations that are seeking to:

1.3.2.1. Improve the quality of their programs or practices and become NH endorsed certified as Service to Science, which may include, but are not limited to:

1.3.2.1.1. Process improvements.

1.3.2.1.2. Protocol improvements.

1.3.2.1.3. Evaluation methodology consultation.

1.3.2.1.4. Evaluation development and implementation.

1.3.2.1.5. Communication improvements.

1.3.2.1.6. Marketing improvements.

1.3.3. The Contractor must Identify substance misuse prevention programs that would be good candidates to become certified as research-informed and encourage them to apply and take part in the process.

1.3.3.1. Employ NH’s Service to Science process in accordance with Substance Abuse and Mental Health Services Administration’s (SAMHSA) process guidelines. The Contractor must:

1.3.3.1.1. Ensure the approach is grounded in research;

v. 1.0 Page 2 of 12 Date __________

1.3.3.1.2. Ensure programs collect and analyze valid and

reliable data to determine program effectiveness; and

1.3.3.1.3. Provide implementation support including, but

not limited to materials, manuals and training to support replication.

1.3.3.2. Establish, coordinate, convene, and facilitate the NH Expert Panel, which:

1.3.3.2.1. Represents multiple sectors, statewide and

nationally, in the field of prevention; and

1.3.3.2.2. Is responsible for reviewing applications

submitted to the NH Service to Science process for review and approval.

1.3.3.3. Ensure the application process for programs to become a NH-endorsed, research informed prevention program includes a review and scoring conducted by the NH Expert Panel that includes, but is not limited to:

1.3.3.3.1. Accepting and reviewing applications.

1.3.3.3.2. Gathering any relevant information necessary to

process applications.

1.3.3.3.3. Presenting the application to the Expert Panel.

1.3.3.4. Collaborate with the Department to improve the NH Service to Science process by establishing a research-informed workgroup to identify innovative NH-based programs that exhibit a level of readiness to enter the process of becoming a NH-endorsed research-informed substance misuse prevention program.

1.3.4. The Contractor must support the Service to Science applicants to follow the Level I, Level II and Level III criteria that includes:

1.3.4.1. Endorsed “Innovative” (Level I) substance misuse

programs, that could include newly developed programs or programs that have been addressing needs in their community for a number of years and must be:

1.3.4.1.1. Implemented by an established group or

organization that fills a previously unmet need.

1.3.4.1.2. Implemented in a way that may not be replicated

and is based on sound research theory.

v. 1.0 Page 3 of 12 Date __________

1.3.4.1.3. Addresses and impacts risk and protective

factors linked to substance misuse and there is a desire to expand evaluation efforts.

1.3.4.2. Endorsed “Promising Practice” (Level II) substance misuse prevention programs that demonstrate readiness to conduct high quality, systematic evaluations, including but not limited to:

1.3.4.2.1. Providing an explanation for the need for the

program thorough description of the theory and/or research-based on which the program/practice rationale is based.

1.3.4.2.2. Linking program activities to research-based

outcomes.

1.3.4.2.3. Providing a logic model that connects all

program activities to indicated outcomes.

1.3.4.2.4. Demonstrating program delivery and

implementation.

1.3.4.2.5. Developing evaluation design.

1.3.4.2.6. Collecting pilot outcomes.

1.3.4.3. Endorsed “Research-Based” (Level III), substance misuse prevention programs that have demonstrated a commitment to refining program protocols and processes, and a high quality, systematic evaluation that includes, but is not limited to:

1.3.4.3.1. Demonstrating a commitment to refining

program protocols and processes.

1.3.4.3.2. Systematic evaluation and documenting short-

term and intermediate outcomes.

1.3.4.3.3. Meets the criteria of a Promising Practice that

includes, but is not limited to:

1.3.4.3.3.1. Developing a comprehensive staff

training and program implementation manual.

1.3.4.3.3.2. Stabilizing the number of people

served.

1.3.4.3.3.3. Measuring program fidelity

including content, staffing,

v. 1.0 Page 4 of 12 Date __________ intensity, method of delivery, and location.

1.3.4.3.3.4. Measuring key outcomes and

achieved meaningful results (short-term at minimum.)

1.3.4.3.3.5. Measuring and achieving

participant satisfaction.

1.3.4.3.3.6. Demonstrating that results are

used for quality assurance

1.3.4.3.3.7. Disseminating results to key

stakeholders.

1.3.4.4. Ensures the application process for programs to become a NH-endorsed, research informed prevention program includes a review and scoring conducted by the NH Expert Panel that includes, but is not limited to:

1.3.4.4.1. Accepting and reviewing applications

1.3.4.4.2. Gathering any relevant information necessary

to process applications.

1.3.4.4.3. Presenting the application to the Expert Panel.

1.4. The Contractor must provide an annual Work Plan to the Department for approval that summarizes the activities and due dates for all required services in this Agreement within the first month of the state fiscal year, ensuring any changes to the Work Plan are approved in writing by the Department.

1.5. The Contractor must participate in meetings with the Department on a quarterly basis, or as otherwise requested by the Department, to review the status of all requirements within this Agreement, including, but not limited to:

1.5.1. The Work Plan and timelines for all requirements within this Agreement, for the upcoming quarter.

1.5.2. Any anticipated unmet staffing needs for all services for the upcoming quarter.

1.5.3. In response to identified potential issues that may impact service delivery and outcomes for required services and suggested mitigation strategies.

1.5.4. Quarterly financial reports that clearly identify for actual expenditures incurred in the fulfillment of this Agreement.

v. 1.0 Page 5 of 12 Date __________

1.6. The Contractor may be required to participate in on-site reviews conducted by the Department on an annual basis, or as otherwise requested by the Department.

1.7. Reporting

1.7.1. The Contractor must submit quarterly written progress reports to the Department related to scope of work which includes, but is not limited to:

1.7.1.1. A summary of the key services performed during the

quarterly period.

1.7.1.2. Encountered and anticipated issues and/or challenges, including mitigation strategies as applicable.

1.7.1.3. Scheduled work for the upcoming quarterly period.

1.7.2. The Contractor must provide semi-annual reports to the Department, including de-identified, aggregate data only, for the Governor’s Commission in accordance with RSA 12-J:4, Meetings and Reports.

1.7.3. The Contractor must submit an End–of-Year Report to the Department no later than sixty (60) days after the end of the state fiscal year which includes, but is not limited to:

1.7.3.1. An overview of services completed during the state fiscal year, including accomplishments with regards to meeting program goals.

1.7.3.2. End-of-Year Financial Report.

1.7.4. The Contractor must provide key data in a format and at a frequency specified by the Department for the following performance measures:

1.7.5. The Contractor may be required to provide other key data and metrics to the Department in a format specified by the Department.

1.8. Background Checks

1.8.1. Prior to permitting any individual to provide services under this Agreement, the Contractor must ensure that said individual has undergone:

1.8.1.1. A criminal background check, at the Contractor’s expense, and has no convictions for crimes that represent evidence of behavior that could endanger individuals served under this Agreement; and

1.8.1.2. A name search of the Department’s Bureau of Adult and Aging Services (BAAS) State Registry, pursuant to RSA 161-F:49, with results indicating no evidence of behavior

v. 1.0 Page 6 of 12 Date __________ that could endanger individuals served under this Agreement.

1.9. Confidential Data

1.9.1. The Contractor must meet all information security and privacy requirements as set by the Department and in accordance with the Department’s Information Security Requirements Exhibit as referenced below.

1.9.2. The Contractor must ensure any individuals involved in delivering services through this Agreement contract sign an attestation agreeing to access, view, store, and discuss confidential data in accordance with federal and state laws and regulations and the Department’s Information Security Requirements Exhibit. The Contractor must ensure said individuals have a justifiable business need to access confidential data. The Contractor must provide attestations upon Department request.

1.9.3. The Department and the Contractor shall not exchange protected health information as defined in Health Insurance Portability and Accountability Act (HIPAA), personally identifiable information, or any type of information that may be used to determine, distinguish, or trace an individual’s identity. In the event there is any inadvertent disclosure of any such information, the Contractor shall ensure the return or destruction of the information and that it is held confidential.

1.9.4. The Contractor agrees data obtained under this Agreement may not be used for any other purposes that are not indicated in this Agreement.

1.10. Department Owned Devices, Systems and Network Usage

1.10.1. Contractor End Users, defined in the Department’s Information Security Requirements Exhibit that is incorporated into this Agreement, are authorized by the Department’s Information Security Office to use a Department issued device (e.g. computer, tablet, mobile telephone) or access the Department network in the fulfilment of this Agreement, each End User must:

1.10.1.1. Sign and abide by applicable Department and New

Hampshire Department of Information Technology (NH DoIT) use agreements, policies, standards, procedures and guidelines, and complete applicable trainings as required;

1.10.1.2. Use the information that they have permission to access solely for conducting official Department business and agree that all other use or access is strictly forbidden

v. 1.0 Page 7 of 12 Date __________ including, but not limited, to personal or other private and non-Department use, and that at no time shall they access or attempt to access information without having the express authority of the Department to do so;

1.10.1.3. Not access or attempt to access information in a manner inconsistent with the approved policies, procedures, and/or agreement relating to system entry/access;

1.10.1.4. Not copy, share, distribute, sub-license, modify, reverse engineer, rent, or sell software licensed, developed, or being evaluated by the Department, and at all times must use utmost care to protect and keep such software strictly confidential in accordance with the license or any other agreement executed by the Department;

1.10.1.5. Only use equipment, software, or subscription(s) authorized by the Department’s Information Security Office or designee;

1.10.1.6. Not install non-standard software on any Department equipment unless authorized by the Department’s Information Security Office or designee;

1.10.1.7. Agree that email and other electronic communication messages created, sent, and received on a Department-issued email system are the property of the Department of New Hampshire and to be used for business purposes only.

Email is defined as “internal email systems” or “Department-funded email systems.”

1.10.1.8. Agree that use of email must follow Department and NH DoIT policies, standards, and/or guidelines; and

1.10.1.9. Agree when utilizing the Department’s email system:

1.10.1.9.1. To only use a Department email address

assigned to them with a “@ affiliate.DHHS.NH.Gov”.

1.10.1.9.2. Include in the signature lines information

identifying the End User as a non-Department workforce member; and

1.10.1.9.3. Ensure the following confidentiality notice is

embedded underneath the signature line:

CONFIDENTIALITY NOTICE: “This message may contain information that is privileged and confidential and is intended only for the use of the individual(s)

v. 1.0 Page 8 of 12 Date __________ to whom it is addressed. If you receive this message in error, please notify the sender immediately and delete this electronic message and any attachments from your system. Thank you for your cooperation.”

1.10.1.10. Contractor End Users with a Department issued email, access or potential access to Confidential Data, and/or a workspace in a Department building/facility, must:

1.10.1.10.1. Complete the Department’s Annual

Information Security & Compliance Awareness Training prior to accessing, viewing, handling, hearing, or transmitting Department Data or Confidential Data.

1.10.1.10.2. Sign the Department’s Business Use and

Confidentiality Agreement and Asset Use Agreement, and the NH DoIT Department wide Computer Use Agreement upon execution of the Agreement and annually thereafter.

1.10.1.10.3. Only access the Department’s intranet to

view the Department’s Policies and Procedures and Information Security webpages.

1.10.1.11. Contractor agrees, if any End User is found to be in violation of any of the above terms and conditions, said End User may face removal from the Agreement, and/or criminal and/or civil prosecution, if the act constitutes a violation of law.

1.10.1.12. Contractor agrees to notify the Department a minimum of three business days prior to any upcoming transfers or terminations of End Users who possess Department credentials and/or badges or who have system privileges.

If End Users who possess Department credentials and/or badges or who have system privileges resign or are dismissed without advance notice, the Contractor agrees to notify the Department’s Information Security Office or designee immediately.

1.11. Contract End-of-Life Transition Services

1.11.1. General Requirements

1.11.1.1. If applicable, upon early termination or expiration of the

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Agreement the parties agree to cooperate in good faith to effectuate a secure transition of the services (“Transition Services”) from the Contractor to the Department and, if applicable, the new Contractor (“Recipient”) engaged by the Department to assume the services. Ninety (90) days prior to the end-of the contract or unless otherwise specified by the Department, the Contractor must begin working with the Department and if applicable, the Recipient to develop a Data Transition Plan (DTP). The Department shall provide the DTP template to the Contractor.

1.11.1.2. The Contractor must assist the Recipient, in connection with the transition from the performance of Services by the Contractor and its End Users to the performance of such Services. This may include assistance with the secure transfer of records (electronic and hard copy),transition of historical data (electronic and hard copy), the transition of any such Service from the hardware, software, network and telecommunications equipment and internet-related information technology infrastructure (“Internal IT Systems”) of Contractor to the Internal IT Systems of the Recipient and cooperation with and assistance to any third-party consultants engaged by Recipient in connection with the Transition Services.

1.11.1.3. If a system, database, hardware, software, and/or

software licenses (Tools) was purchased or created to manage, track, and/or store Department Data in relationship to this contract said Tools will be inventoried and returned to the Department, along with the inventory document, once transition of Department data is complete.

1.11.1.4. The internal planning of the Transition Services by the Contractor and its End Users shall be provided to the Department and if applicable the Recipient in a timely manner. Any such Transition Services shall be deemed to be Services for purposes of this Agreement.

1.11.1.5. In the event the data Transition extend beyond the end of the Agreement, the Contractor agrees that the Information Security Requirements, and if applicable, the Department’s Business Associate Agreement terms and conditions remain in effect until the Data Transition is accepted as complete by the Department.

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1.11.1.6. In the event the Contractor has comingled Department Data and the destruction or Transition of said data is not feasible, the Department and Contractor will jointly evaluate regulatory and professional standards for retention requirements prior to destruction, refer to the terms and conditions of the Department’s DHHS Information Security Requirements Exhibit.

1.11.2. Completion of Transition Services

1.11.2.1. Each service or transition phase shall be deemed

completed (and the transition process finalized) at the end of fifteen (15) business days after the product, resulting from the Service, is delivered to the Department and/or the Recipient in accordance with the mutually agreed upon Transition plan, unless within said fifteen

(15) business day term the Contractor notifies the Department of an issue requiring additional time to complete said product.

1.11.2.2. Once all parties agree the data has been migrated the Contractor will have thirty (30) days to destroy the data per the terms and conditions of the Department’s Information Security Requirements Exhibit.

1.11.3. Disagreement over Transition Services Results

1.11.3.1. In the event the Department is not satisfied with the results of the Transition Service, the Department shall notify the Contractor, in writing, stating the reason for the lack of satisfaction within fifteen (15) business days of the final product or at any time during the data Transition process. The Parties shall discuss the actions to be taken to resolve the disagreement or issue. If an agreement is not reached, at any time the Department shall be entitled to initiate actions in accordance with the Agreement.

1.12. Website and Social Media

1.12.1. The Contractor must work with the Department’s Communications Bureau to ensure that any social media or website designed, created, or managed on behalf of the Department meets all Department and NH Department of Information Technology (DoIT) website and social media requirements and policies.

1.12.2. State of New Hampshire’s Website Copyright

1.12.2.1. All right, title and interest in the State WWW site, including

v. 1.0 Page 11 of 12 Date __________ copyright to all data and information, shall remain with the State of New Hampshire. The State of New Hampshire shall also retain all right, title and interest in any user interfaces and computer instructions embedded within the WWW pages. All WWW pages and any other data or information shall, where applicable, display the State of New Hampshire’s copyright.

2. Exhibits Incorporated

2.1. The Contractor must manage all confidential data related to this Agreement in accordance with the terms of Exhibit D, DHHS Information Security Requirements.

3. Additional Terms

3.1. Impacts Resulting from Court Orders or Legislative Changes

3.1.1. The Contractor agrees that, to the extent future state or federal legislation or court orders may have an impact on the Services described herein, the State has the right to modify Service priorities and expenditure requirements under this Agreement so as to achieve compliance therewith.

3.2. Credits and Copyright Ownership

3.2.1. All documents, notices, press releases, research reports and other materials prepared during or resulting from the performance of the services of the Agreement must include the following statement, “The preparation of this (report, document etc.) was financed under an Contract with the State of New Hampshire, Department of Health and Human Services, with funds provided in part by the State of New Hampshire and/or such other funding sources as were available or required, e.g., the United States Department of Health and Human Services.”

3.2.2. All materials produced or purchased under the Agreement must have prior approval from the Department before printing, production, distribution or use.

3.2.3. The Department must retain copyright ownership for any and all original materials produced, including, but not limited to reports, protocols, guidelines, brochures, posters, and resource directories.

3.2.4. The Contractor must not reproduce any materials produced under the Agreement without prior written approval from the Department.

v. 1.0 Page 12 of 12 Date __________

4. Records

4.1. The Contractor must keep records that include, but are not limited to:

4.1.1. Books, records, documents and other electronic or physical data evidencing and reflecting all costs and other expenses incurred by the Contractor in the performance of the Contract, and all income received or collected by the Contractor.

4.1.2. All records must be maintained in accordance with accounting procedures and practices, which sufficiently and properly reflect all such costs and expenses, and which are acceptable to the Department, and to include, without limitation, all ledgers, books, records, and original evidence of costs such as purchase requisitions and orders, vouchers, requisitions for materials, inventories, valuations of in-kind contributions, labor time cards, payrolls, and other records requested or required by the Department.

4.1.3. Records regarding the provision of services and all invoices submitted to the Department to obtain payment for such services.

4.2. During the term of this Agreement and the period for retention hereunder, the Department, the United States Department of Health and Human Services, and any of their designated representatives must have access to all reports and records maintained pursuant to the Agreement for purposes of audit, examination, excerpts and transcripts.

4.3. If, upon further review, the Department must disallow any expenses claimed by the Contractor as costs hereunder, the Department retains the right, at its discretion, to deduct the amount of such expenses as are disallowed or to recover such sums from the Contractor.