attachment-1-rfp-2027-dbh-03-famil-scope--2-.pdf

New Hampshire Department of Health and Human Services Family Support Group Coordinator Services

Appendix A – Scope of Services

RFP-2027-DBH-03-FAMIL Contractor Initials __________

v. 1.0 Page 1 of 14 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 provide statewide family and community support group coordinator services that assist a network of existing and new family and community support group facilitators who serve families of Individuals with Substance Use Disorders (SUD) and/or Co-Occurring mental health Disorders

(COD).

1.2. The Contractor must ensure services are available statewide.

1.3. The Contractor must ensure family and community support group services provide opportunities for families to:

1.3.1. Share personal experiences and coping strategies; and

1.3.2. Share information about resources and treatments to effectively respond to their loved one who has a substance use disorder.

1.4. The Contractor must engage all NH Doorways providers and 2-1-1 NH on a quarterly basis in order to:

1.4.1. Build referral bases.

1.4.2. Identify needs.

1.4.3. Conduct gap and barrier analysis on an ongoing basis.

1.5. The Contractor must conduct outreach to increase community engagement, including but not limited to:

1.5.1. Activities to increase support groups in identified areas.

1.5.2. Recruitment efforts for new group facilitators.

1.6. The Contractor must determine the status of current family and community support groups and the need for additional family and community support groups throughout the state.

1.7. The Contractor must conduct quarterly stakeholder meetings, either virtually or in person, to facilitate engagement activities relative to family and community support group coordinator services, ensuring participating stakeholders include, but are not limited to:

1.7.1. NH Doorways providers.

1.7.2. 2-1-1 NH.

1.7.3. Public health networks.

1.7.4. Integrated delivery networks.

v. 1.0 Page 2 of 14 Date __________

1.7.5. Recovery community organization.

1.7.6. Mental health clubhouses.

1.7.7. Family resources centers.

1.7.8. Treatment providers.

1.8. The Contractor must serve as a subject matter expert on peer-to-peer support families with SUD/COD struggles in a variety of ways, including, but not limited to, serving on work groups, advisory councils, and committees relating to

SUD/COD.

1.9. The Contractor must facilitate quarterly focus groups, either digitally or in person, in collaboration with family and community support group facilitators and community partners to gather and assess data relating to the needs of individuals served in order to identify successes, challenges, gaps, barriers and specific needs and implement improvements as needed.

1.10. The Contractor must collaborate with recovery community centers statewide and the Department’s facilitating organization for recovery community centers to:

1.10.1. Identify the needs of family and community support group meetings;

1.10.2. Identify qualified candidates to be trained in facilitating family and community support group meetings;

1.10.3. Create a plan to disseminate information on family and community support group networks;

1.10.4. Develop and implement family and community support group facilitator training for individuals to be trained in facilitating family support groups.

1.10.5. Recruit and train facilitators through the use of:

1.10.5.1. Flyers.

1.10.5.2. Networking.

1.10.5.3. Marketing materials. And

1.10.5.4. Dedicated page on the Contractor’s website that offers information on how to become a family support group facilitator.

1.10.6. Ensure each family and community support group is hosted by at least two (2) facilitators.

1.11. The Contractor must expand utilization of digital platforms to increase engagement, attendance and participation among the appropriate target audience for meetings, trainings, and focus groups described herein.

v. 1.0 Page 3 of 14 Date __________

1.12. The Contractor must work to increase attendance in family and community support group meetings as follows:

1.12.1. A minimum of 100 individuals monthly for online and in-person family and community support groups within the first year of contracted services;

1.12.2. A minimum of 5 family and community support group facilitators who are recruited and trained for the NH network of family and community support group facilitators within 120 days from resulting contract effective date, or as otherwise approved by the Department.

1.12.3. A minimum of 5 trained new family and community support group facilitators, annually.

1.13. The Contractor must establish an information sharing plan to ensure family and community support groups, have access to information and resources. The Contractor must:

1.13.1. Create and disseminate comprehensive material that can be disseminated to facilitators, statewide, that support their efforts.

1.13.2. Compile subject matter information to produce quarterly newsletters for all trained facilitators.

1.13.3. Invite all facilitators to quarterly meetings in order to engage in:

1.13.3.1. Continuing education discussions and opportunities;

1.13.3.2. Networking opportunities;

1.13.3.3. Discussions regarding feedback on successes and

challenges; and

1.13.3.4. Discussions regarding barriers to successfully engage family support groups.

1.13.3.5. Engage each facilitator in one-on-one meetings in order to identify facilitator needs and provide information or resources that are available in order to meet the identified needs.

1.13.4. Utilize consultant services to inform training curriculum development to ensure sensitivity to diverse cultures who may or may not have engagement with family support services.

1.14. The Contractor must ensure all family and community support group facilitators have the skills and knowledge necessary for group facilitation and a solid understanding of the challenges that families served are facing. The Contractor must:

1.14.1. Ensure training, either on-line or face-to-face, includes elements

v. 1.0 Page 4 of 14 Date __________ relative to SUD/COD as well as:

1.14.1.1. Training curriculum approved by the Department;

1.14.1.2. Suicide Prevention education; and

1.14.1.3. Boundaries training.

1.14.2. Collaborate with nationally-recognized subject matter experts and experts in family recovery supports within and outside of NH to develop curriculum to be utilized for facilitator trainings, as approved by the Department. The Contractor shall:

1.14.2.1. Include a minimum of two (2) dually-licensed clinical mental health experts who will give feedback on curriculum content to ensure trauma-informed care approaches are sensitive to individuals with trauma and co-occurring issues.

1.14.2.2. Ensure curriculum utilizes best practices and evidence-informed strategies for peer-based facilitation of support groups for individuals with SUD/COD.

1.14.2.3. Develop and submit the facilitator training curriculum to the Department for approval no later than 90 days from the contract effective date, which focuses on:

1.14.2.3.1. How to facilitate mutual aid meetings for family

members;

1.14.2.3.2. How to create a safe space for individuals

involved in meetings;

1.14.2.3.3. Basics on SUD, COD, trauma-informed care

and strategies and techniques for best practices in active listening and body language;

1.14.2.3.4. Appropriate boundaries for facilitators;

1.14.2.3.5. Basic motivational interviewing skills in a group facilitator role; and

1.14.2.3.6. How to offer empathy and validations to

individuals involved in meetings who may be in crisis.

1.14.3. Offer trainings at multiple venues, including but not limited to offering trainings through digital formats, to ensure statewide availability of training curriculum. The Contractor must ensure:

1.14.3.1. There is no cost to training participants for family and community support group facilitators required trainings, which must be offered a minimum of four (4) times per year as both:

1.14.3.1.1. A one-day six-hour facilitator training; and/or

v. 1.0 Page 5 of 14 Date __________

1.14.3.1.2. Two three-hour sessions for individuals who

cannot attend a full one-day six-hour training.

1.14.3.2. Low cost for training participants who engage in additional trainings that are not required, but are recommended.

1.14.3.3. Fifteen (15) scholarships are available for community members engaged with the family and community support groups who want to become trained group facilitators.

1.14.4. Training must be offered in suicide prevention and/or postvention a minimum of four (4) times per year by NH Alcohol & Drug Abuse Counselors Association (NHADACA) or another training provider otherwise approved by the NH Board of Licensing for Alcohol and Other Drugs.

1.14.5. Provide 1-2 hour digital workshops bi-annually on:

1.14.5.1. Self-care issues;

1.14.5.2. Boundaries;

1.14.5.3. Multiple Pathways of Recovery

1.14.5.4. Global perspectives

1.14.5.5. Family dynamics training; and

1.14.5.6. Compassion fatigue.

1.15. The Contractor must ensure families most in need of family and community support group services are aware of services in their communities and/or service areas while ensuring family privacy is respected including during group meetings. The Contractor must:

1.15.1. Create and disseminate comprehensive digital and internet-based material that can be distributed in recovery community centers and clinical treatment and mental health providers, statewide, through:

1.15.1.1. Webpages;

1.15.1.2. Flyers; and

1.15.1.3. Posters.

1.15.2. Distribute a quarterly newsletter that provides information and resources to facilitators.

1.15.3. Utilize networks to disseminate information and information sessions with the networks to ensure saturation of information within the communities.

1.16. The Contractor must ensure maximum participation of group members attending family and community support group meetings by:

v. 1.0 Page 6 of 14 Date __________

1.16.1. Encouraging self-directed participation in order to encompass participation by parents who may be traumatized, have social anxiety, or feel uncomfortable in groups.

1.16.2. Offering a variety of formats for meetings, based on local needs.

1.16.3. Encouraging participation in groups of less than 12 individuals by offering each member an opportunity to introduce themselves, including the reason for attendance.

1.16.4. Providing standard 60-minute meeting formats that are predictable and include parts that are not limited to:

1.16.4.1. Time for introductions of facilitators and participants, if appropriate.

1.16.4.2. Time for equitable sharing among participants.

1.16.4.3. Ability to ensure anonymity of participants.

1.16.4.4. Time to share tools and resources that may be available to assist participants.

1.16.4.5. Closing statements that include time for individuals in crisis, and individuals who do not wish to broadly share experiences, to have one-on-one conversations with the facilitator.

1.17. The Contractor must participate in meetings with the Department on a monthly basis, or as otherwise requested by the Department.

1.18. 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.

1.19. The Contractor may be required to ensure the Contractor’s staff involved in the provision of services under this Agreement participate in annual training hosted by NH Alcohol & Drug Abuse Counselors Association on Families & Addiction as required by the Department.

1.20. Reporting

1.20.1. The Contractor must submit Monthly progress reports which include, but are not limited to:

1.20.1.1. De-Identified information about support group meetings that includes, but is not limited to:

1.20.1.1.1. Date and location of meetings.

1.20.1.1.2. Topics covered.

1.20.1.1.3. Number of support groups monitored through

this contract.

v. 1.0 Page 7 of 14 Date __________

1.20.1.1.4. Number of family members participating in

support groups monitored through this contract.

1.20.1.1.5. Number of new participants.

1.20.1.2. Family Support Group Facilitator information that includes, but is not limited to:

1.20.2. The Contractor must submit quarterly progress reports which include, but are not limited to:

1.20.2.1. Number of active facilitators and the group(s) facilitated.

1.20.2.2. Action plan for recruiting additional facilitators for any group with fewer than two (2) facilitators.

1.20.2.3. Training information including, but not limited to dates, locations, and names of required trainings attended by each facilitator, and:

1.20.2.3.1. Number of new Family and Community Support

Facilitators completing training.

1.20.2.3.2. Dates and locations of suicide

prevention/postvention and other trainings.

1.20.2.3.3. Number of individuals completing trainings.

1.20.2.4. Training scholarship information including, but not limited to:

1.20.2.4.1. Date, location, and title of training.

1.20.2.4.2. Total number of scholarship recipients.

1.20.2.4.3. Total dollar amount of scholarship(s).

1.20.2.4.4. Running tally of the number of scholarships

provided for trainings.

1.20.2.5. Marketing community engagement development efforts, which includes but is not limited to:

1.20.2.5.1. Outreach and marketing efforts.

1.20.2.5.2. Outreach activities to determine the need for

additional support groups.

1.20.2.5.3. Activities to increase support groups in identified areas, including but not limited to recruitment efforts for new group facilitators.

1.20.2.5.4. A narrative detailing outreach and marketing

efforts.

1.20.2.5.5. A narrative detailing engagement with work

groups, advisory councils, and committees relating to SUD.

1.20.2.5.6. A narrative detailing activity to assess the need for additional support groups.

1.20.2.5.7. Any comments regarding treatment, recovery, incarceration, and/or recurrence.

v. 1.0 Page 8 of 14 Date __________

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

1.20.3.1. The Department will monitor Contractor performance by establishing a baseline measure of the number of family support groups available in the state during the first year of the contract.

1.20.3.2. The Contractor must achieve an increase of 10% over the baseline measure in Subsection 1.19.3.1 during the second year, as tracked and measured through quarterly reporting.

1.20.3.3. The Contractor must establish a baseline measure of the number of family members participating in family support group during the first year of the contract.

1.20.3.4. The Contractor must actively and regularly collaborate with the Department to enhance contract management, improve results, and adjust program delivery and policy based on successful outcomes.

1.20.3.5. The Contractor may be required provide other key data and metrics to the Department, including client-level demographic, performance, and service data.

1.20.3.6. Where applicable, the Contractor must collect and share data with the Department in a format specified by the Department.

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

1.21. Background Checks

1.21.1. Prior to permitting any individual to provide services under this

Agreement, the Contractor must ensure that said individual has undergone:

1.21.1.1. 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;

1.21.1.2. 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 that could endanger individuals served under this Agreement; and

1.21.1.3. A name search of the Department’s Division for Children, Youth and Families (DCYF) Central Registry pursuant to RSA 169- C:35, with results indicating no evidence of behavior that could endanger individuals served under this Agreement.

v. 1.0 Page 9 of 14 Date __________

1.22. Confidential Data

1.22.1. 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.

1.22.2. 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.

1.23. Privacy Impact Assessment

1.23.1. Upon request, the Contractor must allow and assist the Department in conducting a Privacy Impact Assessment (PIA) of its system(s)/application(s)/web portal(s)/website(s) or Department system(s)/application(s)/web portal(s)/website(s) hosted by the Contractor, if Personally Identifiable Information (PII) is collected, used, accessed, shared, or stored. To conduct the PIA the Contractor must provide the Department access to applicable systems and documentation sufficient to allow the Department to assess, at minimum, the following:

1.23.1.1. How PII is gathered and stored;

1.23.1.2. Who will have access to PII;

1.23.1.3. How PII will be used in the system;

1.23.1.4. How individual consent will be achieved and revoked;

and

1.23.1.5. Privacy practices.

1.23.2. The Department may conduct follow-up PIAs in the event there are either significant process changes or new technologies impacting the collection, processing or storage of PII.

1.24. Contract End-of-Life Transition Services

1.24.1. General Requirements

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

v. 1.0 Page 10 of 14 Date __________ 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.

1.24.1.2. 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.

1.24.1.3. 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.

1.24.1.4. 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.

1.24.1.5. 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.

1.24.1.6. 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

v. 1.0 Page 11 of 14 Date __________ 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.

1.24.2. Completion of Transition Services

1.24.2.1. 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.

1.24.2.2. 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.

1.24.3. Disagreement over Transition Services Results

1.24.3.1. 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.

1.25. Website and Social Media

1.25.1. 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.

1.25.2. The Contractor agrees Protected Health Information (PHI), Personally Identifiable Information (PII), or other Confidential Information solicited either by social media or the website that is maintained, stored or captured must not be further disclosed unless expressly provided in the Contract. The solicitation or disclosure of PHI, PII, or other Confidential Information is subject to the terms of

v. 1.0 Page 12 of 14 Date __________ the Department’s Information Security Requirements Exhibit, the Business Associate Agreement signed by the parties, and all applicable Department and federal law, rules, and agreements.

Unless specifically required by the Agreement and unless clear notice is provided to users of the website or social media, the Contractor agrees that site visitation must not be tracked, disclosed or used for website or social media analytics or marketing.

1.25.3. State of New Hampshire’s Website Copyright

1.25.3.1. All right, title and interest in the State WWW site, including 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 comply with all Exhibit D Federal Requirements, which are attached hereto and incorporated by reference herein.

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

2.3. The Contractor must use and disclose Protected Health Information in compliance with the Standards for Privacy of Individually Identifiable Health Information (Privacy Rule) (45 CFR Parts 160 and 164) under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, and in accordance with the attached Exhibit F, Business Associate Agreement, which has been executed by the parties.

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. Federal Civil Rights Laws Compliance: Culturally and Linguistically Appropriate Programs and Services

v. 1.0 Page 13 of 14 Date __________

3.2.1. The Contractor must submit:

3.2.1.1. A detailed description of the language assistance

services, within ten (10) days of the Effective Date of the Agreement, to be provided to ensure meaningful access to programs and/or services to individuals with limited English proficiency; individuals who are deaf or have hearing loss; individuals who are blind or have low vision; and individuals who have speech challenges.

3.2.1.2. A written attestation, within forty-five (45) days of the Effective Date of the Agreement and annually thereafter, that all personnel involved the provision of services to individuals under this Agreement have completed, within the last twelve (12) months, the Contractor Required Training Video on Civil Rights-related Provisions in DHHS Procurement Processes, which is accessible on the Department’s website (https://www.dhhs.nh.gov/doing-business-dhhs/civil-right-compliance-dhhs-vendors); and

3.2.1.3. The Department’s Federal Civil Rights Compliance

Checklist within ten (10) days of the Effective Date of the Agreement. The Federal Civil Rights Compliance Checklist must have been completed within the last twelve (12) months and is accessible on the Department’s website (https://www.dhhs.nh.gov/doing-business-dhhs/civil-right-compliance-dhhs-vendors).

3.3. Credits and Copyright Ownership

3.3.1. 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.”

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

3.3.3. 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.

v. 1.0 Page 14 of 14 Date __________

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

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.

4.2. 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.