attachment-1-rfp-2027-dbh-13-techn-app-a-0.pdf

New Hampshire Department of Health and Human Services Technical Assistance for the Alcohol and Other Drug (AOD) Continuum of Care System

Appendix A – Scope of Services

RFP-2027-DBH-13-TECHN

Contractor Initials __________

Page 1 of 9 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 services to a minimum of five (5) Communities of Practice (CoP) AOD Continuum of Care (CoC) practitioners and service providers outcome-driven technical assistance (TA) to providers and practitioners working or volunteering within the Alcohol and Other Drug (AOD) service system in New Hampshire.

1.2. The Contractor must ensure services are available statewide.

1.3. The Contractor must ensure TA includes guidance on delivering outcome-supported and evidence-informed AOD CoC support services that:

1.3.1. Increase knowledge, skills, and abilities of the AOD service system and its practitioners;

1.3.2. Improve health outcomes within communities statewide;

1.3.3. Support implementation of programs, policies, and practices that reduce AOD misuse across the lifespan;

1.3.4. Support integration with primary and mental healthcare across the

AOD CoC; and

1.3.5. Ensure program fidelity while meeting state and federal grant requirements, including the Substance Use Prevention, Treatment and Recovery Block Grant (SUPTR).

1.4. The Contractor must:

1.4.1. Provide TA in various formats, including onsite, virtual, written resources and coaching.

1.4.2. Provide a Work Plan for statewide TA practioning within 30 days of the Effective Date of the Agreement, to be approved by the Department.

1.4.3. Facilitate at least five (5) Communities of Practice (CoPs) in areas such as Prevention, Treatment, MAT, Hospital Systems of Care, and Recovery Support Services.

1.4.4. Provide systems development TA to improve network performance and outcomes.

1.4.5. Develop and maintain a public-facing website, owned and maintained by the Contractor, with Department-approved TA resources.

1.4.6. Monitor, manage, and report on all TA activities.

Page 2 of 9 Date __________

1.4.7. Participate in federal webinars and collaborate with the Department on emerging initiatives.

1.4.8. Provide specialized TA for SUD treatment providers, Synar compliance, Gain-Short Screener (GAIN-SS) implementation, and youth behavioral health data analytics.

1.5. Reporting

1.5.1. The Contractor must submit monthly reports to the Department to ensure progress which include, but are not limited to:

1.5.1.1. TA activities and outcomes.

1.5.1.2. Issues encountered and mitigation strategies.

1.5.1.3. Updates to the Work Plan.

1.5.1.4. Financial reporting.

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

1.5.2.1. 85% of TA recipients must report taking at least one action step as a result of TA;

1.5.2.2. 85% or more of TA recipients report satisfaction with services provided;

1.5.2.3. 35% of SAP professionals must receive training and TA on

GAIN-SS.

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

1.6. Background Checks

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

1.6.1.1. 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;

1.6.1.2. 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.

1.7. Confidential Data

Page 3 of 9 Date __________

1.7.1. 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.

1.7.2. 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.

1.7.3. 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.

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

1.8. Department Owned Devices, Systems and Network Usage

1.8.1. Contractor End Users, defined in the Department’s Information

Security Requirements Exhibit that is incorporated into this Agreement, 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, r must:

1.8.1.1. 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;

1.8.1.2. 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

Page 4 of 9 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;

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

1.8.1.4. 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;

1.8.1.5. Only use equipment, software, or subscription(s)

authorized by the Department’s Information Security Office or designee;

1.8.1.6. Not install non-standard software on any Department

equipment unless authorized by the Department’s Information Security Office or designee;

1.8.1.7. 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.”

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

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

1.8.1.9.1. To only use a Department email address

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

1.8.1.9.2. Include in the signature lines information

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

1.8.1.9.3. Ensure the following confidentiality notice is

embedded underneath the signature line:

CONFIDENTIALITY NOTICE: “This message may contain information that is privileged and confidential

Page 5 of 9 Date __________ and is intended only for the use of the individual(s) 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.”

1.8.1.10. 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:

1.8.1.10.1. Complete the Department’s Annual

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

1.8.1.10.2. 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.

1.8.1.10.3. Only access the Department’s intranet

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

1.8.1.11. 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.

1.8.1.12. 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.

1.8.2. Workspace Requirement

Page 6 of 9 Date __________

1.8.2.1. If applicable, the Department will work with Contractor to determine requirements for providing necessary workspace and State equipment for its End Users.

1.9. Contract End-of-Life Transition Services

1.9.1. General Requirements

1.9.1.1. 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 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.

1.9.1.2. 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.

1.9.1.3. 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.

1.9.1.4. 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

Page 7 of 9 Date __________ manner. Any such Transition Services shall be deemed to be Services for purposes of this Agreement.

1.9.1.5. 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.

1.9.1.6. 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.

1.9.2. Completion of Transition Services

1.9.2.1. 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.

1.9.2.2. 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.

1.9.3. Disagreement over Transition Services Results

1.9.3.1. 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.

Page 8 of 9 Date __________

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.

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.

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

Page 9 of 9 Date __________ 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.