Attachment_B_ILS_Helpdesk_RFR_Response_Form.docx

REQUEST FOR RESPONSES FOR

IMMIGRATION LEGAL SERVICES / LEGAL HELP DESK

RFR NUMBER: FY27-ORI-02

ATTACHMENT B

RESPONSE FORM

COMMONWEALTH OF MASSACHUSETTS

OFFICE FOR REFUGEES AND IMMIGRANTS

ISSUED: July 30, 2026 SUBMITTED BY (Bidder Name): [ ]

BIDDER ORGANIZATION

Organization Legal Name: [ ] Trade name(s) and any other name(s) under which the Organization does, or has done, business: [ ] Principal Address:

City: [ ] State: [ ] Zip: [ ] Telephone: ( ) - FAX: ( ) - URL: [ ]

FEIN: [ ]

Vendor Customer (VC) Code (if known): [ ] Type of legal entity (e.g. corporation, limited partnership, nonprofit corporation, etc.): [ ] State where the entity is organized (including any parent organization): [ ]

CONTACT PERSON

Include the following information for the individual who should be contacted for purposes of discussing any aspect of this completed response form submitted by the Respondent:

First Name: [ ] Last Name: [ ] Title: [ ] Telephone: ( ) - FAX: ( ) - E-mail: [ ] Contact Person Address (if different):

City: [ ] State: [ ] Zip: [ ]

BUSINESS RESPONSE

Provide the information requested below and attach the required documents.

A. COVER LETTER

Attach a Cover Letter (one page maximum) that:

· Certifies that the information contained in your organization’s Response to this RFR is true and complete;

· Certifies the Bidder has the capability and willingness to perform all responsibilities set forth in the RFR and Attachment A, Model Supplement;

· Certifies the Respondent is a business entity registered with the Massachusetts Secretary of State to do business in the Commonwealth;

· Certifies the Respondent is a 501(c)(3) non-profit organization;

· Certifies that the Respondent has experience with direct service provision in areas relevant to the scope of the Contract;

· States that the Respondent accepts the terms of the RFR and of the Model Supplement provided in Attachment A, without substantive changes;

· States that the Response will remain in effect until a Contract resulting from the RFR is executed; and

· Is signed by an authorized Contractor signatory.

☐ Cover Letter uploaded to COMMBUYS.

B. ORGANIZATION

1. Attach an organizational chart, including names, titles, and reporting relationships of key organization officers.

☐ Organizational chart uploaded to COMMBUYS.

2. Attach the most current documentation of the status of the fiscal conduit organization as a 501(c)(3) non-profit entity.

☐ Documentation establishing 501(c)(3) status uploaded to COMMBUYS.

C. REFERENCES

The Bidder shall provide a list of two references from among those entities with which the Bidder has had business experience within the last five years, preferably involving the types of services requested in this RFR.

ORI may, at its option, contact these references and any other individual or organization whether or not identified by the Bidder.

D. FINANCIAL CONDITION

Your organization must demonstrate to the satisfaction of ORI that it is in sound financial condition and that any significant financial problems are being addressed with appropriate corrective measures. ORI may disqualify a Bidder if the Bidder fails to submit the documents required by this section, or if the documents indicate to ORI, in its reasonable discretion, that the Bidder’s financial condition is unsatisfactory.

1. Indicate your current total annual organizational budget.

1. Attach a statement (two page maximum) that includes the following certifications and disclosures:

a. Certification that your organization is in stable financial condition and has not been in any bankruptcy or insolvency proceedings (whether voluntary or involuntary) within the last three calendar years or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors.

b. Disclosure of any bankruptcy or insolvency proceedings (whether voluntary or involuntary) or receivership appointments within the last three calendar years.

c. Certification that your organization has complied with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and is in good standing with respect to all returns due and taxes payable.

d. Disclosure of any financial audit of the organization that is ongoing or concluded in the last three years and a copy of the auditor’s report. Disclosure shall also include any financial audit information for the organization’s parent organization and material subcontractors, if any. (Audit report not subject to 1 page maximum)

e. Disclosure of any circumstances materially and adversely affecting your organization’s financial condition that are not reported in the financial statements or disclosures submitted to the Commonwealth.

f. Disclosure if, in the last three years, any vendors or subcontractors have cancelled contracts with your organization or implemented sanctions based on performance.

g. Disclosure of any current corrective action plans or sanctions imposed against the Bidder.

h. Disclosure of any civil litigation, criminal investigation, indictment, prosecution or other proceeding that has been brought against your organization in the last three years.

☐ Statement of Financial Condition uploaded to COMMBUYS or attached.

E. CONFLICT OF INTEREST

Neither the Bidder, nor any subcontractor shall have any interest that will conflict with the performance of services required under any contract resulting from the RFR, or that may be otherwise anti-competitive, as determined by ORI, for the duration of the Contract. If ORI determines that a Bidder possesses a conflicting interest, ORI reserves the right to propose or consider any proposal of the Bidder of any measures that would eliminate or mitigate such conflicting interest to ORI’s satisfaction.

To demonstrate freedom from conflicting interests, the Bidder certifies that:

Bidder shall disclose any other information that may be relevant to its financial, legal, contractual, or any other business interest as it relates to the RFR and the Contract in an attached conflict of interest statement if additional detail is needed to demonstrate freedom from conflicting interest.

F. REQUIRED FORMS AND ACKNOWLEDGEMENTS

1. Submit the Commonwealth-required forms below. These forms may be downloaded from the “File Attachments” section of this solicitation on the COMMBUYS website:

2. Bidders agree to abide by the terms of the Commonwealth Terms and Conditions, the Standard Contract Form, and Standard Contract Form Instructions by clicking the checkboxes below. These documents may be downloaded from the “File Attachments” section of this solicitation on the COMMBUYS website:

ORI is prohibited from amending these documents or agreeing to any change in the language. Any Bidder’s suggestion or requirement altering these documents will be disregarded.

3. The following documents are included among the required forms posted on COMMBUYS for review purposes only. The selected Bidders will complete these documents as part of the contract execution process.

· Authorization for Electronic Funds Transfer Form (New Contractors only)

· Contractor Authorized Signatory Listing

PROGRAMMATIC RESPONSE

Provide your response as directed below in a separate attachment. You may not exceed the page limit for each attachment, if specified. Your response must demonstrate your ability to assume all programmatic requirements in the RFR. 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 this section, how you will have the capability to perform all Contract responsibilities.

A. INTRODUCTION (1 page maximum) Provide a brief overview of your organization, including:

1. Formation date, goals and mission;

2. Brief discussion of current services offered and areas served; and

3. Whether you are including only Help Desk Services (RFR Section 1.3.A) in your response, or Help Desk Services as well as Full Representation Services (RFR Sections 1.3.A and 1.3.B) B. RELEVANT EXPERIENCE AND CAPACITY (2 page maximum) Describe your organization’s experience and capacity to provide services described in the RFR, including as follows:

1. Describe your experience in providing virtual and limited representation to clients on immigration matters including but not limited to those listed in the RFR Section 1.3.A. and Exhibit 1.

2. Describe your capacity to work with non-English proficient clients and immigrant clients with disabilities, including experience using interpreters and professional translation services, and/or providing access to sign language interpretation or other accessibility services when assisting clients.

3. Describe any other relevant information with respect to how the organization’s experience, contractual relationships and staff expertise relate to the key activities required under the RFR.

C. OPTIONAL SERVICES: FULL REPRESENTATION (2 page maximum) If you choose to include the optional services described in RFR Section 1.3.B, respond to this part.

1. Describe your organization’s experience and capacity to provide full representation of the types described in Exhibit 2.

2. Describe how you would provide full representation for approximately 10 cases during the Contract year. Please specify if you would subcontract for any services, or provide the representation internally.

3. Provide any other relevant information related to full representation services in RFR Section 1.3.B and Exhibit 2.

D. STAFFING AND GEOGRAPHIC COVERAGE (1-2 page maximum)

1. Describe the staffing plan to make available at least one attorney (1.0 FTE) on a full-time or potentially part-time basis (0.75 FTE), to staff the Legal Help Desk, and additional support staff or paralegal to ensure efficient legal services delivery for Help Desk.

2. If known, identify the individual(s) who will serve as the attorney(s) for the Help Desk, and their supervisory reporting structure within your organization. If the attorney(s) are not yet hired or engaged by your organization, describe your plan to hire or otherwise engage legal counsel to provide the legal services sought in this RFR.

3. It is anticipated attorneys under the Help Desk will serve clients primarily online, and also potentially through follow-up in-person appointments. Identify your primary location, and the geographic area in which you are offering to provide legal services. If your organization has any limitations, such as they are only able to serve individuals who reside in certain municipalities, you must clearly identify such limitations.

COST RESPONSE

Help Desk Only: As the Cost response for this RFR, please submit a proposed budget and brief narrative that reflects the required staffing for Help Desk services. As described in the RFR, Help Desk staffing must include the equivalent of one full-time attorney (1.0 FTE) or potentially part-time attorney (minimum of 0.75 FTE), and/or paralegal/support staff. The anticipated per Contract budget for such Help Desk Services is $135,000.

Help Desk and Optional Full Representation Services. If Bidder is also including optional Full Representation Services in their Response, please submit a proposed budget and brief narrative that reflects the required staffing for Help Desk services, as well as Direct Representation. The anticipated per Contract budget for such Help Desk Services and Direct Representation is $205,000.

ORI may make adjustments to the budget, in its sole discretion upon contract award, or during the contract term. The completed Budget and narrative will be considered your Cost Response for this RFR.

☐ Budget and narrative attached.

Attachment B - Response Form RFR for Immigration Legal Services 1