Community_Empowerment_Crisis_Response_RFA.docx

Community Empowerment and Crisis Response Services Master Agreement RFA

DMH-2024-3029-01

September 2023

The Commonwealth of Massachusetts Executive Office of Health and Human Services

DEPARTMENT OF MENTAL HEALTH

Document Title: Community Empowerment and Crisis Response Services Master Agreement Request for Application

COMMBUYS Bid#: BD-24-1022-DMH08-8210C-93112

DMH Document Number: DMH-2024-3029-01

Date: September 15, 2023

Contact Name: Jerome Collins, Assistant Director of Contract Administration, Audit and Systems

Address: Department of Mental Health Central Office 25 Staniford Street Boston, MA 02114 Email: Jerome.Collins@Mass.gov

Table of Contents

Attachments

Authorized Signatory Listing Authorization for Electronic Funds Payment Application Form Business Reference Form Commonwealth of Massachusetts Standard Contract Form and Instructions, Contractor Certification and Commonwealth Terms and Conditions

Community Counseling Assistance and Training Program Toolkit Cost Proposal Workbook DMH Areas and Site Offices and Communities They Serve MA Form W-9 OSD Instructions for Vendors Responding to Bids via COMMBUYS OSD – RFR Required Specifications for Commodities and Services Proposed Subcontractor Identification List RFA Evaluation Tool Staff Demographic Response Statement of Work (Model) Community Empowerment and Crisis Response Services Master Agreement RFA

DMH-2024-3029-01

September 2023

Community Empowerment and Crisis Response Services Master Agreement Request for Application September 2023

SECTION 1 INTRODUCTION AND PROCUREMENT INFORMATION

1.1 Issuing Entity/COMMBUYS

Issuing Entity: Department of Mental Health

RFA File Title: Community Empowerment and Crisis Response Services Master Agreement Request for Application

COMMBUYS Bid Number: BD-24-1022-DMH08-8210C-93112

DMH Document Number: DMH-2024-3029-01

Date: September 15, 2023

Contact Name: Jerome Collins, Assistant Director of Contract Administration, Audit & Systems

Address: Department of Mental Health Central Office 25 Staniford Street Boston, MA 02114

Email: Jerome.Collins@mass.gov

This Bid has been released on COMMBUYS. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.COMMBUYS.com. For more information on COMMBUYS, please see OSD RFR - Required Specifications for Commodities and Services, included in the COMMBUYS file of this Bid.

Applicants may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in this Request For Application (RFA). Modifications to the body of the Bid, specifications, terms, and conditions, or which change the intent of this Bid are prohibited and may disqualify a Response/Quote.

All attachments to this RFA that were included in the Bid’s COMMBUYS file at the time it was issued are listed at the end of the Table of Contents. The attachments are incorporated into the RFA by this reference. Applicants should review the attachments with care.

It is the responsibility of prospective Applicants and vendors awarded a Master Agreement Contract (MA) under this RFA to maintain an active registration in COMMBUYS and to keep current the email address of their contact person or contract manager and to monitor that email inbox for communications from the DMH regarding the Bid and/or MA. DMH and the Commonwealth assume no responsibility if a prospective Applicant/Contractor’s designated email address is not current, or if technical problems, including those with the prospective Applicant/Contractor’s computer, network, or internet service provider (ISP) causes email communications sent to/from the prospective Applicant/Contractor and DMH to be lost or rejected by any means including email or spam filtering.

1.2 Purpose of Procurement

The Department of Mental Health (DMH) seeks to establish, through this RFA, a pool of qualified vendors from which DMH Area Directors and Central Office Division Heads can readily purchase services to address the immediate and long-term mental health needs of communities exposed to trauma. Services will be purchased on an as needed basis.

The Trauma to be addressed can be caused by a specific event, such as an active shooter, a suicide, or fire, as well as by the accumulation of such events over time - harm that is long term and “slow moving”, such as the communal impact of gun violence, mass unemployment, the experience of racism, and generational poverty. While singular traumatic events often result in survivors requiring immediate aid, aid is also needed to address harms which gradually permeate communities, engendering desperation, hopelessness, anger, and fear. Through this RFA, DMH seeks to address both the immediate and cumulative impacts of trauma.

DMH recognizes that while all residents of the Commonwealth are vulnerable to trauma, not all have equal access to restorative services that are accessible, meaningful, timely, and effective. To increase the availability, diversity, and quality of such services, DMH is intentionally using this Master Agreement to increase the availability of vendors capable of providing service to marginalized or underserved communities, including those for whom English is not a primary language.

To ensure the availability of a large variety of vendors and services, applicants have the option of qualifying under this RFA for one or two categories of service. The two categories of Community Empowerment and Crisis Response Services are:

· Category 1: Critical Incident Response (CIR)

· Category 2: Community Outreach, Resilience, and Empowerment (CORE)

In addition, vendors can select to provide one or more of the service components comprising each Category, as opposed to having to qualify to provide all services in one Category. The Categories and the services included within each category are more fully described in Section 2.

All vendors determined to be qualified to provide one or more of the service components within Category 1 or Category 2 pursuant to Section 5 of this RFA will be awarded a contract (a Community Empowerment and Crisis Response Service Master Agreement (MA)) and be included on the Community Empowerment and Crisis Response Service Master Agreement List of Approved Vendors for each Service component they are determined qualified to provide. The list will be maintained on COMMBUYS (by Service Category, Service Component, and Preferred Service Areas). DMH Area Directors / Central Office Division Heads can purchase a service(s) from a vendor on the MA by entering into a Statement of Work (SOW) with the vendor, specifying the service components(s) being purchased; the population or community(ies) to be served; the expected performance period; the method of payment that DMH will utilize (see Section 4.2 for information on possible payment methods) and maximum amount the vendor can bill DMH for the Services it renders under the SOW. A model SOW is included in the Bid’s COMMBUYS file.

DMH makes no guarantee that any Community Empowerment and Crisis Response Service will be purchased from a vendor as a result of a vendor being awared a MA. A vendor, however, may during the duration of this procurment enter into more than one SOW with a DMH Area/Central Office and/or with one or more DMH Area/Central Office. In addition, although vendors will be asked to state in their application the DMH Areas where they are able to provide a service, vendors may enter into Statements of Work with any DMH Area and/or with Central Office. Included in the bid’s COMMBUYS file is a list of DMH Areas and the towns and cities they serve.

This procurement is a “rolling” Request For Applications (RFA). Applications may be filed at any time during the procurement period, as set forth in Subsection 1.4.

1.3 Procurement Information

1.3.1 Applicable Procurement Law. M.G.L. c. 7, Section 22, M.G.L. c. 30 Section 50-52: 801 CMR 21.

1.3.2 Single or Multiple Contractors.

____ Single Contractor __X_ Multiple Contractors

1.3.3 Small Business Purchasing Program (SBPP). This procurement is subject to the Small Business Purchasing Program (SBPP) Award Preference Language as its estimated annual value is equal to or less than $250,000.

Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award statement of works as specified in Section 7 to one or more SBPP participating business(es) as described below.

SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, and be awarded Contracts; SBPP participants awarded contracts and that are available will be preferred for selection for statement of works. See Section 7.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

1. Been in business for at least one year;

1. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

1. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Applicant to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance. Applicants and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

1.3.4 Eligible Entities.

1.3.5 Acquisition Method.

__X_ Fee For Service ______ Other:

Contractors will be reimbursed using one of the following three reimbursements methods: Unit Rate, Cost Reimbursement or Fixed Cost (see Subsection 3.4.1, for more information). The method will be determined as part of SOW negotiations.

DMH reserves the right to add other types of reimbursement mechanisms throughout the duration of the Procurement.

Federal funds may be used to fund part/all of a Statement of Work(s) issued under this RFA.

1.3.6 MA Duration. The maximum duration of an MA awarded as a result of this RFA may potentially be for 10 years and 7 months. The duration will depend on when a particular MA is awarded. The duration of a MA issued under this RFA will be from its Effective Date (as defined in Subsection 11.4) up to the termination date of the RFA, June 30, 2034. The duration of any SOW entered into by DMH to purchase services from a vendor with a MA will be negotiated at the time of execution; provided, however, that the duration of a SOW cannot extend beyond June 30, 2034, the termination date of the RFA.

All MAs and SOWs entered into as a result of this RFA are subject to appropriations and the performance of the Contractor on an on-going basis.

1.3.7 Ownership of Submitted Applications. All materials submitted by Applicants seeking to be added to the MA become the property of the Commonwealth of Massachusetts and will not be returned to the Applicants. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in an Application, whether the Applicant is deemed qualified for the MA.

1.3.8 Applicant’s Communications and Request For Reasonable Accommodations or Interpreters. Applicant communications with DMH must be limited as set forth in this RFA and the “Bidder Communication” section of the OSD RFR - Required Specifications for Purchase of Service. (For example, questions may be submitted thorough COMMBUYS (Subsection 1.4.3); questions may be asked at the Applicants’ Conference or other informational Sessions as indicated in Subsections 1.4.2 and 1.4.3 and accommodations may be requested as set forth in this Subsection 1.3.7).

Applicants experiencing technical problems accessing information or exhibits stored on COMMBUYS should email the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or call during normal business hours (8 a.m. – 5 p.m. Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Applicants with disabilities or hardships that would like reasonable accommodations regarding this RFR must submit an email to the RFR contact person (Subsection 1.1) describing their need and the desired accommodation(s). Requests will be addressed on a case-by-case basis. DMH may reject unreasonable requests. Accommodations could include, but are not limited to, the receipt of RFR information in an alternative format; assistance at the virtual conference for Applicants, or an informational forum; or the request for an interpreter. See the “Reasonable Accommodations” section of the OSD – RFR Required Specifications for Commodities and Services that is included in the Bid’s COMMBUYS file for more information.

1.4 Procurement Activities

Time: 12:30-1:30

Thereafter questions may be submitted at any time up to April 30, 2033, at 3 p.m.

Thereafter responses to questions will be posted at a minimum every 90 days, if necessary.

Thereafter Applications may be filed at any time up to March 31, 2034, at 3 p.m.

Thereafter MA Awards will be made at a minimum every 90 days, as is necessary.

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Applicants after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Applicants are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

Provider names will be added to the Master Agreement List posted on COMMBUYS as MAs are executed. SOWs will be negotiated and executed as needed.

1.4.2 Virtual Conference for Potential Applicants. A virtual conference is being offered for prospective Applicants. At the conference general Bid information will be provided and answers to attendees’ questions about the procurement. Attendance is optional.

Potential Applicants will need to sign into the meeting before entering it. Please use the following link to enter the meeting:

Please join by using this link:

https://zoom.us/j/97049307157?pwd=aHFFQUJibmNSYXRWS2N1NHNaMXhHQT09

1.4.3 Additional Information Sessions. DMH from time-to-time will host regional information sessions for interested or prospective Applicants to this RFA. Notice of information sessions will be posted to COMMBUYS. Information sessions may include detail such as (a) how to register as a vendor with COMMBUYS, (b) how to submit questions on COMMBUYS; (c) how to submit responses through COMMBUYS; (d) key aspects of the RFA; (e) general information about DMH; (f) how to register for the Massachusetts Small Purchasing Program; and (g) the diverse and/or small business certification process for the Massachusetts Supplier Diversity Program. Interested parties will be able to ask clarifying questions related to the above during the sessions.

1.4.4 Written Questions Via the Bid Q&A on COMMBUYS. The “Bid Q&A” provides the opportunity for Applicants to ask written questions and receive written answers from DMH regarding this Bid. DMH will not respond to questions about the Bid other than as set forth in this Subsection 1.4.3 or at the scheduled Applicants’ conference or information session. However, it is important to understand that DMH is only bound to answers regarding the Bid that are posted on COMMBUYS. DMH will not respond to questions about the Bid that are sent by mail, fax, email, voicemail, or similar methods or asked verbally over the telephone or in person. See OSD RFR - Required Specifications, “Bidder Communications,” for more information about allowable communications with DMH. The OSD RFR - Required Specifications are included in the COMMBUYS file for this Bid.

To reduce the number of redundant or duplicate questions asked on COMMBUYS, Applicants are asked to review all questions previously submitted to determine whether the Applicant’s question has already been posted.

Applicants are responsible for entering content suitable for public viewing since all of the questions are accessible to the public. Applicants must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Applicant’s company or other companies. DMH reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

Locating Bid Q&A:

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Applicants access to the Bid Q&A page.

1.5 Bid Amendments, Withdrawal, Cancellation

DMH reserves the right to make amendments to the RFA after initial publication. It is each Applicant’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this RFA. DMH and the Commonwealth accepts no responsibility and will provide no accommodations to Applicants that apply based on an out-of-date Bid or on information received from a source other than COMMBUYS.

This RFA does not commit DMH to enter into any Master Agreements or to pay any costs incurred in the preparation of an Application. DMH reserves the right to accept or reject any and all Applications received as a result of this RFA, to negotiate with any or all qualified Applicants and to cancel in part or in its entirety the RFA if it is in the best interest of DMH to do so.

SECTION 2 SERVICE DESCRIPTION

To be awarded a MA, an Applicant must propose and be determined qualified to provide at least one Critical Incident Response (CIR) or Community Outreach, Resilience, and Empowerment (CORE) service component as these categories of services are defined in this Section. An Applicant may propose to provide and be qualified to provide multiple service components in either one or both categories.

Services included under this MA are community services, not health care. The services are not treatment or health care operations, as those terms are defined by the Health Insurance Portability and Accountability Act (HIPAA). No identifying information that may be used or disclosed under a contract award under this RFA is protected health information, as defined by HIPAA. All services are to be offered anonymously. Any identifying information voluntarily provided by an individual service recipient that is received and maintained by a service provider must be protected as confidential information and destroyed as soon as the purpose such information was received is accomplished or it is determined such purpose cannot be accomplished, such as provided to receive additional information and such information has been delivered or the individual is advised such information is not available. No identifying information will be provided to DMH, unless specifically requested in writing.

CIR and CORE services are not "treatment", "case management” or “care coordination" as those terms are defined in HIPAA. While CIR services must be overseen by a licensed, masters-level clinician, no other staff are required to be professionally licensed or certified behavioral health specialists.

2.1 Critical Incident Response (CIR)

In the category of CIR, DMH is seeking vendors that are capable of rapidly responding to individuals and systems (e.g., schools, workplaces, municipalities, etc.) that have experienced a traumatic event, such as a natural disaster, violence, or other critical incident by providing a wide range of services as needed. The goals of CIR include (a) helping survivors and community members understand their current situation and reactions, (b) reducing stress and providing emotional support, (c) promoting the use or development of coping strategies, and (d) connecting survivors with other people and agencies who can help them in their recovery process. Services are community based and intended to promote resilience and recovery for trauma survivors, witnesses, family members, or affected community members. Staff deliver services in homes or other easily accessible community settings rather than clinical or office locales, and following an immediate crisis response, seek to link individuals to existing community programs, including other entities providing service under this MA, for long-term support.

CIR services are intended to align with standards established by FEMA for the Community Counseling Assistance and Training Program (CCP). The CCP toolkit is included in the bid’s COMMBUYS’ file. In cases where CCP or other federal funding is used to support CIR services, DMH may, at its discretion, waive, amend, or modify certain criteria in this bid prior to award of a SOW if in conflict with federal requirements.

CIR services decrease stress and activate mechanisms of natural resilience for populations affected by traumatic events. Interventions are (1) rapidly deployed, and (2) culturally specific, tailored to the impacted group. In all cases services are provided in the primary language spoken by the impacted group or survivor.

CIR services include, but are not limited to:

· Individual and Group Counseling, including providing emotional support, help processing events, developing coping strategies, psychological first aid, or group facilitation.

· Public Education, including developing and distributing educational materials, public service announcements and/or other media.

· Community Outreach and Networking for developing stronger community coalitions to promote recovery and access to services.

· Assessment and Referrals to additional services, such as disaster relief, traditional mental health or substance use treatment or other resources that meet a wide range of physical, structural, or economic needs.

· Training, Resources, and Consultation for Community Organizations that are interested in developing their ability to respond to long-term or sudden traumatic incidents or seeking further mental health resources to enhance their existing work. Part of this work may include assisting DMH in the development of crisis response plans.

DMH may modify, decrease, or emphasize provision of any of these service elements depending on the nature of the event.

DMH anticipates multiple CIR services and qualified vendors will be required to adequately respond to a single crisis. An Applicant must propose and be able to provide at least one (1) service of the above Service Components to be considered for inclusion on the MA in the CIR Category.

All qualified vendors providing CIR services under a SOW issued pursuant to this RFA must coordinate the provision of its services with DMH and DMH’s existing trauma/crisis response, other DMH service providers, and other public or private agencies addressing the same crisis as is necessary or appropriate to ensure that services are fully maximized.

2.2 Community Outreach, Resilience, and Empowerment Services (CORE)

In the CORE Service Category, DMH is seeking vendors that can empower communities, neighborhoods, and groups so they are better equipped to heal and thrive in the wake of accumulated or endemic trauma. Examples of such accumulated or endemic trauma include but are not limited to: pervasive acts of violence, to oneself or others; mass incarceration; unemployment; widespread addiction or substance use; lack of affordable housing; aging infrastructure; epidemics and pandemics; refugee resettlement; or acts of discrimination, including racism, transphobia, homophobia, islamophobia, anti-semitism, and xenophobia. CORE Services are made available at times and locations widely accessible and at no cost to the affected community. This includes sites such as: barber shops; coffee-houses; churches/synagogues/mosques; schools; street fairs; libraries; food pantries; after school programs; community centers; and parks. The method of delivering CORE services is culturally specific, tailored to the affected community or group and delivered in the community’s primary language.

CORE services include the following Service Components:

· Public Education, including developing and distributing educational materials, public service announcements and/or other media.

· Community Outreach and Networking, including assessment and referral for resources; providing forums for community-building, discussion, and healing; convening public events or support groups;

· Capacity Analysis, including partnering with stakeholders to identify barriers within a community to accessing mental health services or supports; assessment of communities’ perceptions of mental health, trauma, and mental health services; and identification of community values and characteristics informing engagement with mental health services. Data or reports resulting from a Capacity Analysis will be shared with community organizations or members upon request.

· Training, Resources, and Consultation for Community Organizations interested in developing their ability to respond to long-term or sudden traumatic incidents or seeking mental health resources to enhance their existing work.

· Other Activities Promoting Healing, Resilience, Empowerment, Community, and Mental Wellness, such as drumming circles, taiko, dance, theater, art therapy, memoir, creative fiction/nonfiction, photovoice, or animal therapy.

DMH anticipates multiple CORE Services and qualified vendors will be required to adequately respond to the needs of a single community, neighborhood, or group. Applicants must be able to provide at least one (1) of the above Service Components to be considered for inclusion on the MA under the CORE Category.

All qualified vendors providing CORE Services under a SOW issued pursuant to this RFA, must coordinate the provision of its services with DMH and DMH’s existing trauma/crisis response, other service providers qualified under this RFA, or other public or private agencies as necessary or appropriate serving the same community(ies), neighborhood(s) or group(s) to ensure that services are fully maximized.

SECTION 3 Minimum Applicant and Contractor Requirements

3.1 Applicant

For an application to be considered, a complete application as described in Section 4 must be submitted in the required format and manner and the Applicant must meet the following minimum requirements.

3.1.1 Sound Fiscal Condition. Applicant must be of sound financial condition as determined by DMH. DMH may request financial information from an Applicant/Contractor at any time throughout the procurement, to determine if the Applicant / Contractor meets this standard.

3.1.2 Solvency. Applicant must have sufficient resources to provide the services described in its Application.

3.1.3 Debarment. Applicants must not be subject to a federal or state debarment order. DMH cannot award a Contract to an Applicant that is currently subject to a Massachusetts or federal debarment order.

If awarded an MA, the Contractor must continue to meet these fiscal requirements throughout the duration of the MA.

3.2 Contractor

For an applicant to be considered for an MA Award, the Applicant must be determined qualified to provide one or more CIR or CORE Service Components as described in Subsections 2.1 and 2.2 and meet the following requirements.

3.2.1 The Massachusetts Standard Contract Form and the Commonwealth Terms and Conditions. If an Applicant is determined to be qualified to provide a CIR or CORE Service Component in accordance with Subsection 6.2, DMH will enter into a Master Agreement (MA) with the Applicant using the Massachusetts Standard Contract Form. This form is included in the Bid’s COMMBUYS File. The Commonwealth Terms and Conditions (TC) will be incorporated into the MA. See the Standard Contract Form Instructions, Contractor Certification and Commonwealth Terms and Conditions, in the Bid’s COMMBUYS file, for more information about the applicable Terms and Conditions. Also, a link to the TC can be found in the Commonwealth of Massachusetts - Standard Contract Form.

A Contractor will only have one MA with DMH for all CIR and CORE Services the vendor is determined qualified to provide under this RFA. After the initial award, if the Contractor qualifies to provide additional CIR and/or CORE Services, the MA and the MA List both will be amended to reflect that those additional services.

If an Applicant is awarded an MA, the Applicant at that time will need to complete, sign, and submit the forms listed in this Subsection to DMH upon request and work with DMH to obtain a Massachusetts Vendor Identification Number (VIN), if they do not already have one. A VIN is required to enter into a contract with DMH. THE FORMS ARE NOT TO BE SUBMITTED WITH THE APPLICATION BUT ONLY ON REQUEST OF DMH. The forms are:

· Contractor Authorized Signatory Listing; note both pages are required, with the second page notarized)

· Completed Authorization for Electronic Funds Payment

· Massachusetts Form W-9

· Executed Standard Contract Form (with the Commonwealth Terms and Condition, being checked as being applicable)

· Proof of the required insurance as specified in Subsection 3.2.4

· CORI information as set forth in Subsection 3.2.3.

For more information on the MA, see Subsection 6.2.f.

All MAs and Statement of Works executed under this RFA are subject to appropriations and the performance of the vendor on an on-going basis.

If an individual wants to be paid through a corporation, or another entity, an individual having signatory authority for the entity will need to sign all or some of these forms. In addition, depending on the nature of the work the Contract is to perform, the contract may also include Consultant Contractor Mandatory Form.

3.2.2 Electronic Funds Transfer (EFT). A Contractor must participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments. For more information on EFT see the OSD RFR - Required Specifications for Commodities and Services included in the Bid’s COMMBUYS file.

3.2.3 CORI Review and Requirements. To be awarded a MA, the following CORI requirements will apply:

a. If the vendor is not a corporation, the vendor will be required to submit to DMH authorization to allow it to do a CORI check on the vendor and anyone else the vendor plans to work directly with the general public under the Contract. The Contract is subject to the vendor meeting the requirements set forth the in Executive Office of Health and Human Services regulation 101 CMR 15.00. If at any time during the Contract, a vendor’s CORI status changes, or the employees or contracted staff who have or may have contract with the general public in performing duties under a SOW, they must notify DMH immediately. The vendor may only allow individuals that meet the requirements of the regulation to work directly with the public under the SOW.

b. If the vendor is a corporation, the vendor is responsible for doing CORI checks in accordance with 101 CMR 15.00 on all employees who may work with the general public in accordance with 101 CMR 15.00 and may only allow employees that meet the requirements of that regulation to work with directly with the public.

Additional CORI checks may be required by DMH prior to the execution of a SOW.

3.2.4 Liability Coverage. An Applicant that enters into a MA with DMH must have and maintain at its own expense during the term of the MA commercial General Liability Insurance, including bodily injury and property damage. This insurance must provide coverage for all claims that may arise from performance of the MA or completed operations, whether by the Contractor or anyone directly or indirectly employed by the Contractor. The Contractor is responsible for determining the minimum limits of liability necessary to provide reasonable financial protections to the Contractor and the Massachusetts under the resulting contract. The Contractor must provide DMH upon request a certificate of Insurance certifying that the required insurance has been obtained.

SECTION 4 CONTRACT SERVICE AND FISCAL STANDARDS

The service and Fiscal standards set forth in this Section 4 will apply to all a MAs and SOWs executed under this RFA.

4.1 Service Standards

4.1.1 Records Privacy and Data Security. Contractors may become “holders” of personal data within the meaning of M.G.L. c. 66A and as such they must comply with the requirements of that law.

Contractors must not retain individual records on individuals and the services they receive. This, however, does not preclude the collection of de-identified information needed for invoices and reports required by the RFA. A Contractor shall not request a social security number from an individual to whom it provides services.

Contractors must ensure and protect the confidentiality of the individuals they provide services to, including, but not limited to, the fact that they participate in the activities of a Contractor. Information about service recipients may only be shared with third parties with the recipient’s authorization, or as otherwise required by law. Service recipient information may only be used and disclosed as necessary to perform the functions required by the applicable Contract and SOW.

Contractors shall employ reasonable physical, technical, and administrative safeguards to ensure the confidentiality of individuals to which it provides services to under this RFA. Vendors shall provide appropriate training regarding the privacy requirements of this RFA and the privacy and security procedures of its organization. Vendors shall develop and implement a system of sanctions for any employee, agent or subcontractor who violates any individual recipient of services confidentiality.

4.1.2 Training and Professional Licenses and Certification. To the extent applicable, a Contractor must ensure that staff retain all licenses and certificates (e.g., psychological first aid) necessary for it to perform the services for which it holds a MA. If there are any changes, the Contractor must notify DMH.

4.1.3 Contractor must provide the staff and services at the locations as agreed to in the SOW and all necessary supplies and items needed to perform services as required.

4.1.4 Applicable Laws and Regulations. The Contractors must perform the services in accordance with standards prevailing for the applicable industry and in accordance with applicable Federal, State and local laws and regulations. This includes applicable Executive Office of Health and Human Services and DMH regulations and policies. The Contractor shall obtain all permits or permissions required to comply with those standards, laws, rules, or regulations. Services provided under this RFA are community services for purposes of 104 CMR 28.00; provided, however, that records under 104 CMR 28.09, shall be maintained for service recipients only as specified in Subsection 4.1.1 and the requirements set forth in 104 CMR 28.11 regarding the appointment of a Human Rights Officer and the establishment of a Human Rights Committee shall not apply.

4.1.5 Meetings with DMH. When the Contractor has a current SOW, the Contractor shall meet with the applicable DMH Area Director/Division Head, or designee, as DMH determines is needed, to discuss issues related to the management of the SOW. DMH may request review of materials, minutes, or other data as part of this process and may conduct site visits. The Contractor is required to attend meetings with DMH and cooperate as need to ensure the success of the service.

4.1.6 Performance Measures. To ensure a Contractor’s performance (a) follows the terms of the Contract and the applicable SOW and (b) provides the best value to Commonwealth, DMH will regularly review vendor invoices. DMH may request additional information as necessary to evaluate performance, such as narrative reports, examples of work products, or demographic information (as available) and feedback from recipients of the services. Additional performance measures will be included in the applicable SOW and may vary depending on the nature of the work to be performed and/or the payment mechanism.

4.1.7 Reports. As part of a SOW, a DMH Area Director or Division Head may require a provider to furnish regular reports on status of the project/service; including when applicable, the collection of data regarding the number of service recipients; demographics of service recipients; number and types of activities conducted; performance measures; etc. A Contractor must furnish such other reports as DMH may request and that are specified in the SOW.

4.1.8 Intellectual Property Rights, Publicity, Publication, and Reproduction. A vendor shall provide DMH with reasonable notice and an opportunity to respond prior to making any statement bearing on the work performed or data collected under the Contract to the press or issuing any material for publication through any medium of communication. The Commonwealth shall own the copyright in all copyrightable reports, manuals, pamphlets, and other final products specified to be developed and delivered as an element of performance in the Contract. This shall not apply to materials used in providing services that were developed by the Contractor without the use of DMH funds.

If a Contractor, or any of its subcontractors, publishes a work dealing with any aspect of performance under the Contract, or of the results and accomplishments attained in such performance, the Commonwealth shall have a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use and to authorize others to use the publication. Unless determined by DMH to be in conflict with the aims of this RFA, a Contractor shall use reasonable means to inform the public that DMH provides financial support for its operations and services by explicitly stating on publicity material, stationery, posters, and other written or electronic materials and on its premises the following: “This program/project is supported in part (in full) by the Commonwealth of Massachusetts Department of Mental Health.” Concerns related to the identification of DMH as a funder must be discussed with DMH prior to the creation or distribution of materials supported with contract funds.

4.1.9 Environmentally Friendly Services. Pursuant to Executive Order 515, establishing an Environmental Purchasing Policy, DMH is required to procure environmentally preferable products and services (EPPs) whenever possible. Contractors, in delivering services under the Contract, must take action to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products.

4.2 Fiscal Specifications

Contractors will be reimbursed using one of three payment mechanisms set forth in Subsection 3.1. The mechanism selected by DMH may vary by SOW, based on the nature of the SOW activity and what creates Best Value for DMH. The payment mechanism will be finalized as part of the applicable SOW negotiations (see Section 6) and the method agreed upon will be stated in the SOW; together with information needed implement the method as set forth in Subsection 3.1.1

4.2.1. Reimbursement Options. When DMH enters into a SOW with a Contractor, the SOW will state which one of the following three payment mechanisms will be utilized for the SOW:

a. Unit Rate. If the rate reimbursement structure is used for a project/service, the SOW will reflect the agreed upon personnel that will be utilized for the project, the hourly rate(s) for such personnel and the maximum number of units for each rate that may be billed. The Hourly rates will be all inclusive (i.e., all related fringe benefit costs; profit (as allowable); other direct, clerical, administration, indirect, overhead and incidental costs, such as travel, accommodations, meals, non-deliverable related printing, equipment, and supplies). In accordance with the Cost Proposal Workbook, Applicants must submit their proposed rates as part of their response and final rates will be negotiated as part of Contact award.

b. Cost Reimbursement Budget. If the cost reimbursement structure is used for a project/service, the SOW will include a line-item budget and a Maximum Obligation Amount. This is the maximum amount a Contractor can bill DMH for the project. The actual budget and Maximum Obligation Amount will be determined as part of the Requests for Quote and negotiation of the SOW. In accordance with the Cost Proposal Workbook, Applicants must submit in their response the range of costs for the different components of the standard budget that will be used for this purpose (e.g., personnel salary, fringe and indirect), program support, occupancy, administrative and if applicable, profit, and any other contingencies or considerations that could impact pricing for services to be delivered under the Master Agreement.)

c. Fixed Cost based on Deliverables and Milestones (Fixed Cost). If the Fixed Cost method is used for a project/service, the SOW will list the deliverables/milestones, dues dates; acceptance criteria and the reimbursements amount for each deliverable/milestone. The deliverables/milestones and associated reimbursement amounts will be determined as part of negotiation of the SOW and will be based principally on the information provided in the Applicant’s Cost Proposal Workbook. This pricing will be done as part of the SOW engagement process. Please see the Cost Proposal Workbook for more information.

4.2.2 Unless a cost is specifically identified and approved in a SOW in a Rate or Cost Reimbursement SOW, it will not be reimbursed by DMH. Similarly, DMH will on only reimburse Contractors for deliverables as identified in the applicable Fixed Cost SOW.

4.2.3 All costs listed by a Contactor for reimbursement either through the Rate or Cost Reimbursement mechanisms may be amended throughout the life of the Contract, in accordance with the Commonwealth Terms and Conditions.

4.3 Invoicing and Reports

4.3.1 Contractor Responsible for all Invoicing. A Contractor must be the single source for billing and receiving payments from DMH for all services rendered by it or its subcontractors.

4.3.2 Invoicing. A Contractor may only bill for services to the extent authorized in a signed Statement of Work.

a. Rate and Cost Reimbursement. When a Contractor has a current SOW, the Contractor will be required to have in place mechanisms to gather and submit to DMH monthly an invoice for the services that were provided in the previous month that are billable to DMH.

4.3.3 Reports. As part of a SOW, a DMH Area or Division in a SOW may require a provider to furnish regular reports on status of the project/service; including when applicable, the collection of data regarding the population served.

A Contractor must furnish such other reports as DMH may request that are relevant to its operations.

4.3.4 Electronic Funds Transfers. Payment through Electronic Funds Transfer is required for any SOW executed as a result of this solicitation. See the Bid’s COMMBUYS file for this form needed to sign-up for Electronic Fund Transfers.

SECTION FIVE RESPONSE REQUIREMENTS

5.1 On-Line Response

A response to this RFA must be submitted through COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page. To register, go to www.COMMBUYS.com and click on the “register” link on the front page. An Applicant awarded a Contract under this RFA, if any, must maintain an active seller account during the duration of its Contract, by reviewing their registration information regularly and maintaining its accuracy. See the “COMMBUYS Registration” section in the exhibit OSD RFA - Required Specifications for Purchase of Service, for more information.

Quotes submitted via COMMBUYS must be signed electronically by the Applicant or the Applicant’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Applicants do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this, the submitter attests that s/he is an agent of the Applicant with authority to sign on the Applicant’s behalf, and that s/he has read and assented to each document’s terms.

5.2 Response Requirements

5.2.1 There are three parts to the Response.

a. The Application Form. The Application Form included in the Bid’s COMMBUYS file must be used for this purpose. The instructions for completing the form are also included in the Bid’s COMMBUYS file.

b. The Cost Proposal Workbook. The Cost Proposal Workbook and instructions that must be used can be found in the Bid’s COMMBUYS file.

c. Application and Cost Proposal Attachments. All attachments must be submitted as one (1) PDF with all Attachments numbered and in the order they are listed in the list of permitted attachments included in the Application Form (including those required by the Cost Proposal Workbook). The attachments must be limited to those specifically listed in the Application Form. Any attachment that is submitted that was not specifically asked for in the Application will not be reviewed.

5.2.2 Naming Convention. The three parts of the response must be submitted on COMMBUYS using the file naming convention specified below. The Description entered during the file upload process ensures each file is readily identified by Applicant’s name and content. The File Name assigned by the Applicant as stored on their computer or network must be structured such that each file can be processed by the upload tool. The upload tool will reject any file name that includes spaces or symbols, like the brackets [ ] some systems apply when files are downloaded from the Internet.

Response Requirement

File Name - Assign when creating files; insert Applicant’s Name in the File Name