Continuing Studies RFR .docx

THE COMMONWEALTH OF MASSACHUSETTS

Center for health information and analysis

501 Boylston Street, Suite 5100 Boston, MA 02116

Request for Response (RFR)

Research and Analytics Support to the Programs of Continuing Studies

RFR # 2022-004

COMMBUYS Bid# BD-22-1052-7000-67023 Date: 11/16/2021

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

Table of Contents

Procurement Title and Contact Information

Description or Purpose of Procurement

0. Background CHIA is an independent agency established pursuant to M.G.L. c. 12C, a health care reform law enacted to improve health care quality and contain health care costs. CHIA’s mission is to monitor the Massachusetts health care system and to provide reliable information and meaningful analysis for those seeking to improve health care quality, affordability, access, and outcomes. CHIA also acts as a principal repository for health care data collected by the state and is responsible for the Massachusetts All Payer Claims Database (APCD) and the Acute Hospital Case Mix Databases (Case Mix Databases). CHIA also is responsible for conducting the Massachusetts Health Insurance Survey and the Massachusetts Employer Survey. CHIA’s vision is to be the hub of information and analysis with respect to the Massachusetts health care system, connecting our products to policymakers, providers, public and private payers, employers, researchers, and the residents of the Commonwealth.

In furtherance of its mission and its efforts in connecting health care information and related analysis with stakeholders, CHIA seeks to strengthen its ongoing Programs of Continuing Studies to examine areas of interest including, but not limited to: uninsurance, underinsurance, and health care affordability; behavioral health; health care utilization; health care equity; and social determinants of health. CHIA has been performing analysis on these topics through our existing reports. For details on existing work, please refer to Attachment A.

CHIA is interested in partnering with researchers and/or research teams, particularly researchers from academic institutions, in addressing existing or emerging issues within its Programs of Continuing Studies. We are interested in projects that either cover specific topical areas CHIA has not examined; enhance work that CHIA has previously done; or provide supplemental support to existing CHIA data analytics, methodologies, or studies beyond CHIA’s capacity to study aforementioned areas.

0.1 Procurement Scope and Goals

The goals of this procurement are:

To conduct a research study/studies on topics of interest to the Programs of Continuing Studies;

To identify/develop analytic methodologies and apply these methodologies using CHIA data assets and potential external data sources as part of the study;

To deliver results of the study to CHIA and work collaboratively with CHIA on public reporting of the results, which may include, but not be limited to: CHIA reports; research briefs; White Papers; submissions to peer-reviewed journals; or abstracts submissions to conferences;

To connect research study to policy and disseminate findings to policymakers to inform ongoing health care policy work in Massachusetts.

Applicable Procurement Law

Executive Branch Goods and Services

Acquisition Method

☒ Fee-For-Service

☐ Outright Purchase

☐ Rental (not to exceed 6 months)

☐ Term Lease

☐ License

☐ Other: Click here to enter text.

Whether Single or Multiple Contractors are Required for Contract

Check One (“X”):

☐ Single Contractor

☒ Multiple Contractors

a. Estimated Number of Awards The target maximum number of Contractors is one; however, CHIA may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so. It is intended that this RFR will allow CHIA to procure a research and analytic services Contractor that will be responsive and able to facilitate the tasks and responsibilities solicited herein.

b. Adding Contractors after Initial Contract Award If, over the life of the contract, the CHIA determines that additional Contractors may be added, these may first be drawn from qualified companies which responded to this Bid but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Quotes.

Entities Eligible to Use the Resulting Contract

☐ Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

List Other Entities if applicable The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

☒ Limited User Contract – Restricted to Use by Issuing Entity Only.

Expected Duration of Contract (Initial Duration and any Options to Renew) The expected duration of this contract is as follows:

Initial Duration

6/30/2026

No goods may be ordered and no new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired.

0. Performance and Payment Time Frames Which Continue Beyond Duration of the Contract All agreements for services entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes limited to the time frame and services established per each written agreement. No new agreements for services may be executed after the Contract has expired. Any Contract termination or suspension pursuant to this section shall not automatically terminate any agreements for services already in place unless the Purchase Entity also terminates said agreements for service, which were executed pursuant to the main Contract.

0.3 Estimated Value of the Contract

The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. CHIA is unsure of the dollar value of the Contract to be awarded as a result of this Bid, but anticipates that the total value of all Contracts in the aggregate will not exceed the WTO limits.

Contract Performance and Business Specifications

0. Scope of Services Overview CHIA is seeking proposed research projects to strengthen its ongoing Programs of Continuing Studies to examine areas of interest including, but not limited to: uninsurance, underinsurance, and health care affordability; behavioral health; health care utilization; health care equity; and social determinants of health. Proposed topics may include one or multiple areas of interest in the study.

Some examples of potential topics for research proposals in the areas of interest include:

Uninsurance, underinsurance, and health care affordability, pertaining to coverage churn and transition, prescription drugs and cost variation, and out-of-pocket expenses;

Behavioral health, pertaining to unmet needs and access in behavioral health care, behavioral health service patterns, substance use disorder interventions in acute care settings, behavioral health and hospital readmissions/revisits;

Health care utilization, pertaining to hospital utilization and physician referral patterns, emergency department utilization and primary care access, high-value low-cost care, outpatient care and services;

Health care equity, examining disparities in preventative care and utilization, disparities in hospital utilization, disparities in health outcomes, health care equity and workforce;

Social determinants of health, regarding impact of social risk factors on behavioral health outcomes, hospital readmissions/revisits, health care access, use, and affordability.

Within an established service level agreement on the proposed research project, the Contractor(s) would provide:

Documentation of the research questions and study methodologies;

Any data assets utilized in the study that are external to CHIA;

Results of the study and either a written report and/or consultation as CHIA develops reporting;

Documentation outlining all methodologies applied;

Technical write-ups for the completed work as needed;

Guidance and consultation regarding specific research, analytic, statistical methodologies that are appropriate to address goals and objectives of respective projects involved; and Participation in the drafting/preparation, and help reviewing the report(s) and briefs resulting from partnership with CHIA.

CHIA will own all deliverables and retain rights to distribute results to its stakeholders.

0.5 Contractor Tasks and Responsibilities

Attend and participate in periodic meetings during the contract term, and more frequently if determined necessary by CHIA;

Provide written documentation of a detailed timeline, study design, and methodology, including research and analytic plans;

Consider any feedback from CHIA regarding timeline, study design, and methodology;

Work closely with CHIA to refine research objectives and methodologies on the agreed-upon study objectives;

Lead and manage research projects to achieve the agreed-upon study objectives;

Conduct research project(s) to achieve the agreed-upon study objectives; Assist CHIA in understanding the data analysis and any complexities that develop;

Provide draft and final documentation of research questions, study methodologies, and results for review to CHIA;

Revise and finalize all deliverables with feedback provided by CHIA;

Participate in the drafting and preparation of report(s) and briefs resulting from these projects with CHIA; Provide detailed critical review and written comments and recommendations on drafts of report(s) and brief(s) resulting from these projects with CHIA; Provide guidance and advisement regarding specific research, analytic, statistical methodologies to CHIA staff, resulting from these projects;

The Contractor, to the extent applicable, will forward all drafts of any scientific abstracts, papers, journal articles, publications, and/or press coverage based on these research project(s) to CHIA for review prior to submission for publication or media publicity. The Contractor must acknowledge that all copyright interests in materials produced as a result of this agreement are owned by CHIA, including data, products and deliverables. The Contractor must obtain prior written approval from CHIA before disseminating any data resulting from this project to a third party for any purpose, including secondary data analysis;

In any communication media and dissemination vehicles (books, journal articles, abstracts, briefs, manuscripts, videos, blogs, etc.) referring to or resulting from these projects, the Contractor shall provide appropriate acknowledgement of CHIA’s financial support; consult with CHIA in advance regarding the manner and nature of said acknowledgement; and allow CHIA an opportunity to review and comment upon the intended acknowledgement prior to finalizing the product.

0.6 CHIA Tasks and Responsibilities

In connection with any contract(s) awarded for the Scope of Services herein:

Attend and participate in periodic meetings during the contract term, and more frequently if determined necessary by CHIA;

Work with Contractor to achieve the agreed-upon study objectives;

Make best effort to provide Contractor all data and other information within its control in a timely manner, consistent with state and federal laws and regulations regarding data privacy and security, to achieve the agreed-upon study objectives;

Review and provide comments and/or feedback on Contractor’s reports, research methodologies and results on agreed-upon study objectives;

Review and provide comments on all manuscripts, technical write-ups, presentation, and other documentation on agreed-upon study;

Review all Contractor deliverables, and submit to the Contractor a written request for clarification if required; Other tasks as mutually agreed with the Contractor.

0.7 Timetable

Timetable will vary depending on project.

The below timetable is an example of a typical 12-month project cycle.

January-February 2022 Kickoff meeting with CHIA.

April 2022 Review research plan(s)

June 2022 Mid-Year Contract/Performance Review

July 2022 Finalize research/analytic plan(s)

August 2022 Deliver preliminary results to CHIA

September 2022 Draft report and deliverables to CHIA. Revise as necessary

October/November 2022 Revised report and deliverables based on CHIA’s feedback

December 2022 Present findings to audience convened by CHIA. Deliver final report and deliverables to CHIA

0.8 Change in Scope/Additional Responsibilities

CHIA shall have the option, at its sole discretion, to modify, increase, reduce or terminate any activity related to any contract that may result from this RFR whenever, in the judgment of CHIA, the goals of the project have been modified or altered in a way that necessitates such changes. CHIA may determine that additional work products are necessary to accomplish the objectives of this RFR or that certain items are not required or must be substantially modified. The Contractor and CHIA may negotiate changes to the statement of work that are in the best interests of the Commonwealth. CHIA will provide prior written notice of any such action to the Contractor and the parties will negotiate the effect of such changes in scope on the schedule and payment terms.

0.9 Fiscal Terms

Bidders shall submit a detailed project-based budget for services as detailed in Scope of Services (8.1) \ of this RFR. The rate of indirect cost recovery is capped at 12%.

The cost proposal or Response must reflect specific and transparent pricing information. The cost proposal must also reflect whether subcontractors will be engaged, an estimate of the portion of the projects to be completed by subcontractors, and the maximum hourly rates for each type of subcontractor.

Contract funds are specific to a fiscal year and any funds unspent at the end of a fiscal year do not carry forward to a subsequent fiscal year.

0.10 Commonwealth Tax Exemption

Invoices or invoices submitted to Massachusetts government entities must not include sales tax.

0.11 Data Use and Confidentiality

It is acknowledged that in the course of providing services under a resulting Agreement, the Contractor may be provided with access to Confidential Information, as defined herein. If the Contractor is provided access to Confidential Information, this Section sets forth the terms and conditions pursuant to which Confidential Information that the Contractor uses, maintains, discloses, receives, creates or otherwise obtains from or on behalf of CHIA will be handled during the term of and after the termination of the services.

Confidential Information includes Identifiable Confidential Information and CHIA Confidential Information both as defined below.

A. Identifiable Confidential Information “Identifiable Confidential Information” shall mean any “Personal Data” as defined in M.G.L. c. 66A; any “Personal Information” as defined in M.G.L. c. 93H; any “Patient Identifying Information” as defined in 42 CFR Part 2; any “Protected Health Information” as defined in the Privacy Rule (45 CFR 160.103) and 957 CMR 5.00; and any other individually identifiable information, as defined under any federal or state law (including for example any state or federal tax return information), that the Contractor uses, maintains, discloses, receives, creates or otherwise obtains under a resulting Agreement. Information, including aggregate information, is considered Identifiable Confidential Information unless it is fully de-identified in accord with 45 CFR 164.514(a), (b), and (c).

If the Contractor has access to Identifiable Confidential Information, the terms of the Data Use Agreement attached hereto and incorporated herein, shall apply. Further, prior to execution of an agreement for services Contractor must provide a Data Management Plan that must be approved by CHIA.

If the Contractor is not authorized under a resulting Agreement to obtain Identifiable Confidential Information, but receives such information inadvertently, the Contractor shall immediately notify CHIA, destroy the information and submit a Certificate of Destruction.

If the Contractor has access to Patient Identifying Information, as defined under 42 CFR Part 2, the Contractor shall adhere fully to any and all restrictions on the use and/or disclosure of such information as required by the federal regulations governing the Confidentiality of Substance Use Disorder Patient Records, 42 CFR Part 2.

B. CHIA Confidential Information “CHIA Confidential Information” shall mean records and information maintained by CHIA that are exempt from disclosure under public records law, as defined by M.G.L. c. 4 §7, and may include correspondence, documents, raw and aggregate data (including data submitted by payers), studies and reports, and policy under development. CHIA Confidential Information also includes information identified as “Confidential” under a resulting Agreement.

If the Contractor has access to CHIA Confidential Information, the Contractor shall take reasonable steps to ensure the physical safety of such information, as well as manually held information under its control. Such steps may include, but are not limited to: the use of devices and methods such as alarm systems, locked files, guards, camera surveillance of work areas or other devices reasonably expected to prevent loss or unauthorized removal of manually held information. In addition, the Contractor agrees to take reasonable steps to prevent unauthorized use of passwords, access logs, badges or other methods designed to prevent loss of or unauthorized access to electronically or mechanically held information by using methods including, but not limited to: restricted terminal access, restricted access to input and output documents and other such restrictions designed to protect CHIA Confidential Information.

The Contractor shall require all employees, agents, and/or subcontractors who use, maintain, disclose, receive, create or otherwise obtain Confidential Information to sign the Confidentiality Agreement, attached hereto and incorporated herein. The Contractor shall maintain a log of all individuals who sign a Confidentiality Agreement.

Unless otherwise set forth under this RFR, all Confidential Information will be destroyed or returned to CHIA upon termination of the services. If Contractor is authorized to destroy Identifiable Confidential Information under the terms and conditions of the Agreement, the Contractor shall complete and return, within two (2) business days of destruction, the Certificate of Completion and Data Destruction attached to and incorporated within the Data Use Agreement.

0.12 Performance Measures

The Contractor will be expected to participate in various project management activities throughout the contract period. The Contractor must participate in an initial, inaugural contract kick-off meeting (including virtual/remote session), wherein project-specific expectations will be set, including expected methodology, project scope, and timeline. This meeting will be followed by weekly, biweekly or monthly contract calls (including virtual/remote session), as needed, where the Contractor will be expected to update CHIA staff on the team’s progress; these calls will also present an opportunity for each Contractor to ask any questions or share any information the Contractor may have with CHIA staff, and for both Contractor and staff to troubleshoot issues. More frequent (weekly or biweekly) calls may be warranted at the inception and conclusion of the contract.

The resulting contract will require collaboration between CHIA and the Contractor. Accordingly, the Contractor will: respond to inquiries by CHIA staff; and work in collaboration with CHIA staff.

Further, in the performance of the resulting Contract, any contract materials, including, though not limited to, final reports, deliverables, data used or produced and related documentation must be shared with CHIA and become the property of CHIA.

0.13 Corrective Action Plan

At any point during this Contract, if CHIA identifies, in its sole judgment, any deficiency in the Contractor’s performance under this Contract, CHIA may require the Contractor to develop a corrective action plan to correct such deficiency. The Contractor must submit any such corrective action plan to CHIA within three business days of the request; the Contractor must implement such corrective action plan only as approved or modified by CHIA in accordance with the dates/timeline in the approved corrective action plan.

0.14 Publicity, Publications, Ownership and Acknowledgement of Support

The Contractor shall not use the name and/or contact information of CHIA or CHIA staff or CHIA’s trademark/logo in any form of publicity without first obtaining prior written approval of CHIA.

Drafts of intended presentations or publications concerning Contractor results in connection with this project, such as scientific abstracts, papers, journal articles, publications, and/or press coverage shall be forwarded to CHIA for review, comment and written approval before submission or publication.

Upon publication, following CHIA’s review, comment and written approval, CHIA reserves the right to simultaneously establish a link from CHIA’s website to the Contractor Institution’s website for non-restricted access to the presentation or publication. The Contractor agrees to provide the appropriate online link to the presentation or publication, including published journal articles, presented abstracts, and other published products.

All materials generated in accordance with the resulting Contract are the property of CHIA. Except as may otherwise be provided herein, all copyright interests in materials produced as a result of this Contract are owned by CHIA including primary data, products and deliverables. The Contractor must obtain prior written approval from CHIA before disseminating data resulting from this project to a third party.

The Contractor shall provide acknowledgement of CHIA’s financial support in any published work referring to or resulting from this project, and shall consult with CHIA in advance regarding the manner and nature of such acknowledgement prior to submission and publication.

Other material, such as press releases, derived from the Contractor’s performance of this Contract shall not be published or offered for publication through any medium of communication without the prior written approval of CHIA.

Evaluation Criteria

All qualified proposals will be reviewed and ranked by the Review Committee. Review Committee composition shall adhere to Conflict of Interest laws. All Review Committee members shall be familiar with all parts of the Request for Responses package. The Committee shall evaluate each proposal against the criteria on the ranking sheet.

All qualified proposals will be reviewed using the RFR Submission Evaluation Scoring Table and the RFR Proposal Review Evaluation Criteria, shown herein. The number of evaluation points for each section will vary according to the value assigned to that particular aspect of the proposal.

0. RFR Submission Evaluation Scoring Table

The Bidder did not respond to the requirements or the response reflects no understanding of the requirements.

The Bidder demonstrates a minimal understanding of the requirements, but does not provide adequate detail or reflects more deficiencies than strengths.

The Bidder’s response meets minimal requirements and demonstrates strengths, but also weaknesses.

The Bidder’s response reflects a solid understanding of the issues and satisfies all the requirements. The strengths outweigh the deficits.

The Bidder’s response satisfies all the requirements; exceeds some.

The Bidder’s response is complete and exceeds all requirements.

0.16 RFR Proposal Review Evaluation Criteria

EVALUATION CRITERIA

Relevant Qualifications and Experience: The Bidder is a recognized expert in the subject area(s) with a track record of publications. The Bidder has a well-developed understanding of the Massachusetts health care system, related issues and challenges.

Approach: The Bidder has provided a methodological approach that is clearly delineated to accomplish CHIA’s goals; proposals will be evaluated for their strength and comprehensiveness.

Responsiveness: The Bidder has described its anticipated process or provided other information that will assist CHIA in understanding how the Bidder will carry out the items delineated in the Scope of Services.

Capacity and Timeliness: The Bidder has demonstrated its ability to produce all deliverables delineated in the Scope of Services.

Costs: Quote reviewed based upon reasonableness of proposed costs.

The Committee may also use sources other than the written proposal to evaluate proposals. Other sources of information may include Oral Presentations by Bidders, and verbal or written responses to questions posed by Committee members.

The Committee will complete a rating sheet for each proposal reviewed. In addition to the above evaluation criteria, CHIA will select and enter into a contract(s) with the candidate(s) whose proposals, in reviewers’ opinions, provide the best value for the services required. Lowest price will not be the sole determining factor in awarding the contract.

Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

The relevant scope and budget should be clearly delineated. CHIA will not accept proposals of alternative solutions or options that do not adhere to the requirements, activities, deliverables and work products as identified in this RFR. Any Bidder that disregards a requirement in this RFR simply by proposing an alternative to it will have submitted a defective proposal that CHIA may reject.

0. Quote (Proposal) Contents Responses to this RFR must be in the form of a proposal package that must be submitted in the format described below. Page limit for the Comprehensive Response and Cost and Fees should not be exceeded. Proposals with more than 19 pages for these two sections will not be considered. Any submission that fails to meet the submission requirements of the RFR, will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the Bidder to make minor corrections to the submission.

0.18 Proposal Package

1) Cover Page

· Submit on letterhead stationery, signed by a duly authorized officer, employee, or agent of the organization/firm. Include: RFR Number and Title.

2) Table of Contents

· Table of contents is intended to organize the proposal package for the evaluators.

3) Comprehensive Response

· Provide a detailed description of the Bidder’s experience and background in providing services similar to the Scope of Services, and Relevant Qualifications requested herein:

· Throughout your response, please detail how the Bidder can meet or exceed the Relevant Qualifications to provide the Scope of Services required. If applicable, please include any anticipated limitations or challenges.

Future work/projects may be billed as either hourly or project-based; this will be determined on an individual project basis, in consultation between the CHIA and the contractor.

This budget would be revisited by CHIA and the Bidder at the time of each annual renewal. All rates submitted with the Bidder’s proposal will be valid through June 30 of the following year. If CHIA opts to renew a contract, a contractor may submit new rates at that time for the consideration of CHIA. There is no guarantee expressed or implied as to the total to be expended under any contract pursuant to this RFR.

In order to provide potential savings to the Commonwealth, Contractors may request to reduce approved maximum rates for current titles during the year.

4) Appendices

· Provide proposed staffing plan for the project, including:

· A description of how the team will operate;

· Proposed roles of each employee related to the Scope of Service requested herein;

· Identify the Project Manager, who will be responsible for the entire project; provide three (3) professional references for this person; and

· A resume of each employee who will be engaged in the Scope of Services.

· Provide a list of prior clients for whom the Bidder performed services similar to the Scope of Service.

· Provide references of the Bidder, including four (4) other clients for whom the Bidder has provided services similar to the Scope of Services and, for each such reference, briefly describe the scope of the similar service, the business name, the identification of a contact person, the title of the contact person and a telephone number.

5) Required Forms shown in Section 14

0.19 Quote Submission Method

Online Quote Submission via COMMBUYS is required.

All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

0.20 COMMBUYS Quote Submission Training and Instructions

The following resources are provided to assist Bidders in submitting Quotes:

· Appendix B, Instructions for Vendors Responding to Bids Electronically through COMMBUYS, which is part of this document;

· An online job aid on How to Create a Quote;

· Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

0.21 COMMBUYS Support

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

0.22 Electronic Signatures

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

0.23 Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

Withdrawing a Quote

0. Prior to Bid Opening Date/Time Quotes may be withdrawn using the “Withdraw Quote” button offered under the Summary tab of a submitted Quote.

0.25 After Bid Opening Date/Time

No Quote can be withdrawn after the Bid Opening Date/Time. If the Bidder wants to remove a Quote from consideration, contact the CHIA contact provided in the Bid for guidance.

Estimated Procurement Calendar

0. Procurement Calendar Updates Times are Eastern Standard/Daylight Savings (US), as applicable. If there is a conflict between the dates in this RFR Calendar and the dates posted to COMMBUYS, the posted dates shall prevail. Any changes in the RFR Calendar that are made after the RFR has been published will not result in amendments to the RFR and the related RFR Calendar therein. Instead, such changes will appear only on COMMBUYS. Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

0.27 Alterations

Bidders may not alter (manually or electronically) the Bid language or any Bid component files, except as directed in the RFR. 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 Bid.

0.28 Ownership of Submitted Quotes

CHIA shall be under no obligation to return any Quotes or materials submitted by a Bidder in response to this Bid. All materials submitted by Bidders become the property of the Commonwealth of Massachusetts and will not be returned to the Bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s Quote, whether or not the Quote is selected for Contract award.

Quotes stored on COMMBUYS in the encrypted lock-box are the file of record. Bidders retain access to a read-only copy of this submission via COMMBUYS, as long as their account is active. Bidders may also retain a traditional paper copy or electronic copy on a separate computer or network drive or separate media, such as CD or DVD, as a backup.

0.29 Prohibitions

Bidders are prohibited from communicating directly with any employee of the procuring Department or any member of CHIA or CHIA regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person using the contact information provided in this Bid in the event that this RFR is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the COMMBUYS Helpdesk.

In addition to the certifications found in the Commonwealth’s Standard Contract Form, by submitting a Quote, the Bidder certifies that the Quote has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding or planned common course of action with, any other Bidder of the commodities or services described in the RFR.

0.30 Online Questions (Bid Q&A)

Written Questions must be entered by pressing the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of Bidders and the awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of their contact person and if awarded a contract, their contract manager, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/awarded Contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

0.31 Bid Amendment Deadline

The Purchasing Department reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

0.32 Quotes (Bid Response) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

0.33 Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

0.34 Bidders’ and Contractors’ Contact Information

It is the prospective Bidder’s and awarded Contractor’s responsibility to keep their contact person and contract manager information current. If this information changes, the Bidder/Contractor must notify the Contract Manager by email immediately, using the address located in the Header Information of the Purchase Order or Master Blanket Purchase Order on COMMBUYS.

The Commonwealth assumes no responsibility if a Bidder’s/Contractor’s designated email address is not current, or if technical problems, including those with the Bidder’s/Contractor’s computer, network or internet service provider (ISP), cause e-mail communications between the Bidder/Contractor and the SST to be lost or rejected by any means including email or spam filtering.

Audit During the term of this Agreement and for a period of six years thereafter, CHIA, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Contractor's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Contractor has materially overcharged CHIA, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

Required Forms Responses to this RFR must contain the following documents:

(REQUIRED AFTER AWARD)

Electronic Submission and Wet Ink Signature or DocuSign Required

(REQUIRED AFTER AWARD)

Signature Required

(REQUIRED AFTER AWARD)

Electronic Submission and Wet Ink Signature Required

(REQUIRED AFTER AWARD)

Electronic Submission and Wet Ink Signature or DocuSign Required

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

RFR Attachments Appendix A: Required Specifications Appendix B: Electronic Quote Submission Instructions Appendix C: RFR – Other Specifications (For Review Only, Vendors may need to sign a Confidentiality Agreement, a Data Use Agreement or a Data Management Plan at Contract Award depending on the type of services provided.)

Appendix D: Instructions for Execution and Submission of Commonwealth Standard Forms

REQUEST FOR RESPONSE

Research and Analytics Support to the Programs of Continuing Studies RFR # 2022-004 / COMMBUYS Bid# BD-22-1052-7000-67023

APPENDIX A - RFR - Required Specifications for Commodities and Services

In general, most of the required contractual stipulations are referenced in the Standard Contract Form, Standard Contract Form Instructions and Contractor Certifications, and the Commonwealth Terms and Conditions. However, the following RFR provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00.

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00. Additional definitions may also be identified in this RFR. Other terms not defined elsewhere in this document may be defined in OSD’s Glossary of Terms. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

It is each Bidder’s responsibility to check COMMBUYS for:

· Any amendments, addenda or modifications to this Bid, and

· Any Bid Q&A records related to this Bid.

The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

COMMBUYS Registration. Bidders may elect to obtain a free COMMBUYS Seller registration which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: (1) they will maintain an active seller account in COMMBUYS; (2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes; (3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is activated; (4) Bidder understands and acknowledges that all references to the Comm-PASS website or related requirements throughout this RFR, shall be superseded by comparable requirements pertaining to the COMMBUYS website; and (6) in the event the Commonwealth adopts an alternate market center system, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

The COMMBUYS system introduces new terminology, which Bidders must be familiar with in order to conduct business with the Commonwealth. To view this terminology and to learn more about the COMMBUYS system, please visit the COMMBUYS Resource Center.

Multiple Quotes. Bidders may not submit Multiple Quotes in response to a Bid unless the RFR authorizes them to do so. If a Bidder submits multiple quotes in response to an RFR that does not authorize multiple responses, only the latest dated quote submitted prior to the bid opening date will be evaluated.

Quote Content. Bid specifications for delivery, shipping, billing and payment will prevail over any proposed Bidder terms entered as part of the Quote, unless otherwise specified in the Bid.

Best Value Selection and Negotiation. The Strategic Sourcing Team or SST may select the response(s) which demonstrates the best value overall,…