DCF TRAINING19 RFR_Restatement_08.2023.docx

Request for Response (RFR)

RFR Title: Training and Curriculum Development

RFR Number: DCF TRAINING19

May 2018

August 2023 Restatement

The Department of Children and Families (DCF) is seeking responses from individuals and organizations that can (1) deliver training to professional adults working in a child welfare setting and (2) develop curriculum in the field of child welfare as well as in areas that support child welfare.

RFR # & Date Page 1

RFR Re-Bid 10-1-13 May 2018 Page 1

TABLE OF CONTENTS

RFR-DEPARTMENT OF CHILDREN AND FAMILIES ATTACHMENT…………………………………………..20

RFR-ATTACHMENTS

RFR Cover Sheet and Checklist

SECTION 1 PURPOSE OF PROCUREMENT AND BACKGROUND DESCRIPTION

The Department of Children and Families (DCF) is seeking responses from individuals and organizations that can (1) deliver training to professional adults working in a child welfare setting and (2) develop curriculum in the field of child welfare as well as in areas that support child welfare. A detailed description of the services to be purchased is contained in the Contract Specifications and Performance Specifications section of this RFR.

Procurement Vision Statement The delivery of appropriate and quality services to children and families requires that Department staff at all levels and community partners have the knowledge, skills, and ability to apply the best practices available in child welfare. This knowledge and skill is provided to Department staff through professional development opportunities, training, and field experiences grounded in the key practice expectations of critical thinking, clinical formulation, team decision making, basic analysis and quality oversight. Important components of professional development are the in-service courses developed and delivered through the Department’s Child Welfare Institute (CWI). The courses that CWI offers cover a broad range of topics relevant to current child welfare practice that is research and evidence-based which range from foundational practice competencies for new workers, to highly technical clinical practice for supervisors, to teach coaching, quality oversight, and decision making skills for managers. CWI requires the availability of experienced professionals with current and relevant practical knowledge, skills, and abilities to develop and deliver training in an adult setting that blends classroom instruction with online learning wherever possible.

SECTION 2 CONTRACT SPECIFICATIONS

The purpose of this RFR is to find, contract with, and use experts who can develop, deliver and support the best possible training grounded in current child welfare research and evidence-based practices.

While the goal of having a highly trained and skilled child welfare workforce is important, quality child welfare best practice is more than providing good service delivery. Supervisory and management skills, program development and implementation, and skills such as evaluation and reporting, all play an important part in supporting day-to-day child welfare practice. In addition, we need our partners (public and private agencies, foster and adoptive parents, communities, consumers and other systems concerned with the safety, well-being and permanency of children) to be well-versed in the emerging or current research and evidence-based practices of appropriate family-centered child welfare social work. To this end, the Department also provides a range of capacity and skill-building trainings and professional development opportunities to a statewide network of Family Resource Centers which support community-connected preventive practice and direct services to families.

Child welfare services are constantly evolving. What was good practice several years ago has changed through innovations in practice, policy and legislation, and research. Emergent child welfare practices challenge line staff, supervisors, managers, and other community partners to constantly learn, reflect upon, and develop refined approaches to social work. Training and professional development can help staff meet these challenges, but only if they are grounded in the Department’s key practice expectations (see Section 1), contain current research (e.g., within the last 5 years), and include evidenced-based practice skills. To provide this training, the Department looks to experts who have embraced the Department’s key practice expectations of critical thinking, clinical formulation, team decision making, basic analysis and quality oversight as well as the key practice principles and standards outlined in the Child Welfare League of America’s National Blueprint for Excellence in Child Welfare (Attachment A) and can impart knowledge and skills through hybrid or classroom and online methods.

Services purchased under this RFR are divided into two primary categories: (1) Training and Facilitation and (2) Curriculum Development. Bidders may respond to the RFR for one or both categories or subcategories. A separate response will be required for each category to include their respective requirements. The following is a listing of the categories and detailed explanations of the services the Department seeks to purchase under each category, the expected compensation structure and required content of the response. All submissions to this RFR will respect the confidentiality of bidders and adhere to copyright implications for materials included to the extent allowed by law. All statements made by bidders as to their education, experience, and references may be subjected to verification by the Department as a condition of selection.

Child welfare practice training in the form of in-service courses, workshops, seminars, conferences, and/or symposia is an important mechanism used by the Department to provide professional development and instruction to its child welfare staff. The Department, through this RFR, seeks the services of highly qualified experts with current subject matter expertise, education, and experience to deliver training using classroom as well as online platforms and content, e.g., e-learning, simulations, etc. The topics that may be offered will cover a range of child welfare services at every level (foundational to more advanced); these may include but are not limited to critical thinking, cultural responsiveness and humility, writing and documentation in child welfare, and professional responsibility and ethics.

B. Child Welfare Practice Support Training in areas that support child welfare practice is an essential component of the Department’s educational efforts. The knowledge, skills, and application of innovative child welfare supervisory, management and leadership practices are important to decision making and the delivery of quality services. The Department seeks experts who can provide training in these and other areas that are supported by current research and evidence based child welfare practice. Further, the Department seeks trainers with expertise using online content and e-learning, organizational development, learning organization, change management, and supportive supervision who can deliver relevant hybrid or multi-media training to support reform efforts in the child welfare system. The range of training offered under this category must encompass all levels of staff experience (basic introductory techniques to advanced skills and practice).

The curriculum presented at any particular training may be owned by the Department, developed by the trainer and approved by the Department, developed by a third party and approved by the Department, or any combination of these. Bidders must be able to deliver the selected curriculum in an adult instructional setting that may include online platforms.

C. Specific Subject Matter Needs The Department’s mission and goals include providing training and professional development experience to staff and community partners in a variety of specialized subject matter needs. The Department, through this RFR, seeks the services of highly qualified experts with current subject matter expertise, education, and experience to deliver training. The specific subject matter training needed may cover a range of topics at every level (introductory to advanced), which may include but is not limited to Child Safety, Protection, Risk, Permanency, Well-being, Social Justice, Parenting Education and Engagement, Immigration and Legal Status, Diversity and Inclusion, Poverty, and Community Based Prevention Programs. Additionally, the Department seeks organizations who provide specialized Evidence-Based and Evidence-Informed Curriculum Trainings (they may be rated ‘Promising’ or ‘Emerging’ by at least one source that rates evidence-based programs).

The curriculum presented at any particular training may be owned by the Department, developed by the trainer and approved by the Department, developed by a third party and approved by the Department, or any combination of these. Bidders must be able to deliver the selected curriculum in an adult instructional setting that may include online platforms.

2.1.1 Co-Training and Co-Facilitation (Individuals Only)

The Department will at times need co-trainers and co-facilitators to support child welfare service courses, workshops, seminars, conferences and/or symposia. Co-trainers and co-facilitators work collaboratively with one or more trainers or facilitators to deliver approved curricula and content using relevant hybrid or multimedia methods to support reform efforts in the child welfare system. The range of co-trained and co-facilitated training will encompass all levels of staff experience (basic introductory techniques to advanced skills application and practice). The topics offered may include but are not limited to critical thinking, cultural responsiveness and humility, clinical formulation, and motivational interviewing. Course content Levels or Categories are:

Level 1 Course: Instructor-led course content. Simple content, repurposed content/material, minimal learning support materials, use of power points, and some group critical thinking discussions.

Level 2 Course: Instructor-guided course content. Multiple interactive practice exercises that require answering critical thinking questions, some reliance on power points, facilitated group work and or discussions, liberal use of media, e-learning content – video/mixed media to enhance practice and learning outcomes.

Level 3 Course: Instructor-guided course content. Minimal use of power points, highly interactive, possibly the inclusion of simulations, multiple interactive practice exercises, facilitated group work and/or discussions that require critical thinking, problem solving, and/or brief demonstrations by participants.

2.1.2 Training Consultation

Contractors may be required to facilitate or engage in training management and follow-up review calls and/or meetings with relevant DCF staff to provide pre and/or post training consultation. Consultations may also consist of, but not limited to identifying training coordination, development, or delivery strategies to support DCF priorities.

2.2.3 Submission Requirements for Training and Facilitation

Resume (individuals or principle trainers) List of Trainings and Facilitations (conducted within the last 2 years) 3 Samples of Trainings (conducted within the last 2 years) 3 Business References associated with the Training samples submitted Description of organization (FOR ORGANIZATIONS ONLY) includes experience relevant to child welfare practices and adult learning techniques

Submissions for Child Welfare Practice, Child Welfare Practice Support and Specific Subject Matter Needs will be evaluated to assess the following:

· Contemporary expertise in the specific subject matter required, as evidenced by education and experience

· Expertise in the facilitation and delivery of child welfare practice training, as evidenced by education and experience

· Knowledge and skills in the delivery of adult education and instruction (e.g., Cultural Responsiveness and Humility, Critical Thinking, Supervisor as Teacher and Facilitator, Trauma Informed Practice, Managing with Data)

Bidders may also be requested to conduct a 15 minute training demonstration on a subject selected in advance by the Department.

2.1.4 Payments

A. Payment under the Training and Facilitation category will be based on an established scale rate per hour for direct delivery of curriculum in an adult instructional setting as described in the Training and Facilitation Engagement Form Level 1,2,3 (Attachment B)[footnoteRef:1]. Under this category, there will be no additional payment for the development or any expenses associated with providing the training and/or facilitation, except in the circumstances set forth below. [1: Rates on Training and Facilitation Engagement Forms for Level 1, Level 2, and Level 3 are subject to change over the course of this procurement, and shall be reflected on the Engagement Forms posted on www.COMMBUYS.com at any given time. ]

Travel/Mileage reimbursement will only be considered, negotiated, and approved in advance at the time the contract is negotiated, in the sole discretion of the Department, with individuals or organizations that will provide either training and facilitation or curriculum development. Instances where the Department may consider reimbursement for travel/mileage include, but are not limited to following circumstances:

(a) the distance that the contractor must travel is unduly burdensome as determined by the Department;

(b) based upon the contractor’s unique leadership and or expertise (evidence-based) in a particular field which is needed by the Department.

B. Payment for the Co-Training and Co-Facilitation will be based on the course content Level and class enrollment.

Level 1 Courses pay 100% of the hourly training rate to a single (1) trainer/facilitator. When a co-trainer/co-facilitator is needed, the hourly rate will be 50% of the normal rate for each trainer present.

Level 2 Courses pay 100% of the hourly training rate to a single (1) trainer/facilitator. When a co-trainer/co-facilitator is needed, the hourly rate will be 75% of the normal rate for each trainer present.

Level 3 Courses pay 100% of the hourly training rate to a single (1) trainer/facilitator. When a co-trainer/co-facilitator is needed, the hourly rate will be 100% of the normal rate for each trainer present.

NOTE: The training slots or registrations numbers posed here account for a percentage of individuals that register and are unable to attend.

2.2 CURRICULUM DEVELOPMENT

A. Child Welfare Practice The development of child welfare practice curriculum requires extensive knowledge and experience both in the field of child welfare service delivery (practice) and in developing and authoring curriculum for adult learners. Individuals and organizations selected to provide these services will need to demonstrate expertise in both areas. Just as the field of child welfare practice is ever-changing and challenged to respond to new circumstances, policies and legislation, and priorities - so must the training related to child welfare practice evolve. Bidders will be expected to have developed a curriculum based on current research and evidence based practices. The curriculum for training Department child welfare personnel must be broad-based; to include but not be limited to the use of critical thinking, clinical formulation, trauma informed case management, difficult conversations, and family-centered practice perspective, but remain grounded in the Department’s key practice expectations. The Department seeks instructional materials that cover every facet of child welfare services, at every level of service delivery, and integrates classroom learning and transfer or learning, as well as online platforms and content, e.g., e-learning, simulations, etc.

B. Child Welfare Practice Support The development of support activity curriculum is essential, and must be based on research and evidence based methods that can be delivered in an adult instructional setting. Child welfare practice support activities – and the curriculum developed to enhance and improve these activities – include, but are not limited to, child safety, protection, risk and permanency, decision making in child welfare, documentation, use of data in case management, and effectively coaching or mentoring staff. Further, the Department seeks respondents with expertise in online content, organizational development, learning organizations, leadership and reflective management skills that can develop curriculum relevant to innovation within the child welfare system in Massachusetts. Within each of these broad categories, there are many skills and techniques, and the Department seeks curriculum that addresses these skills at every level.

Specific curriculum requirements for both Child Welfare Practice and Child Welfare Practice Support will be negotiated with the selected bidders and the Department will have final approval of the content. Selected bidders must be able to deliver a complete, ready-to-use curriculum in both printed and electronic format (PowerPoint presentations, reference materials, and online media).

2.2.1 Submission Requirements for Curriculum Development

Resume (individuals or principle developers) List of Curriculum Developed (authored or co-authored within the last 2 years) 3 Samples of Curricula (authored or co-authored within the last 2 years) 3 Business References associated with the curricula samples submitted Description of organization (FOR ORGANIZATIONS ONLY) includes experience relevant to child welfare practices and adult learning techniques

Submissions for both Child Welfare Practice and Child Welfare Practice Support will be evaluated to assess the following:

· Relatable expertise in child welfare practice service support activities, such as supervision, management and administration, as evidenced by education and experience.

· Prior development of curriculum in the areas of case management supervision, management and/or administration, with an emphasis on support activities related to child welfare services and decision-making.

· Contemporary knowledge and skills in the area of adult education and instruction (e.g., Cultural Responsiveness and Humility, Critical Thinking, Time Management, Trauma Informed Practice, Managing with Data).

2.2.2 Payment

Payment under the Curriculum Development category will be for the product delivered based on the development time as described in the Curriculum Development Engagement Form[footnoteRef:2] (Attachment C). [2: Rates on the Curriculum Development Engagement Form are subject to change over the course of this procurement, and shall be reflected on the Engagement Form posted on www.COMMBUYS.com at any given time.]

The curriculum developed under this category becomes solely the property of the Commonwealth of Massachusetts, Department of Children and Families, which may use or modify it in any way.

Contractors must adhere to DCF evaluation, quality assurance, and assessment expectations.

· Contractors and CWI will monitor and use feedback from participants to modify or adjust content and training delivery methodology as appropriate.

· Contractors will use feedback and constructive suggestions from CWI to improve the quality, applicability, and effectiveness of the course, training, or workshop when required.

· Contractors will consistently meet Department deadlines for the submission of training materials, changes to content, invoices and Engagement Form(s).

· Contractor is committed to continuous quality improvement

· Contractors will maintain a consistent aggregated participant rating score using a 1-5 point Rensis Likert scale of 3.75 or greater sample evaluation (Attachment D). Two scores below 3.75 within a contract year will require a formal performance discussion with the CWI Training Manager.

· DCF staff or designee will conduct routine evaluations using in-person observations of a contract trainer to assess their delivery method, as well as the quality, applicability, and effectiveness of the curriculum/content.

· DCF is committed to continuous quality improvement

· DCF and Contractor will meet to review Department needs, plan and schedule training and curriculum development needs

· DCF reserves the right to do an audio/visual recording of any trainings and/or facilitations of contractors for the purposes of continuous quality improvement and evaluation

3.2 Contractor Responsibilities

Contract documents are reviewed and submitted by the contractor as follows:

· Engagement Form is reviewed, completed and submitted prior to each scheduled engagement

· Billing is submitted no later than the 15th of the month following the completed engagement

· A complete billing packet is submitted, which includes the Engagement Form and other documents as negotiated

· Documents for review by DCF (final draft curricula documents and training materials) must be submitted electronically, at least 10 business days before the engagement date or as specified in the Engagement Form

· Feedback Forms are distributed and collected by the trainer at each of their trainings. All forms must be submitted to DCF staff within 5 business days of the completion of the training

· Contractor shall work with DCF to provide materials in alternative formats as needed to accommodate participants in training or who will use curriculum developed

· Contractor shall be responsive to requested changes

· Engagement Form is reviewed, completed and signed prior to each engagement

· Signed original Engagement Form is filed with contract documents and a copy is submitted to the contractor

· Billing packet is reviewed in a timely manner; errors or adjustments are returned to the contractor immediately

· Approved billing packet is submitted for process and payment in a timely manner

· Documents for review by DCF (curricula documents and training draft materials) are reviewed within 2 weeks of submission from contractor

· Feedback Forms are distributed to contractor prior to engagement

· Assigned Training Manager receives Feedback Forms within 5 business days of engagement and must follow up with the contractor.

· Feedback from participants is reviewed with the trainer/facilitator and adjustments are discussed and implemented

· DCF responds to inquiries from the contractor within 5 business days

RFR Title: Training and Curriculum Development RFR Number: DCF TRAINING19 Procurement Category: Management Education and Training Services UNSPSC Code: 86-13-20 Contact Person: Jorge Velázquez Address: Department of Children and Families 600 Washington Street Boston, MA 02111 Email Address: jorge.velazquez@massmail.state.ma.us

4.2 Regulations Governing Procurement

The terms of 801 CMR 21.00: Procurement of Commodities or Services Including Human and Social Services and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 and in 808 CMR 1.00. All communications, responses, and documentation must be in English and all cost figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR. In addition this RFR incorporates relevant provisions of the current Operational Services Division Required Specifications. Any updates or amendments to these Specifications during the life of this procurement are also incorporated.

4.3 COMMBUYS Market Center

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.

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.

4.4 Acquisition Method

Any contract that is awarded is fee-for-service. Payment will be made on a rate basis as negotiated. This is NOT a maximum obligation contract.

4.6 Single or Multiple Departments

Only the Department of Children and Families will contract for and purchase services under this RFR.

4.7 Anticipated Duration of Contract Including Renewal Options The initial term of this contract is up to 3 year(s). In addition, this contract has 2 options to renew of up to 3 years for each option. The total duration, including the initial term and renewal options is up to 9 years. This contract will terminate no later than June 30, 2027.

DCF reserves the right to make awards for a shorter duration when it is in the best interest of the Commonwealth.

4.8 Calendar Rule Type

This is a Rolling Enrollment Procurement; bidders may apply until April 15, 2027. The Department will be accepting additional bids after the initial contract award. All bidders submitting a response after July 11, 2018 must notify the contact person in Section 7.2. DCF reserves the right to close the RFR at an earlier date if the need for the Training and Curriculum Development services is met prior to June 30, 2027.

4.9 Amendment, Withdrawal, Cancellation of RFR

DCF reserves the right to amend, withdraw or cancel this RFR. Notice of any of these actions will be posted on COMMBUYS.

4.10 Anticipated Expenditures, Funding or Compensation for Expected Duration The total estimated expenditures for this procurement over the potential duration of the contract (up to 9 years with the renewals) is anticipated to be approximately $4.70M.

Federal funds MAY be used to fund part or all of the Contracts resulting from this RFR.

All Contracts awarded under this RFR and all amendments and renewals are subject to appropriations, performance of the contractor on an ongoing basis, and the needs of the DCF.

4.11 Procurement Calendar

The following represents best estimates of the timetables that will be followed for this procurement. All times in the RFR and the Procurement Calendar are Eastern Standard/Daylight Savings times, as applicable.

RFR posted on COMMBUYS: May 29, 2018 Bidders’ Conference: June 27, 2018 Initial Response(s) Due: July 18, 2018 Review of Initial Responses: Week of July 16, 2018 Anticipated Notification of Initial Selection Decisions: Week of July 30, 2018 Award of Contracts: Week of August 13, 2018 Negotiations: Week of August 20, 2018 Anticipated Start Date of Initial Contracts: September 1, 2018

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders 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. Bidders are responsible for checking COMMBUYS for any updates.

4.12 Bidders’ Conference

Date: June 27, 2018 Location: Southborough Training Center Address: 225 Turnpike Road, 2nd Floor, Southborough, MA 01772 Time: 10:00-12:00PM ONLY

Attendance at the Bidders’ Conference is optional, but is strongly recommended. There will be no other opportunity for questions.

4.13 Prohibited Communications

Bidders are prohibited from communicating directly with any employee of DCF or any members of the Procurement Management Team (PMT) regarding this RFR except as specified in Section 4.1 of the RFR. No other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Neither telephone calls, nor faxes, nor texts nor emails regarding this RFR will be accepted. DCF is not bound by any oral comments or representations made by the contact person and/or any other employee of DCF. Bidders may contact the contact person using the contact information provided on the Bid Solicitation page for 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 OSD Helpdesk at commbuys@state.ma.us.

SECTION 5 FISCAL SPECIFICATIONS

5.1 Rates

Contractors will be reimbursed for service on a rate basis as negotiated. The applicable rate is based on the category type, experience and education level. The category type applicable to these rates is a per hour scale. All reimbursement is confirmed prior to the engagement and is documented on the Engagement Form.

5.2 Payment and Fiscal Reporting Requirements

Contractors will be paid utilizing the Commonwealth’s accounting system, Massachusetts Management Accounting Reporting system (MMARS).

5.3 Invoice and Payment Specifications

DCF will not make payment in advance, make a deposit nor make payment on delivery. Contractors must submit the signed Engagement Form, invoice and other documents as negotiated by the 15th of the month after services have been rendered, indicating the date, description and charges. Guidance regarding payment and billing will be discussed during contract negotiations.

5.4 Costs

Costs which are not specifically identified in the bidder’s response, and accepted by the Department as part of the contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

5.5 Reservation of Rights

This RFR does not commit the Department of Children and Families to award any contracts, or to purchase any services if contracts are awarded. DCF reserves the right to accept or reject any and all submissions received as a result of this RFR, to negotiate with any or all bidders and bidders selected that are determined qualified, and to cancel in part or in its entirely the RFR if it is in the best interest of the Commonwealth to do so. DCF reserves the right to make contract changes and/or amendments during the term of the procurement as a result of contract monitoring and evaluation.

All forms and terms included under the Bid Attachments of the COMMBUYS file of this RFR are expressly incorporated herein by this reference and are made a part of this RFR. Bidders should review these forms and terms in detail.

6.2 Geographic Service and Delivery Areas

Bidders must have the capacity to service and deliver to the primary location in the Department of Children and Families, Child Welfare Institute Training and Development Center located in Southborough, MA, as well as additional sites around the Commonwealth as requested.

6.3 Supplier Diversity Program (SDP)

Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

Partnerships with M/WBEs, M/WNPOs, VBEs and SDVOBEs: All bidders are required to make a significant financial commitment to partner with certified M/WBEs, M/WNPOs, VBEs and/or SDVOBEs certified or verified by the Supplier Diversity Office (SDO). Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis, using SDP Plan Form #1 – SDP Plan Commitment. This percentage commitment will extend for the life of any resulting contract.

This requirement extends to all bidders regardless of their certification status, and no bidder will be awarded a Contract unless and until the above requirement is met. Bidders may not list themselves or affiliates as SDP Partners. In order to ensure compliance with this section and encourage bidder participation, SDP Plans will be evaluated at 10% or more of the total evaluation score for all for Large Procurements (those with a total value of greater than $150,000). SDP Plan submission is encouraged but not required for Small Procurements (those with a total value equal to or less than $150,000).

Once an SDP commitment is approved, the agency will monitor the Contractor’s performance, and use the Contractor’s reported expenditures with M/WBEs, M/WNPOs, VBEs and SDVOBEs to fulfill their own SDP expenditure benchmarks. The Commonwealth reserves the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

SDP Forms: Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the deadlines noted below in order to meet the mandatory participation requirements of the SDP:

In addition to the requirements above, all bidders must follow the requirements set forth in the Supplier Diversity Program (SDP) Plan Section of the RFR. During the life of the contract, the Commonwealth reserves the right to expand the range of certified business categories available for SDP partnerships to all those mentioned above and/or request reports on the Contractors’ spending with such certified business categories.

Supplier Diversity Program (SDP) Resources:

· Lists of M/WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs and LGBTBEs certified or verified by the Supplier Diversity Office (SDO) are located at www.mass.gov/sdo.

· Resources to assist Prime Bidders in finding potential Certified Partners can be found at www.mass.gov/sdp.

· The Operational Services Division offers trainings on compliance with the SDP Plan requirements. Registration information for upcoming trainings can be found on the Supplier Diversity Program Trainings webpage.

A bidder, by submitting a response to this RFR, is affirming its intention to comply with all requirements of this RFR, including, but not limited to, any specialized accreditation, licensing, and quality management.

7.2 Submission Deadline

Responses received by Wednesday, July 18, 2018 by 2:00 P.M. will be included in the initial review, with contracts anticipated to begin by September 1, 2018. Bidders applying after July 11, 2018 must notify Dung Nguyen at dung.nguyen@massmail.state.ma.us when submitting a bid.

Submissions received after July 18, 2018 will be reviewed on a quarterly basis.

Due to the nature of DCF/CWI scheduling, it is strongly recommended that interested bidders wishing to do business with the Department submit their responses at least 90 days prior to any potential engagement.

7.3 Right to Modify Deadline

DCF reserves the right to modify the RFR, including the response due date.

7.4 Submission Location

Online Response Submission via COMMBUYS is required. All Bidders must submit their response 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.

7.5 Electronic Proposal Submission Format

Responses must be submitted and uploaded using the following format, when documents are printed:

· type-written 12 point Calibri or similar font

· 8 ½ X 11 inch paper

· one-inch margins

· single spaced

· with page numbers in the lower right corner, format of page x of y

· electronic submission must be in MS Word or Excel 2003 or later, or PDF

· COMMBUYS system can accept a .zip file, which contain multiple files. Bidders choosing to upload a zip file, shall upload all the files with the following file naming convention:

Name of Zip File: DCF TRAINING19_Bidder Name Inside of zip file is the following sample of how to name files:

Name of Files: DCF TRAINING19_Bidder Name_RFR Cover Sheet and Checklist DCF TRAINING19_Bidder Name_Resume DCF TRAINING19_Bidder Name_List DCF TRAINING19_Bidder Name_Samples DCF TRAINIING19_Bidder Name_Business References

7.6 Bidder’s Response

The bidder’s response must consist of:

· RFR Cover Sheet and Checklist

· Resume

· List of applicable events for specific category

· 3 Samples applicable for specific category

· 3 applicable Business References

· Supplier Diversity Program (SDP) Plan Form #1

· SOMBWA (if applicable)

· Description of organization (FOR ORGANIZATIONS ONLY) includes experience relevant to child welfare practices and adult learning techniques

7.7 RFR Cover Sheet and Checklist

A Bidder must submit a completed RFR Cover Sheet and Checklist as the cover page for each category that is being submitted. This form is located in the COMMBUYS posting of this RFR on the Bid Solicitation page under the Bid Attachments.

7.8 Alterations

Bidders may not alter (manually or electronically) the RFR language or any RFR component files, except as directed in the RFR. Modifications to the body of the RFR, specifications, terms and conditions, or which change the intent of this RFR are prohibited and may disqualify a response.

7.9 Ownership of Submitted Responses

DCF shall be under no obligation to return any responses or materials submitted by a bidder in response to this RFR. All materials submitted by bidders become part of the procurement file and will not be returned to the bidder. Refer also to Section 2 paragraph 4.

7.10 Electronic Signatures

Responses 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 s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

7.11 Ink Signatures

Original blue ink signatures are required only upon contract award and contract negotiation.

DCF will establish a Review Team with at least 3 members to evaluate eligible responses. A Review Team may consist of DCF staff, recipients or former recipients of services, family members, community representatives and/or other non-DCF personnel. The Review Team will be trained in order to ensure consistency.

8.2 Preliminary Reviews

A Review Team may ask other DCF staff to complete preliminary reviews of certain response categories (e.g., the Supplier Diversity Program (SDP) Plan Form #1); such preliminary reviews shall be done consistently with all applicable Submission Packages. The SDP is discussed more fully in the RFR in Section 6.3.

8.5 Evaluating

All eligible submissions will be reviewed using a standard RFR Submission Review Form. The purpose of this evaluation is to create a list of qualified contractors that may be selected to perform specific services throughout the duration of the procurement. The evaluation of the submissions will result in a recommended or non-recommended classification. Bidders must comply with all sections in order to be recommended for inclusion on the approved list of available contractors. Bidders that are not recommended will be notified and may have an opportunity to correct deficiencies.

The Review Team:

· Confirms all required documents as set forth in Sections 2.1 and 2.2 are included in the packet

· Assesses resume to determine type, years and range of experience and education level

· Reviews submitted list to assess depth and breadth of experience

· Evaluates samples to determine organizational skills, attention to detail, creative use of media and flow of information

· Contacts all 3 references using a standard questionnaire to assess the projects the bidder has conducted

8.6 Interview/Presentation

A Review Team, in its sole discretion, will invite those Bidders whose submission packet has been determined to be competitive and responsive to conduct a brief presentation and answer questions. Based on the bidder’s response to questions posed in the interview, the Review Team considers the following: knowledge of current technology, and the ability to articulate said knowledge and sufficiency of communication skills. The interview/presentation will be assessing adult learning style, communication skills, ability to articulate and presentation style. The presentation is not open to the public or to any competitors. Failure of a Bidder to agree to a date and time for the presentation may result in rejection of the Bidder’s submission.

8.7 Clarifications

A Review Team, at its discretion, may in lieu of or in addition to interview/presentation, request Bidders to submit written clarification of their submissions. The Review Team may send written questions for clarification to bidders for the bidders to respond in writing. Clarifications will be considered part of the bidder’s submission.

8.9 Recommendation for Selection

The Review Team completes the RFR Submission Review Form and documents the results. The results and recommendation are submitted to the Commissioner or designee for approval. Bidders recommended for an award will be placed on the approved vendor list. Being placed on the approved vendor list does not guarantee an engagement or funding.

8.10 Selection Decisions

Upon receipt of a Review Team’s recommendation, the Commissioner or designee shall review the recommendation and inform the Review Team of the selection decision. The Commissioner or designee is not bound by recommendations of the Review Team.

8.11 Notification

All Bidders will be notified in writing of the selection decision.

8.12 Contract Negotiations

Contract negotiations will commence shortly after notification of the selection decision. Negotiations shall be limited to those matters specified in 801 CMR 21.07. If negotiations are successful the Bidder will be added to the approved contractor list. The contractors on this list are those DCF can use to participate in projects as determined by the Director of Child Welfare Institute.

If negotiations are not successful within a reasonable period of time, the awarding authority or designee may disqualify that Bidder.

8.13 Announcement

Pursuant to 801 CMR 21.06(13), no Bidder shall have any press conferences, or make any news releases or announcements concerning its selection or non-selection for a program prior to DCF public release of said information, or prior to the written authorization of DCF. Violation of this subsection may be considered grounds for disqualification.

SECTION 9 BUSINESS SPECIFICATIONS

The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). 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.