Eval for RHTP Proposed Services Response Form_Final.docx

RFP # 202608126

Evaluation of Maine’s Rural Health Transformation Program

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INSTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. Evaluation Planning

1. Focus the evaluation and collaboratively define priorities, evaluation questions, and scope by:

a. Collaborating with the Department’s RHTP team to select priority initiatives, strategies, and activities to be evaluated during each project year and across the life of the program.

b. Coordinating closely with the Department’s RHTP team to ensure evaluation activities complement existing performance monitoring efforts.

c. Leveraging State partners, Maine rural health subject matter experts, and key interest holders to identify opportunities for in-depth evaluation.

d. Incorporating priorities and feedback from the Department and key partners to ensure the evaluation meets the needs of diverse RHTP partners.

e. Engaging the Department’s RHTP staff and key interest holders in refining evaluation priorities and developing evaluation questions, goals, and objectives.

f. Balancing the evaluation to assess both the depth and breadth of the RHTP work.

2. Develop a comprehensive 5-year Evaluation Plan, within 120 days of the start of the initial period of performance, that includes:

a. Key evaluation questions, goals, and objectives.

b. Conceptual frameworks or logic models, as appropriate.

c. Evaluation design and methodology, quantitative and qualitative data collection methods, and data analysis approach.

d. Reporting schedule and deliverables.

e. Continuous quality improvement approach.

f. Roles and responsibilities of evaluation partners (ex: anticipated collaboration with other contractors, DHHS departments, hospitals and other external interest holders on evaluation design, data collection and reporting).

3. Update the Evaluation Plan annually or as needed to reflect evolving program priorities.

B. Evaluation Implementation and Data Collection

1. Collaborate with the Department’s RHTP team to identify primary and secondary data sources to build the evidence necessary to answer evaluation questions

2. Develop a Data Collection Plan, within 120 days of the start of the initial period of performance, that minimizes duplication of monitoring activities and incorporates existing evaluation expertise and infrastructure among key partners.

a. Update the Data Collection Plan annually.

3. Design and implement appropriate qualitative and quantitative data collection methods.

4. Coordinate with the Department’s RHTP team to identify and utilize relevant secondary data sources.

5. Request and utilize available program monitoring and administrative data in aggregate and de-identified, when appropriate, to inform the independent evaluation

6. Obtain all required Institutional Review Board (IRB) approvals or exemptions, when applicable, prior to conducting data collection.

a. Update IRBs as required or needed.

C. Data Analysis, Synthesis, and Reporting

1. Analyze qualitative and quantitative evaluation data using appropriate analytic methods.

2. Synthesize findings across multiple data sources to evaluate program implementation, effectiveness, outcomes, and impact.

3. Assess the conditions, strategies, and operational factors that influence implementation by:

a. Identifying program strengths, implementation barriers, facilitators of success, lessons learned, and opportunities for continuous quality improvement.

b. Developing actionable recommendations to improve program implementation and performance and assist the Department’s RHTP team to identify mid-course adjustments.

4. Document measurable results for rural residents, providers, and communities and describe both intended and unintended effects of initiatives where relevant.

5. Identify promising practices including strategies, partnerships, financing approaches, and scalable activities that help achieve the RHTP goals.

6. Produce success stories and case studies that demonstrate program impact to be shared with shared with CMS, the Department, partners, and/or the public.

7. Present findings and recommendations to the State’s RHTP Governance and Advisory Committees and other audiences as requested.

8. Prepare annual evaluation reports that summarize evaluation activities, findings, mid-course recommendations, and program impact.

9. Develop additional communication products, including executive summaries, briefs, presentations, infographics, or other materials, as requested by the Department’s RHTP team.

D. Evaluation Management

1. Develop a work plan including project timeline and deliverables schedule within sixty (60) calendar days of the start of the initial period of performance and maintain the workplan to ensure timely completion of evaluation activities.

2. Meet with the Department’s RHTP staff, each week or every other week as agreed upon by both the awarded Bidder and the Department, to review progress, discuss emerging findings, and address evaluation needs.

3. Submit quarterly written progress reports that summarize evaluation activities completed, status of deliverables, emerging issues or risks, planned activities for the upcoming reporting period, and any recommendations requiring Department action.

4. Participate in additional meetings, workgroups, or partner sessions as requested by the Department.

E. Reporting

1. Track and record all data/information necessary to complete the required reports listed in Table 1:

Table 1– Required Reports

2. Submit all the required reports to the Department in accordance with the timelines established in Table 2:

Table 2 – Required Reports Timelines

DHHS RFP Proposed Services Response Form (Rev. 10/2025)