HLC 0000123 FY27 Winter Bed NOFA.pdf

Notification of Funding Availability (NOFA) regarding

Individual Homelessness System One Time Cost Grants

COMMBUYS Document Number: HLC0000123

BID Number: BD-27-1076-OCDDE-HS003-133443

PLEASE NOTE: This document is one of many documents that together with the NOFA attachments comprise the entire solicitation (also referred to herein as the procurement, NOFA, or bid) published on

COMMBUYS. A list of all these documents is in Section VIII of this NOFA. All bidders (also referred to herein as respondents, applicants, vendors, or contractors) are responsible for reviewing and adhering to all information, forms and requirements found on all COMMBUYS tabs for the entire solicitation.

The terms of 815 CMR 2.00, State Grants, Federal Grant Awards, Federal Subgrants and Subsidies are incorporated by reference into this NOFA. Contract and fiscal requirement terms used in this NOFA shall have the meanings defined in 815 CMR 2.00.

NOFA Contact Person: Gordon Calkins

Director of Individual Homelessness Systems

Division of Housing Stabilization

E-mail Address: EOHLCindividualshelter@mass.gov

Date of NOFA Release: September 22,2026

Bidders Conference: 1:00 PM Wednesday, October 7, 2026

Questions Due: 3:00 PM Wednesday, October 7, 2026

Answers posted to COMMBUYS: Approximately October 9, 2026

Response Deadline: 3:00 PM Friday October 16, 2026 https://www.mass.gov/doc/815-cmr-2-state-grants-federal-grant-awards-federal-subgrants-and-subsidies/download https://www.mass.gov/doc/815-cmr-2-state-grants-federal-grant-awards-federal-subgrants-and-subsidies/download mailto:EOHLCindividualshelter@mass.gov

Contents

SECTION I: BACKGROUND AND PURPOSE

SECTION II: ELIGIBILITY & ACTIVITIES

A. Seasonal Emergency Overnight Shelter

B. Warming Centers

C. Eligible Costs

D. Respondent Eligibility

E. Participant Eligibility

F. HMIS

SECTION III: FISCAL SPECIFICATIONS

A. ACQUISITION METHOD

B. ANTICIPATED FUNDING, EXPENDITURES AND COMPENSATION STRUCTURE

C. VALUE OF PROCUREMENT / EXPECTED DURATION OF GRANT CONTRACTS

SECTION IV: RESPONSE SPECIFICATIONS

A. ESTIMATED PROCUREMENT CALENDAR

B. NOFA SPECIFICATIONS

C. SUBMISSION INSTRUCTIONS

SECTION V: RESPONSE CONTENT

B. APPLICATION

C. BUDGET

D. DOCUMENTATION OF RESPONDENT ELIGIBILITY

E. DOCUMENTATION OF PARTNERSHIP

F. FINANCIAL DOCUMENTS

G. RESUME

H. HMIS Readiness

SECTION VI: RESPONSE EVALUATION

A. MINIMUM EVALUATION CRITERIA

B. SELECTION & NOTIFICATION

C. EVALUATION CRITERIA

SECTION VII: GENERAL PROCUREMENT INFORMATION

SECTION VIII: NOFA ATTACHMENTS

Appendix A – Continuum of Care map

Appendix B: Application

SECTION I: BACKGROUND AND PURPOSE

The Executive Office of Housing and Livable Communities (EOHLC, HLC, or Purchasing Agency) is issuing this Notice of Funding Availability (NOFA) to solicit qualified, cost effective, creative, and competitive applications for grants to cover one time only costs associated with providing Seasonal Overnight Emergency

Shelter, and Overnight Warming Centers. This is done in an effort to provide safe warm places for homeless people to be at night while also providing them with support in their efforts to end their homelessness.

All responses must clearly demonstrate how the proposed projects will support HLC’s vision of making homelessness in the Commonwealth rare, brief, and nonrecurring. Rather than solely utilizing this funding to create separate or distinct programs, respondents are encouraged to think strategically about how the funding may be leveraged and paired with other funding sources as well as work in partnership with other stakeholders to address homelessness regionally.

DEFINITIONS

• CAPER: The Consolidated Annual Performance Evaluation Report (CAPER) is a standard report, generated by HMIS, measuring a variety of outputs for various homelessness program types, including

Emergency Shelters.

• Continuum of Care (CoC): A regional or local planning body that coordinates housing and services funding for homeless families and individuals. As of this writing, Massachusetts has 11 CoCs. See

Appendix A for a map of the CoCs.

• Homeless and Homelessness (for the purposes of this NOFA): Having a primary nighttime residence that is a public or private place not meant for human habitation; or a publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state and local government programs); or exiting an institution where (s)he has resided for 90 days or less and resided in an emergency shelter or place not meant for human habitation immediately before entering that institution. See HUD’s Homeless definition category 1. Individuals who are “doubled-up” or couch surfing, as well as individuals who may be housed but struggling to cover housing costs, are not considered homeless for the purpose of these funds and should instead be directed to HLC’s homelessness and eviction prevention funds.

• Homelessness Information Management System (HMIS): A system, operated by the local CoC, used to collect client level data and information about the outputs of projects serving homeless households.

• Individual: For the purposes of this NOFA, “Individual” shall mean any single person or household where all members are at least 18 years old.

• Interdisciplinary Case Conferencing: multi agency meetings discussing the needs of, and strategies for specific individuals experiencing homelessness. Groups can be led by nonprofits, municipalities and healthcare providers, and often goes by other titles including “Situation Table” and “By-Name

List”

• Low Threshold: A program providing comprehensive supports and intensive case management to individuals experiencing homelessness, regardless of their histories with substance abuse and/or mental illness, all while using harm reduction and trauma informed care models.

• Respondent: The agency/organization/stakeholder submitting a proposal to this procurement.

https://files.hudexchange.info/resources/documents/HomelessDefinition_RecordkeepingRequirementsandCriteria.pdf https://www.mass.gov/applying-for-rental-assistance-in-massachusetts-to-avoid-eviction https://www.mass.gov/applying-for-rental-assistance-in-massachusetts-to-avoid-eviction

SECTION II: ELIGIBILITY & ACTIVITIES

The following is a listing of the minimum anticipated requirements and services. HLC may elect to modify or redefine the scope of services as needed to ensure compliance with federal and state statutes, regulations, and other HLC policies and requirements. HLC may also execute contract amendments with the awarded

Respondent(s) which may include related services or initiatives not previously addressed and which HLC reasonably determines are within the scope of this procurement and necessary to result in best value to the

Commonwealth.

A. Seasonal Emergency Overnight Shelter These programs are designed to ensure the immediate safety of all homeless individuals by providing temporary shelter for individuals. Shelters must be either accessible by public transportation or provide a plan about how people will access the site. In addition to providing a safe place to sleep, shelters must also connect people with mainstream resources for which they are eligible as well as housing search, case management, and assistance accessing behavioral health services as needed. Shelter services must be delivered to guests in a responsible and compassionate manner, without any religious, financial, political, or employment obligation on the guest’s part. All emergency shelters funded under this NOFA must be low threshold, and as such, may not restrict access to otherwise eligible individuals who are under the influence of alcohol or substances. Drug testing is likewise not allowed, though shelters may prohibit substance use on-site. Shelters funded under this procurement are prohibited from screening out people for criminal histories or because they have been a victim of domestic violence. Shelters funded under this procurement are further prohibited from restricting access for failing to accept or participate in services, a loss of income, or having stayed at the shelter for a predetermined number of nights other than funding expiration on April 30, 2026.

Priority Regions for Shelter responses: Based on Point In Time count data as well as feedback received during the RFI process, winter shelter responses from the following regions will be prioritized over responses from other regions:

• Greater Boston

• Western Massachusetts

• Greater Worcester

• Bristol and Plymouth Counties

• Upper Merrimack Valley

B. Warming Centers These programs are designed to ensure the immediate safety of all homeless individuals by providing a warm place to stay overnight. Warming centers must be either accessible by public transportation or provide a plan about how people will access the site. In addition to providing a safe place to be when other shelters are not available or are at maximum capacity, these programs may also connect people with mainstream resources for which they are eligible and may provide a number of services directly, or make connections to housing search, case management, assistance accessing behavioral health services and other services as needed.

Services must be delivered to guests in a responsible and compassionate manner, without any religious, financial, political, or employment obligation on the guest’s part. All emergency shelters funded under this

NOFA must be low threshold, and as such, may not restrict access to otherwise eligible individuals who are under the influence of alcohol or substances. Drug testing is likewise not allowed, though shelters may prohibit substance use on-site. Warming Centers funded under this procurement are prohibited from screening out people for criminal histories or because they have been a victim of domestic violence. Warming Centers funded under this procurement are further prohibited from restricting access for failing to accept or participate in services, a loss of income, or having stayed at the shelter for a predetermined number of nights other than funding expiration on April 30, 2026.

C. Eligible Costs Eligible costs under this NOFA are for one-time only costs. Examples include one-time purchase of material goods for newly funded winter shelters such as cots, mattresses, linens and cooking necessities, or staffing for a seasonal shelter or warming center setting. This is a one-time grant so funding will not be annualized.

Respondents may request direct administrative costs no more than 10% of the sum of all other requested funding in the grant billable under UFR code 216 and/or 410.

Ineligible Costs

The following are ineligible costs:

• Indirect costs are not billable to grants funded under this procurement.

• Funding from grants resulting from this procurement may not support costs associated with already funded capacity.

• Clinical supports for medical and behavioral health are not billable to grants under this procurement.

D. Respondent Eligibility Respondents must be either a municipality or a nonprofit organization with experience operating the type of program being proposed. Municipalities must demonstrate a partnership with an established homelessness service provider in their response. Nonprofits responding must include in their response documentation from the municipality in which the capacity will be added indicating that the municipality is a partner in the project.

E. Participant Eligibility Participants in projects funded under this NOFA must be individuals or households without children who meet the Homeless Definition listed in Section I.A above.

F. HMIS

Entering client level data into HMIS is a requirement for every project funded under this NOFA. The program’s data must be entered into the HMIS system for the CoC in which the program is located. Responses must include verification that the respondent organization has the capacity to comply with this requirement.

This can be demonstrated by attaching an HMIS data quality report from currently funded programs, an ESG

Consolidated Annual Performance and Evaluation Report (CAPER) report, a CoC Annual Performance

Report (APR) report, or, in the case of a new respondent that has not had to utilize HMIS before, a letter from the HMIS lead for the respondent’s CoC indicating that the respondent has engaged with them and is planning to participate in HMIS if funded. Domestic Violence Victim Service Providers can demonstrate the capacity to comply with this requirement by attaching a copy of their contract with an HLC-approved HMIS

Comparable Database vendor.

HMIS leads can be identified by first understanding which CoC your project will be located in by checking the map in Appendix A and then using that information to check the HMIS lead here on the HUD exchange.

A CAPER report generated by HMIS for new or increased capacity, will be required at the conclusion of the grant period. Projects which operate with overflow capacity year-round equal to the number of beds awarded in this procurement are exempt from creating a separate HMIS project for winter capacity. Data must be transferred to the Re-Housing Data Collective at the end of the project.

G. Point In Time Count All projects funded under this procurement must participate in the point in time count conducted by the

Continuum of Care in which the project is operating in accordance with the processes established by that

Continuum.

https://www.mass.gov/doc/ufr-audit-and-preparation-manual-for-fy2025/download https://www.hudexchange.info/grantees/find-a-grantee/?state=MA&program=on&coc=on&params=%7B%22limit%22%3A20%2C%22sort%22%3A%22%22%2C%22years%22%3A%5B%5D%2C%22searchTerm%22%3A%22%22%2C%22dir%22%3A%22%22%2C%22grantees%22%3A%5B%5D%2C%22state%22%3A%22MA%22%2C%22programs%22%3A%5B3%5D%2C%22coc%22%3Atrue%7D

SECTION III: FISCAL SPECIFICATIONS

A. ACQUISITION METHOD

Successful respondents will receive a grant award from HLC, subject to the terms of the contracts that HLC will execute with the selected respondents.1

B. ANTICIPATED FUNDING, EXPENDITURES AND COMPENSATION STRUCTURE

All grants awarded through this procurement will include a Maximum Obligation Amount. The selected respondents will receive grant funds through a cost reimbursement system, and each grantee will be assigned a unique maximum award amount under this procurement.

All awards are subject to appropriation and the availability of funding, and payments will be in accordance with the Commonwealth’s Bill Paying policy and the applicable Commonwealth Terms and Conditions.

Decreases in the appropriation or poor performance may result in the early termination of, or decreases in the

Maximum Obligation Amount within, contracts awarded through this procurement.

HLC reserves the right to negotiate the scale and budget of proposals with respondents. Respondents are encouraged to consider the full scope of their needs and respond accordingly.

At its discretion and subject to funding availability, HLC may reopen this procurement as needed to seek additional qualified bidders, or may enter contracts with bidders not previously awarded contracts. At its discretion, HLC may reissue this procurement instead of renewing contracts.

Successful respondents shall maintain an accounting system, financial management system, and supporting fiscal records adequate to audit, and any other records necessary to substantiate the respondent’s requests for advances of grant funding hereunder. HLC shall have the right to monitor and review the successful respondents’ compliance hereunder, and to determine that additional information and/or further action may be required.

C. VALUE OF PROCUREMENT / EXPECTED DURATION OF GRANT CONTRACTS

The value of this procurement is approximately $15,000,000. This amount is subject to change. Grant awards will be from one-time appropriation so there will be no renewals. Grant period is expected to be November

15, 2026, through April 30, 2027. EOHLC may elect to establish different start and end dates and otherwise adjust the timeline, as needed.

1 The selected bidder(s) will be required to enter into a contract with EOHLC, which will include, in the following order of precedence: 1) the applicable Commonwealth Terms and Conditions, 2) the Commonwealth Standard Contract Form and the Instructions and Contractor Certifications thereto, 3) this EOHLC NOFA, including any amendments, EOHLC answers to related bidder questions and clarifications thereto, 4) the scope of services to the contract between EOHLC and the bidder(s), and 5) the bidder’s response to this NOFA, excluding any terms that conflict with the above listed documents. It is anticipated that the final scope of services will be developed during contract negotiations. EOHLC will have no obligations toward a bidder until the contract has been executed.

SECTION IV: RESPONSE SPECIFICATIONS

A. ESTIMATED PROCUREMENT CALENDAR

Estimated date/time

Date of NOFA Publication September 22, 2026

Virtual Bidders’ Conference October 7, 2026 1:00 pm

Deadline for Written Questions October 7, 2026 3:00 pm

Publication of Answers to questions Approximately October 9, 2026

Response Deadline October 16, 2026 3:00 pm

Estimated Date of Award Announcement October 30, 2026

The dates and times listed above are subject to change. Respondents are responsible for actively monitoring

COMMBUYS for updates. If there is a conflict between the dates in this calendar and dates on COMMBUYS, the dates on COMMBUYS shall prevail. Any changes in this calendar that are made after the NOFA has been published will not result in amendments to the NOFA. Such changes will appear only on COMMBUYS.

Responses must be submitted via e-mail to EOHLCindividualshelter@mass.gov. Responses not received at

EOHLCindividualshelter@mass.gov by the 3:00 pm deadline will be disqualified.

B. NOFA SPECIFICATIONS

If one or more proposed applications are selected by HLC for funding, then the following specifications shall apply:

1. Single or multiple grants for funds.

2. Single Department Procurement: This NOFA is a “Single Department Procurement.”

3. Anticipated Duration of Contract: Contract execution through April 30, 2027. HLC may elect to determine alternative start and end dates for the contracts, as needed.

4. Virtual Bidders’ Conference: The virtual bidders’ conference will occur on October 7, 2026 at 1:00pm.

Respondents’ conference will be held virtually. To access the conference, click this link or to call in

(voice only) dial 857-327-9245 and when prompted for a pin, enter 461 675 770#

5. Opportunity for submission of written questions: Written questions may be submitted via e-mail to

EOHLCindividualshelter@mass.gov no later than 3:00 pm October 7, 2026. Questions will not be answered as direct responses to inquiries. A question-and-answer document, including a link to the recorded bidders conference will be published no later than 5:00pm, October 9, 2026.

If additions or changes to selected responses are required based on the NOFA, HLC’s Strategic Sourcing

Team (SST) will work with respondents selected to assist each to make the necessary changes.

C. SUBMISSION INSTRUCTIONS

Responses must be submitted to EOHLCindividualshelter@mass.gov. Responses must be received no later than 3:00 p.m. on Friday, October 16. Responses received after 3:00 p.m. on Friday, October 16, 2026, will not be considered.

https://teams.microsoft.com/meet/265787153576216?p=UWnYNtrEzXEuFqosly

SECTION V: RESPONSE CONTENT

Each response must include the following items in the order indicated below. By submitting the Response, the Bidder agrees, without exception, to the terms and requirements of this NOFA.

A. LETTER OF TRANSMITTAL A standard business letter, on official letterhead, signed by an individual authorized to negotiate and execute a contract for the respondent must be submitted. The Letter of

Transmittal shall state that the response is effective for a period of 150 days from the response due date and that the respondent accepts all the guidelines, terms and conditions set forth in this NOFA in their entirety and without modification or amendment. The letter must contain the respondent’s full address, employer or tax identification number and contact information (including title, phone number and e-mail address) for the person with whom EOHLC should communicate about your application. The letter of transmittal must also include an acknowledgement that the proposal, if selected, will fully participate in the HMIS system and in the point in Time Count of the Continuum of Care in which the project is located.

B. APPLICATION For detailed instructions about the application, please see Appendix B. The Application must not exceed four pages and must include:

1. Letter of Transmittal (See section V.a above)

2. Scope of Service narrative

3. Experience narrative

4. Capacity narrative

C. BUDGET Please use Attachment 1. Do not convert it to a PDF or other file type. Proposals that are using multiple sites should submit a budget for each site.

The Attachment 1 budget template must be submitted on the excel spreadsheet provided on COMMBUYS with this NOFA. Responses with budgets submitted in any other format may be rejected.

D. DOCUMENTATION OF RESPONDENT ELIGIBILITY Respondents must document status as a municipality or nonprofit organization. Document nonprofit status with a 501(c)(3) determination from the

Internal Revenue Service as a “charitable” tax-exempt nonprofit.

E. DOCUMENTATION OF PARTNERSHIP Municipal respondents must include copies of an agreement with a homeless service provider that will support their effort in setting up and operating the project. This may take the form of an MOU, Contract, or a letter from the provider on their letterhead indicating that they will provide said support.

• Service Providers must include copies of an agreement with the municipality in which the project will be operating indicating that they are engaged partners in the project. This may take the form of an

MOU, Contract, or a letter from the municipality on their letterhead indicating the types of support they will be providing.

F. FINANCIAL DOCUMENTS Responses should include a copy of the respondent organization’s most recent audited financial statement, and a copy of current internal controls policies.

G. RESUME Response should include a copy of the resume of the person who will directly oversee the project.

H. HMIS Readiness Response should include evidence that the respondent, or one of its partners is either already participating in the HMIS system for the continuum in which the project is located, OR a letter from the HMIS lead indicating that the respondent, or one of its partners, has engaged with them and will be participating in the HMIS system for the continuum in which the project is located. Documentation may take the form of a current APR or CAPER of a partner’s project generated from the HMIS system of the local continuum of care in which the project will be located.

SECTION VI: RESPONSE EVALUATION

The Strategic Sourcing Team (SST) will first review each response to determine if it satisfies the

NOFA’s minimum evaluation criteria. Any response that does not meet the minimum evaluation criteria may be considered non-responsive and may be disqualified without further evaluation. The SST may, at its discretion, determine that noncompliance is insubstantial and can be corrected, or that an alternative proposed by the respondent is an acceptable substitute. In such a case, the SST may seek clarification, allow the respondent to make minor corrections, apply appropriate penalties in the evaluation, or apply a combination of all three remedies.

A. MINIMUM EVALUATION CRITERIA

- The response is complete.

- The response proposes increased funded capacity for temporary shelter or overnight warming center.

- The proposal is to serve exclusively individuals who meet the criteria in Section II.E.

- The proposal is for low threshold programming.

- The respondent has a demonstrated ability to operate shelter for homeless individuals, or a partnership with an entity with a demonstrated ability to operate shelter for homeless individuals.

B. SELECTION & NOTIFICATION

After each response has been evaluated according to the minimum evaluation criteria and the evaluation and scoring criteria listed below, and the SST’s final recommendation has been approved at HLC, HLC will notify each respondent of the outcome of their response.

C. EVALUATION CRITERIA

This is a competitive procurement and there are likely not sufficient financial resources to support every proposal. Review the NOFA carefully and consider how to craft your proposal to maximize its scoring potential. Responses will be evaluated in accordance with the following criteria:

1. Need / Efficacy (10%)

a. Location in priority regions where relevant.

2. Scope of Services and Proposed Outcomes (40%)

Degree to which the proposed project demonstrates:

a. Proposed supportive services to help clients avoid returning to the street.

b. A strategy for triaging and supporting clients prior to the end of the seasonal shelter project.

3. Experience and Organizational capacity (30%)

a. Experience with HMIS, or commitment to utilize HMIS.

b. Experience of the individual(s) who shall have primary responsibility for the oversight and management of the proposed project.

c. Demonstrated experience of Respondent and their documented partners in establishing and operating programs for literally homeless persons of the same type as being proposed.

d. The extent to which the respondent is engaged in interdisciplinary case conferencing for those experiencing unsheltered homelessness in the community(ies) to be served by the proposal.

e. Effective use of former awards for Emergency Shelter or warming center as demonstrated by a comparison of funded capacity vs actual utilization of the project by homeless persons in previous years.

f. Compliance with contractual obligations in previous years.

4. Budget (20%)

a. Plan to leverage other funding sources to ensure successful outcomes.

b. Relative cost effectiveness including the cost per household served.

c. Effective use of former awards for Emergency Shelter as demonstrated by utilization of awarded financial resources.

HLC reserves the right at any time to (i) accept or reject any and all proposals received as a result of this procurement in whole or in part; (ii) make exceptions to these procurement requirements or waive any informality; (iii) exclude any bids for further consideration for failure to fully comply with the requirements of this procurement; (iv) contract for some, all, or none of the services offered by Bidders in response to this procurement; (v) negotiate and contract with one or more of the qualified Bidders at HLC’s discretion; or (vi) cancel or amend, in part or in its entirety, this procurement if HLC determines that it is in the best interest of the Commonwealth to do so.

HLC reserves the right to request additional information from respondents during the review process and to use other available information as may be necessary to complete its review. Each respondent shall provide any additional requested information that may be requested by HLC prior to execution of the contract.

SECTION VII: GENERAL PROCUREMENT INFORMATION

The terms of 815 CMR 2.00, State Grants, Federal Grant Awards, Federal Subgrants and Subsidies are incorporated by reference into this NOFA. Contract and fiscal requirement terms used in this NOFA shall have the meanings defined in 815 CMR 2.00.

Additional definitions may also be identified in this NOFA. Unless otherwise specified in this NOFA, 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 NOFA.

Best Value Selection and Negotiation. The SST may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of HLC. The SST and a selected Respondent may negotiate a change in any element of contract performance or cost identified in the original NOFA or the selected Respondent’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

No Alterations. Respondents may not alter (manually or electronically) the NOFA language, or any NOFA component files, except as may be directed in the NOFA. Modifications to this NOFA are prohibited and will be disregarded.

Debarment. Respondents must not be subject to any state or federal debarment order. By submitting their response, the Respondent affirms that they are not subject to any state or federal debarment order.

HLC Program Data. The selected Respondents must maintain all files and records containing HLC program data in conformance with applicable state and federal requirements, including but not limited to, M.G.L. c.

66A, M.G.L. c. 93H, M.G.L. c. 93I, the applicable Commonwealth Terms and Conditions, the Standard

Contract Form, and the Enterprise Information Security Policies and Standards published by the Executive

Office for Technology, Services and Security (EOTSS), such that the confidentiality and security of the HLC program data is protected. HLC shall maintain sole and exclusive ownership rights to all HLC program data assembled, created, or used in the performance of the selected contractors’ work under contract to HLC. For the avoidance of doubt, the selected Respondents shall have no rights in or to the HLC program data other than the limited, revocable, and non-transferable right to use such data solely as required for the contractor to meet its obligations under contract with HLC.

https://www.mass.gov/doc/815-cmr-2-state-grants-federal-grant-awards-federal-subgrants-and-subsidies/download https://www.mass.gov/doc/815-cmr-2-state-grants-federal-grant-awards-federal-subgrants-and-subsidies/download

Respondent Communication. Respondents are prohibited from communicating directly with any employee of the procuring department or any member of the SST regarding this NOFA except as specified in this NOFA, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this NOFA. Respondents may contact the contact person for this NOFA in the event this NOFA is incomplete, or the Respondent is having trouble obtaining any required attachments electronically through COMMBUYS.

COMMBUYS. This NOFA will be issued and managed via COMMBUYS, the official system of record for all procurement information which is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in each tab of the Solicitation, including file attachments, and information contained in the related Bidders’ Forum(s), are all components of the Solicitation.

Electronic response submission via COMMBUYS is required. Respondents are solely responsible for obtaining all information distributed for this Solicitation via COMMBUYS, by using the free Browse and

Search tools offered on each record-related tab on the main navigation bar (Solicitations and Forums). Forums support Respondent submission of written questions associated with a Solicitation and publication of official answers. All records on COMMBUYS are comprised of multiple tabs, or pages. For example, Solicitation records contain Summary, Rules, Issuer(s), Intent or Forms & Terms and Specifications, and Other

Information tabs. Each tab contains data and/or file attachments provided by the SST. All are incorporated into the Solicitation. Instructions for log-in and use of COMMBUYS are described on COMMBUYS at https://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx

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

− Any addenda or modifications to this Solicitation, by monitoring the “Last Change” field on the

Solicitation’s Summary tab, and

− Any Respondents’ Forum records related to this Solicitation.

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

Contract Expansion. If additional funds become available during the contract duration period, HLC reserves the right to increase the maximum obligation to some or all contracts executed as a result of this NOFA or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Costs. Costs which are not specifically identified in the Respondent’s response and accepted by EOHLC as part of a contract, will not be compensated under any contract awarded pursuant to this NOFA. This procurement does not commit HLC to enter into a grant or to pay any costs incurred in the preparation of a

Respondent’s response to this procurement.

Electronic Communication/Update of Respondent’s/Contractor’s Contact Information. It is the responsibility of the prospective Respondent and awarded contractor to keep current the email address of the Respondent’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the SST, including requests for clarification. The SST and the Commonwealth assume no responsibility if a prospective Respondent’s/awarded contractor’s designated email address is not current, or if technical problems, including those with the prospective Respondent’s/awarded contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective bidder/awarded contractor and the SST to be lost or rejected by any means including email or spam filtering.

http://www.commbuys.com/ https://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx

Electronic Funds Transfer (EFT). All Respondents responding to this NOFA must agree to participate in the

Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the Respondent can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the

Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the OSD Forms page

(www.mass.gov/osd). Additional information about EFT is available on the VendorWeb site.

Successful Respondents, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the Respondent is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic

Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

The requirement to use EFT may be waived by the SST on a case-by-case basis if participation in the program would be unduly burdensome on the Respondent. If a Respondent is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The SST will consider such requests on a case-by-case basis and communicate the findings with the Respondent.

Minimum Bid Duration. Respondents’ responses/bids made in response to this NOFA must remain in effect for at least 150 days from the date of bid submission.

Pricing: Price Limitation: The Respondent must agree that no other state or public entity customer within the

United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the Respondent must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts.

Prompt Payment Discounts (PPD). All Respondents responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the Respondent can provide compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the EFT initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the

Comptroller’s Vendor Web system. The PPD form can be found under the Forms and Terms tab of this solicitation.

Respondents must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the SST. The SST will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth.

http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/osd-forms.html http://www.mass.gov/osd https://massfinance.state.ma.us/VendorWeb/vendor.asp?login=1

The requirement to use PPD offerings may be waived by the SST on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a Respondent is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form.

Public Records. Responses stored on COMMBUYS are the file of record. All responses and information submitted in response to this NOFA are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s.

10, and to c. 4, s. 7, ss. 26. The SST shall be under no obligation to return any responses or materials submitted by a Respondent in response to this NOFA. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

Reasonable Accommodation. Respondents with disabilities or hardships that seek reasonable accommodation, which may include the receipt of NOFA information in an alternative format, must communicate such requests to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A Respondent requesting accommodation must submit a written statement which describes the

Respondent’s disability and the requested accommodation to the contact person for the NOFA. The SST reserves the right to reject unreasonable requests.

Restriction on the Use of the Commonwealth Seal. Respondents are not allowed to display the

Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

Subcontracting Policies. Prior approval of HLC is required for any subcontracted service of the grant.

Grantees are responsible for the satisfactory performance and adequate oversight of its subcontractors.

Subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as grantees.

Litigation. The selected respondents may not use the grant award funds to pursue lawsuits or complaints against the Commonwealth, HLC, the state quasi-public housing agencies, or the regional administering agencies, local administering agencies, community action agencies, or local housing authorities that EOHLC contracts with.

SECTION VIII: NOFA ATTACHMENTS

All required NOFA forms are incorporated herein by reference and published on the Forms & Terms tab of the COMMBUYS page for Solicitation Document Number HLC0000123, and may also be accessed at OSD

Forms | Mass.gov. The following list describes each form and includes an action description for each. The six (6) forms SHALL be returned as part of the response package are noted below. Failure to submit all required forms may result in the proposal being rejected as incomplete.

Document Description Action Description

Massachusetts Substitute W-9 Form Complete form and submit with response package.

Contractor Authorized Signatory Listing Complete form and submit with response package.

Standard Contract Form FOR YOUR REVIEW. Execute only upon contract award.

Commonwealth Terms & Conditions FOR YOUR REVIEW. Execute only upon contract award.

Authorization for Electronic Funds Transfer FOR YOUR REVIEW. Execute only upon contract award.

Application (See Appendix B) Draft Narratives and submit with response package.

Attachment–1 – Budget for each site proposed Complete form and submit with response package.

Documentation of Eligibility Scan of documentation from IRS

Documentation of Partnership Letter or MOU from partner(s)

Audited Financial Statements Submit with Response

Internal Controls Policies Submit with Response

Resume Resume of person who will manage the project

Documentation of HMIS Readiness CAPER or Letter from HMIS administrator https://www.mass.gov/lists/osd-forms https://www.mass.gov/lists/osd-forms

Appendix A – Continuum of Care map

Appendix B: Application

Your application document (not to exceed four pages) must contain the following items in the order in which they appear in this appendix. The Application should be uploaded to COMMBUYS in the same manner as the other forms outlined in NOFA Attachments above. The upload may be a Microsoft Word document or a

PDF. Strict adherence to the page numbering for each section of the application below is not necessary, BUT contents exceeding four pages will not be considered.

• Page 1 should be the letter of transmittal. See specifications for the letter above.

• Scope of Services: Page 2 shall be a description of how your agency will organize and operate a project that meets all expectations outlined in Section II of this NOFA, including the city or town in which the project will primarily operate, any subpopulations to be served, the mechanism for delivering services, the nature of services that will be provided and how those services will be funded if not from this grant. Services that must be made available, either directly or through referral include housing search, connections to the local continuum’s coordinated entry system, mental health and/or substance use treatment, case management, employment readiness / job placement, and financial literacy. Scope should include the plan for triaging and supporting clients effectively prior to season end. regarding the temporary nature of the shelter or warming center being proposed

• Experience: Page 3 shall be a narrative describing the respondent’s experience in:

o Working with homeless individuals o Operating the type of program being proposed o Providing supportive services in the type of program being proposed o The extent to which the community(ies) to be served by the proposal are engaged in interdisciplinary case conferencing for those experiencing unsheltered homelessness

• Capacity: Page 4 shall be a narrative describing your organizational capacity and a specific plan to develop, stand up, and have fully operational the project described on Page 3 above no later than

November 15, 2026. It must also include a description of the respondent’s plan to connect people to benefits that will minimize the chance of their returning to living on the street at the conclusion of the grant, and planned strategies to mitigate the consequences for those that do return to the street at the conclusion of the grant