Leadership Staffing Services MSA RFR - Responses to Vendor Questions.docx

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

ONE ASHBURTON PLACE

BOSTON, MA 02108

QUESTIONS AND ANSWERS

regarding the Request for Responses (RFR) for Departmental Master Agreements for Leadership Staffing Services

RFR Document Number: 23EHSKALEADERSHIPSTAFFRFR

COMMBUYS Bid Number: BD-23-1039-EHS01-ASHWA-79283

Q & A Issue Date: October 20, 2022

This document contains responses to questions received from interested parties regarding the Request for Responses (RFR) for Departmental Master Agreements for Leadership Staffing Services issued by the Executive Office of Health and Human Services (EOHHS) on September 15, 2022. Answers have been provided to those questions which are of general interest and relevant to the preparation of a response to the RFR.

Q1. Section 3.1.1. Mass. License or Registration. The Bidder must be licensed as an employment agency or registered as a placement agency with the Massachusetts Department of Labor Standards.

What is the cost for License/Registration in the State of Massachusetts? How do we register?

A1. For more information regarding the Department of Labor’s requirements related to employment agencies and placements agencies, please visit: https://www.mass.gov/employment-placement-staffing-agencies-program

Q2. Section 8.27 Supplier Diversity Program (SDP). We are a small business and plan to perform all work ourselves. Do we still need to use subcontractors?

A2. Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

Q3. Exhibit 1, Rate Card – Maximum Rates, Category 1. Regarding the 20% professional fee, will non-exclusive leadership services include a payment schedule for all of the entities performing the search? Is 20% the maximum for leadership services?

A3. Please refer to Exhibit 1 of the RFR for maximum rates.

Q4. For executive searches, will Commonwealth of Massachusetts be granting any exclusivity?

A4. EOHHS will not accept exclusivity unless otherwise agreed to in a Statement of Work (SOW).

Q5. Exhibit 1, Cancellation Terms. Can you clarify the Cancellation Terms? There seems to be a word/words missing.

A5. Please see updated text. “A search may be cancelled at any time. Upon notice of cancellation, Qualified vendor will submit an invoice for all direct expenses incurred to date.”

Q6. Section 2.3.B, Procurement Details: We understand that it is a multi-award contract, can please confirm the total number of vendors to be awarded this contract?

A6. Through this procurement process, EOHHS will identify a pool of qualified vendors to engage under a master services agreement. EOHHS intends to contract with as many vendors it deems qualified and which will provide a benefit to EOHHS in each category.

Q7. Section 2.3.B, Procurement Details: How will job requests be shared among multiple awarded vendors?

A7. Please refer to Section 5 in the Request for Responses for a description of how job requests will be issued to qualified vendors.

Q8. Section 2.3.B, Procurement Details: Will all job requests be shared among all awarded vendors simultaneously?

A8. Job requests may be shared among all awarded qualified vendors or directed to specific qualified vendors depending on the needs of the position. Please refer to Section 5 in the Request for Responses for a description of how job requests will be issued to qualified vendors.

Q9. Section 2.3.B, Procurement Details: Is there any ranking system for sharing job requests among awarded vendors such as primary bidder, secondary bidder, and then other awarded bidders?

A9. Please refer to Section 5 in the Request for Responses for a description of how job requests will be issued to qualified vendors.

Q10. Section 3.1, Entity Requirements: Is it mandatory bidder should have business registration in the state of Massachusetts at the time of contract award?

A10. Bidders should meet the requirements for business registration at the time of execution of the contract.

Q11. Section 3.1, Entity Requirements: Can we provide business registration certificate in the state of Massachusetts after the award of contract?

A11. Yes, out of state bidders may complete their business registration in Massachusetts after receiving notice of being selected as a qualified vendor. Business registration in Massachusetts must be complete prior to execution of the contract.

Q12. Section 3.3.1 and 3.3.2, Liability Coverage Requirements: Can we submit our sample certificate at the time of proposal submission?

A12. EOHHS seeks to verify the bidder carries the minimum insurance required under the RFR. It is preferable to submit proof of insurance with the submission of the application. In the event the Bidder needs to secure the required insurance, the Bidder may submit the proof of insurance after being awarded a contract but prior to execution. In such cases, Bidder should provide statement explaining reason for delay in providing proof of insurance (i.e., need to expand coverage to Massachusetts).

Q13. Section 3.3.1 and 3.3.2, Liability Coverage Requirements: Do we need to provide Certificate of Insurance after the award of contract?

A13. Please refer to the response above.

Q14. Section 3.4, References and reference information and/or requirements: Would you accept reference from large commercial clients? Do we need to provide 3 references for each category or 3 references for both the categories?

A14. To respond to Section 3.4, please identify at least three customers, and not more than five in total. References from large commercial clients are acceptable.

Q15. Section 3.4, References and reference information and/or requirements: Will you accept references from temporary staffing contracts?

A15. Please identify at least three customers, and not more than five in total.

Q16. Section 4.1, Category 1, Leadership Search Services: Can you please share the no. of positions recruited in previous years under this contract in Category 1, Leadership Search Services?

A16. In the past, EOHHS has engaged in multiple Executive Search Services; however, not via this new procurement for a Master Services Agreement.

Q17. Section 4.1, Category 1, Leadership Search Services: How many positions are expected to be filled under this contract in Category 1, Leadership Search Services?

A17. EOHHS is engaged in staffing executive leadership positions throughout the enterprise. See definition of EOHHS in Section 1: Definitions.

Q18. Section 4.1.2, Types of Leadership Positions: Which job titles are most commonly needed by the department in Category 1, Leadership Search Services?

A18. For examples, please refer to section 4.2 of the RFR.

Q19. Section 4.1.2, Types of Leadership Positions: Which job titles are most commonly needed by the department in Category 2, Interim Leadership Services?

A19. For examples, please refer to section 4.2 of the RFR.

Q20. Section 4.1, Category 1 and Section 4.2, Category 2: In order to be responsive, is it mandatory to bid for both Category 1 and Category 2? Please confirm.

A20. It is not mandatory to bid on both categories in this RFR. In the application, please check the box only the category(ies) for which you intend to submit a bid.

Q21. Section 4.2, Category 2: Interim Leadership Placements: Can you please share the no. of positions recruited in previous years under this contract in Category 2, Interim Leadership Services?

A21. In the past, EOHHS has engaged in multiple Interim Leadership Placements; however, not via this new MSA.

Q22. Section 4.2, Category 2: Interim Leadership Placements: How many positions are expected to be filled under this contract in Category 2, Interim Leadership Services?

A22. In the past, EOHHS has engaged in multiple Interim Leadership Placements; however, not via this new MSA.

Q23. Section 7.1, Evaluation: Will you award this contract to the lowest responsive bidder?

A23. Through this procurement process, EOHHS will identify a pool of qualified vendors to engage under a master services agreement. EOHHS intends to contract with as many vendors it deems qualified and which will provide a benefit to EOHHS in each category.

Q24. Section 8.21, Public Records: Can you share details from where we can get old RFP details?

A24. This is a new RFR. EOHHS did not issue a prior RFR or RFP for the leadership services sought through this RFR.

Q25. Section 8.21, Public Records: Can you please tell us where we can see the records for the old contract?

A25. This is a new RFR. EOHHS did not issue a prior RFR. EOHHS has entered into emergency contracts to provide leadership staffing services in the past. However, those contracts are expiring.

Q26. Section 8.21, Public Records: Can you please share the email id/details where we can raise the public record request for old RFP?

A26. This is a new RFR. EOHHS did not issue a prior RFR or RFP for the leadership services sought through this RFR.

A public records request may be submitted to EOHHS at the following link: https://www.mass.gov/forms/submit-a-eohhs-public-records-request

Q27. Exhibit 1, Rate Card – Maximum Rates: How many positions are currently open?

A27. The number of open positions varies per request. Information related to rate cards are located in Exhibit 1 of the RFR.

Q28. Is this a new contract or renewal of an existing contract?

A28. This is a new procurement.

Q29. If there is an existing contract, could you please share the name of the Current Supplier?

A29. Please see response above, this is a new procurement.

Q30. Could you please share the current Suppliers’ pricing and Proposals?

A30. EOHHS has entered into emergency contracts previously to provide the temporary services identified in this RFR. However, the master agreement resulting from this RFR will serve as the long-term contract through which EOHHS will secure leadership staffing services for EOHHS, and its constituent agencies.

Q31. When was the existing contract started, and what is the annual monetary spent value of the current contract since inception?

A31. EOHHS has entered into emergency contracts previously to provide the temporary services identified in this RFR. However, this is a new RFR.

Q32. If this is new initiative, can you please share the no. of similar positions filled in last years through other contracts? Please also share yearly spend.

A32. EOHHS fills executive level positions throughout the secretariat and its constituent agencies on an ongoing basis.

Q33. What were the most commonly filled positions in the past?

A33. The number of open positions varies per request. Information related to rate cards are located in Exhibit 1 of the RFR.

Q34. What is the expected annual budget of this contract? Please share the rough estimate.

A34. Use of this contract will depend on staffing needs and available funds.

Q35. How many positions were filled in last month?

A35. EOHHS fills executive level positions throughout the secretariat and its constituent agencies on an ongoing basis.

Q36. Can EOHHS confirm that qualifying for this Master Agreement does not preclude a vendor from bidding on other work with EOHHS, even work that may involve working with the employees that are recruited?

A36. EOHHS cannot provide any confirmations or respond to the question above. Conflicts of interest are factually specific and may involve legal counsel or the involvement of various offices within the state. Please also refer to application Section 2(F), which requires respondents make disclosures and confirmations regarding conflicts of interest.