PCA ID Card RFR_Reprocurement.docx

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

ONE ASHBURTON PLACE

BOSTON, MA 02108

REQUEST FOR RESPONSES

FOR

PERSONAL CARE ATTENDANT IDENTIFICATION CARD SERVICES

DOCUMENT #: 27EHSPCAIDCARDPM

ISSUED: NOVEMBER 3, 2026

TABLE OF CONTENTS

ATTACHMENT A – MODEL CONTRACT

ATTACHMENT B – BIDDER CERTIFICATIONS

ATTACHMENT C – COST RESPONSE TEMPLATE

ATTACHMENT D – REQUIRED CARD SPECIFICATIONS

Introduction The Massachusetts Executive Office of Health and Human Services (EOHHS) is issuing this Request for Responses (RFR) pursuant to 801 CMR 21.00, which governs procurement of services by state agencies and requires a competitive process, including the issuance of an RFR, for acquisitions of all commodities and services. In this RFR, EOHHS is soliciting proposals from qualified Bidders for the processing, printing, and mailing of Personal Care Attendant (PCA) identification cards, as described in further detail in this RFR and Section 4 of Attachment A, Model Contract.

Definitions Unless otherwise noted, capitalized terms in this RFR and its Attachments are defined in Attachment A, Section 2.

Purpose of Procurement In this RFR, EOHHS is soliciting proposals from qualified Bidders to process, print, and mail PCA identification cards as summarized below and described in further detail in Section 3 of Attachment A, Model Contract.

As described in greater detail in Section 4 of Attachment A, Model Contract, the selected Card Vendor will:

· Accept and process requests for PCA Identification Cards directly from consumer-employers;

· Receive data from the Fiscal Intermediary (FI) necessary to validate a PCA’s eligibility and identity;

· Accept a photograph and validate identity for inclusion on the identification card;

· Produce PCA Identification Cards and distribute them in a timely manner according to regular issuance schedules;

· Maintain supplies to support regular PCA Identification Card volume and issuance schedules; and

· Produce reports and supply data to EOHHS, its agent, or other designee for production confirmation, analysis, and general status.

Program Background EOHHS is the single State agency responsible for administering the Medicaid program and the State Children’s Health Insurance Program within Massachusetts (collectively, “MassHealth”), pursuant to M.G.L. c.118E, Title XIX of the Social Security Act (42 U.S.C. §1396 et seq.), Title XXI of the Social Security Act (42 U.S.C. § 1397aa et seq.), and other applicable laws and waivers.

MassHealth MassHealth is the Medicaid and Children’s Health Insurance Program (CHIP) programs of the Commonwealth of Massachusetts, administered by EOHHS pursuant to M.G.L. c.6A, §16, M.G.L. c. 118E, Titles XIX and XXI of the Social Security Act, and other applicable laws and waivers thereto to pay for medical services for eligible Members. MassHealth provides comprehensive, affordable health care coverage for approximately two million low-income Massachusetts residents, including nearly 50% of all Massachusetts children and 60% of all residents with disabilities. MassHealth’s mission is to improve the health outcomes of our members and their families by providing access to integrated health care services that promote health, well-being, independence, and quality of life.

MassHealth PCA Program The MassHealth PCA program helps people with permanent or chronic disabilities keep their independence and manage their own personal care by providing funds for PCA consumer-employers to hire PCAs. A PCA assists with activities of daily living. PCAs are recruited and hired by the person receiving PCA services (the PCA consumer-employer). MassHealth contracts with a Fiscal Intermediary (FI) to perform employer-required functions and related administrative tasks on behalf of PCA consumer-employers.

Fiscal Intermediary Services The PCA Program Fiscal Intermediary (FI) assists PCA consumer-employers to fulfill certain state and federal obligations as employers of their PCAs, and to perform certain employer-related administrative activities on the PCA consumer-employer’s behalf including ensuring compliance with federal and state labor, tax and workers’ compensation insurance rules, timelines, and regulations for household employers who use an FI, and accountability of all MassHealth funds.

PCA Quality Home Care Workforce Council The PCA Quality Home Care Workforce Council (Council) is an entity within EOHHS that is recognized as the employer of PCAs for certain enumerated purposes, as set forth in M.G.L. c.118E, §§ 70 - 75.

The Council, in its capacity as the employer of PCAs for purposes of collective bargaining, entered into a collective bargaining agreement with the PCA union, pursuant to which the parties agreed that EOHHS would issue a procurement to contract with a vendor to enable PCAs to receive a PCA identification card upon request.

Bidder Qualifications To be considered for the Contract award pursuant to this RFR, the Bidder, in addition to all other requirements specified herein, shall:

Have the capacity and willingness to perform all responsibilities set forth in the Model Contract (attached to this RFR as Attachment A), beginning on or around February 1, 2027;

Have a demonstrable, recent track record of completing multiple projects to the satisfaction of the clients that include equivalent aspects of the PCA Identification Card processing and printing, electronic file acceptance, ongoing monthly PCA Identification Card distribution, and monthly report generation and updating;

Have successfully operated and/or maintained, in collaboration with a client, one or more mission-critical production systems of similar size and scope for this project; and Not have any interest that will conflict in any manner or degree with the performance of services required under this contract.

CONTRACTOR RESPONSIBILITIES & MODEL CONTRACT

Any Bidder that becomes the Contractor shall provide the services described in this RFR and in Attachment A, Model Contract. Attachment A contains provisions that may be incorporated into any Contract to be executed between EOHHS and the selected Contractor. EOHHS may modify Attachment A as it deems necessary prior to the execution of the Contract. Changes to the Contract after its execution by the parties shall be made only by written amendment.

The Contractor shall be paid for its performance of its obligations under the Contract in accordance with Section 13 of Attachment A, Model Contract. Payment for this effort shall be a fixed price payment that incorporates personnel rates and all deliverables. Bidders are urged to carefully review the information in this RFR and Attachment C, Cost Response for detailed information about the anticipated payment structure for this Contract.

Subject to all necessary approvals and appropriations, the term of the Contract shall commence upon its execution and will terminate on June 30th, 2028, subject to (1) ongoing legislative appropriation; (2) all necessary approvals; and (3) the Contractor’s satisfactory performance, as determined by EOHHS, of all duties and obligations under this Contract, provided, however that EOHHS may extend the Contract in any increment for up to three (3) additional years at the sole discretion of EOHHS, upon terms agreed upon by the parties. EOHHS reserves the right to further extend the Contract for any reasonable increment it determines necessary to complete a subsequent procurement. Extension of the Contract is subject to further legislative appropriations, continued authorization if necessary, and EOHHS’ determination of satisfactory performance upon terms to be negotiated by the parties.

If the Contractor retains subcontractor(s) to perform service(s), the contractor(s) will be responsible for all communication with and from subcontractor(s), for subcontractor(s) oversight, and integration of subcontractor(s) responsibilities and Deliverables into the overall project. See Attachment A, Model Contract, Section 15 for additional information.

PROCUREMENT TIMETABLE

The anticipated timeline for this procurement, which is subject to change at the discretion of EOHHS, is provided below. Notification of any adjustment to the Procurement Timetable shall be posted on COMMBUYS.

Electronic Responses (Quotes) Due in COMMBUYS (Note: COMMBUYS refers to this deadline as the “Bid Opening Date”) December 11, 2026, by 5:00 pm

Times are Eastern Time (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 COMMBUYS Bid’s Header Information, the dates in the Bid’s Header Information on COMMBUYS shall prevail. Bidders are responsible for checking the RFR record, including any RFR Q&A, on COMMBUYS for Procurement Calendar updates.

Written Questions All Bidders’ questions regarding this RFR must be submitted in writing to the RFR Contact Person at the email address listed in Section 7.6.2. Questions may be asked only prior to the Deadline for Submission of Questions stated in the Procurement Timetable, above. EOHHS reserves the right not to respond to questions submitted after this date. EOHHS will review questions received before the deadline and at its discretion prepare written responses to questions which EOHHS determines to be of general interest. EOHHS reserves the right to edit or delete any submitted questions that raise any issues that are not in the best interest of this RFR.

The Bid Solicitation Q&A functionality in COMMBUYS will also be used for this RFR; emailing Bidder questions to the RFR Contact Person is preferred. Questions should be in a Word document, numbered but not in a table format, or in a plain text email. Any written response will be posted on COMMBUYS. Only written responses will be binding on EOHHS.

RFR Amendments EOHHS reserves the right to amend or clarify any part of this RFR any time prior to the deadline for submission of Responses on COMMBUYS. If EOHHS decides to amend or clarify any part of this RFR, a written amendment will be posted on COMMBUYS. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda, or modifications to this RFR, and any Q&A records related to this RFR. EOHHS and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Response based on an out-of-date Bid or on information received from a source other than COMMBUYS.

RESPONSE REQUIREMENTS

All Responses to this RFR must be submitted in accordance with the submission instructions set forth in this Section 4 of this RFR.

Submission Instructions Submissions on COMMBUYS All procurements posted on COMMBUYS, known as Bids, require the submission of electronic responses, also referred to as Quotes. To submit an electronic Quote, Bidders must register and maintain an active COMMBUYS Seller subscription account. Questions regarding COMMBUYS should be directed to the OSD Help Desk at OSDHelpDesk@mass.gov.

Bidders must submit electronic Quotes on COMMBUYS by the date and time specified in Section 3. COMMBUYS will not accept submissions after the specified deadline. The Bidder shall comply with all COMMBUYS electronic submission requirements and file size limits. Electronic media submissions, other than the required electronic files submitted via COMMBUYS, such as videotapes, audiotapes, and diskettes will not be accepted. Facsimile and e-mailed responses will not be accepted.

Responses must be submitted and uploaded onto COMMBUYS in .doc, .docx, or .pdf files. Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 8 1/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in a .zip format when saved, containing only .doc, .docm, .docx, .xls, .xlsx, or .pdf files. Other zip file formats will not be accepted.

Please take note of the assigned RFR Opening Date/Time and be mindful that the EOHHS may only consider responses that have been submitted in COMMBUYS by the specified RFR Opening Date/Time.

The COMMBUYS system date and time is displayed in the top right corner of the COMMBUYS dashboard. Once the system time passes the Bid Opening Date/Time, the ability to submit a response is disabled. Even if a Bidder is in the process of entering a submission, their ability to submit ends after the Bid Opening Date/Time has elapsed. As such, please allow sufficient time to submit your response.

COMMBUYS Quote Submission Training and Instructions The following resources are provided to assist Bidders in submitting Quotes:

1. Operational Services Division (OSD) Vendor Training information is Training sessions focused on online Quote submission, are available on https://www.mass.gov/osd-vendor-traininghttps://www.mass.gov/doc/vendor-training-schedule/download.

2. An online job aid on How to Create a Quote can be found on https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download

3. Webcast video on How to Locate and Respond to a Bid Solicitations can be found on https://www.screencast.com/t/GMJLKkilF12.

File Size Limits COMMBUYS will not accept files that approach or exceed 10 MB. If a large file fails to upload, the Bidder must save the contents as multiple files and label the files accordingly.

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

After Bid Opening Date/Time, Quotes may not be withdrawn. If the Bidder wants to remove a Quote from consideration, Bidder needs to submit their request to the email address listed in Section 7.6.2.

Required Responses Bidders shall respond to this RFR with the documents specified below (collectively, the Response) by the date and time specified in Section 3.

1. A Business Response as described in Section 4.3;

2. A Programmatic Response as described in Section 4.4; and

3. A Cost Response as described in Section 5.

4. PCA Identification Card Samples as described in Section 4..4.5.

5. PCA Identification Card Carrier and Envelope Samples as described in Section 4.4.5.

Response Format Requirements A. Each document comprising the Response must be clearly labeled and stated on the cover page and within the file name:

1. The title of the RFR

2. The Bidder’s legal name; and

3. The title of the document contained in the file (e.g., Business Response, Programmatic Response, Cost Response).

B. The Response shall be formatted as follows:

1. Typewritten/word-processed.

2. Single-spaced with a line between each paragraph;

3. One-inch margins;

4. 12-point Times New Roman font or similar; and

5. Include the Bidder’s name and page number in the footer.

6. The Response shall be organized as follows:

a. The Response shall contain a Table of Contents; and

b. The Bidder must respond to each item in the order in which it appears in the RFR.

C. Each section of a document that is part of the Response shall be separated by a header that includes reference to the RFR section number and heading (for example, Section 4.3.2. Organizational Overview); and D. Each attachment of the document shall be separated by a page that includes the attachment number and heading (for example, “Attachment A: Organizational Chart”). The required documentation and forms listed in Section 4.3 of this RFR must be included as attachments separate from the narrative response.

E. EOHHS assumes no responsibility for knowledge of any material that is not presented in accordance with EOHHS’s instructions and may not consider any such material in evaluating the Bidder’s response to the RFR.

Responsiveness Bidders shall not submit unnecessary samples, attachments, or other documents not specified in this RFR.

Business Response The Bidder shall meet all standards and must comply with all the requirements in this Section.

Cover Letter The Bidder must include with its Business Response a cover letter that must contain:

1. Reference the RFR title and number;

2. Clearly state the name of the Bidder and the Bidder’s principal address;

3. Clearly state the name, address, email, and telephone number of the individual who should be contacted for the purpose of discussing any aspect of the Bidder’s response;

4. Include a statement that (1) clearly articulates that the Bidder accepts the terms of this RFR and of the Model Contract provided in Attachment A, without substantive change and (2) acknowledges the Bidder has read and understood Attachment A: Section 5 (Privacy and Confidentiality), Standard Contract Form, Standard Contract Form Instructions and Contractor Certifications, and the Commonwealth Terms and Conditions (see Section 7.3);

5. Be signed by an individual authorized to bind the Bidder; and

6. Include a statement that the Bidder’s proposal will remain in effect until the Bidder withdraws its proposal or a Contract resulting from his RFR is executed, whichever is later.

7. Material Subcontractor(s) Information (not to exceed 1 page).

The Bidder shall submit the following information for each proposed Material Subcontractor (if applicable):

1. The name of the subcontractor and the subcontractor’s principal address;

2. The name, address, email, and telephone number of a contact person(s) for the proposed subcontractor and a description of their role(s);

3. Brief description of subcontractor role; and

4. A signed EOHHS-Required Bidder’s Certification.

Organizational Overview (not to exceed 1 page) The Bidder shall submit the following information:

1. The Bidder organization’s legal name, trade name, and any other name under which the bidding organization does or has done business;

2. The Bidder’s ownership status (whether the bidding organization is publicly traded or privately held). If privately held, identify the owner(s) with 5 percent or more financial interest in the organization;

3. The Bidder’s principal address, e-mail address, telephone number, and website URL, if applicable;

4. A listing of the Board of Directors, if any, of the Bidder’s organization and of the Bidder’s parent organization, if any;

5. The type of legal entity the Bidder is (for example, corporation (profit or not for profit), limited partnership, general partnership, or trust), and the state or foreign country where the entity is organized. The Bidder shall also include such information for any parent organization; and

6. The Bidder’s organizational chart. The Bidder’s organizational chart shall include the names, titles, and reporting relationships of all key organization officers (for example, the Chief Executive Officer and the Chief Financial Officers) as well as any subsidiary relationships and subcontractors. If this requirement is not applicable because the Bidder is an individual or sole proprietor, please indicate as much in the response.

References The Bidder shall provide a list of three customer references from among those entities with which the Bidder has had business experience within the last five years, preferably involving the types of services requested in this RFR, using the Business Reference Form listed in Section 4.3.5.

EOHHS may, at its option, contact these references and any other individual or organization whether or not identified by the Bidder.

Supplier Diversity Program (SDP) Plan Form The Bidder shall complete and submit a Supplier Diversity Program (SDP) Plan Form (see Section 7.12).

Required Forms Bidders must submit as part of their response the following required forms/documents:

1. Prompt Payment Discount Form

2. Business Reference Form

3. Supplier Diversity Program Plan as described in Section 7.12.

4. The following documents are included among the required forms for review purposes and do not need to be completed or submitted with the Bidder’s Response:

a. Bidders will certify acceptance of these documents in their Cover Letter as described in Section 4.3.1.

b. Standard Contract Form (Bidders do not need to complete this form);

c. Standard Contract Form Instructions and Contractor Certifications;

d. Commonwealth Terms and Conditions; and

5. Contractor Authorized Signatory Listing.

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

Programmatic Response The Bidder shall demonstrate to EOHHS in its Programmatic Response submission its ability to assume all programmatic responsibilities of Attachment A, Model Contract. The Bidder shall submit all required materials, including narrative and attachments as specified in Section 4.1. Bidders shall provide a description of the Bidder’s proposed approach to accomplish the tasks and responsibilities as set forth in the RFR and Attachment A, Model Contract. The proposed approach must be clearly delineated and should include, but not be limited to, the below considerations:

· For each applicable Programmatic Response requirement, the Bidder must specify whether the Bidder plans to provide all services or perform all functions described in its response to each subsection internally or whether it plans to utilize a Material Subcontractor for all or part of the services or functions.

· If the Bidder plans to utilize a Material Subcontractor, the Bidder shall provide, in addition to the information requested in each subsection, a description of the Bidder’s role and the Material Subcontractor’s role; an explanation as to why the Bidder is using a Material Subcontractor; the process the Bidder is using to select a Material Subcontractor; the name of any Material Subcontractor already selected or under consideration; and any processes the Bidder will implement to monitor and evaluate the Material Subcontractor’s performance.

· When asked to describe current or prior experience, the Bidder shall include the experience of any proposed Material Subcontractor and indicate whether the experience described was that of the Bidder or of the Material Subcontractor.

Executive Summary The Bidder shall include with its response an executive summary that summarizes its proposal. The executive summary may not exceed two (2) pages and must address:

· The Bidder’s understanding of the overall project, goals and objectives, and each of these areas listed in Attachment A, Model Contract Section 4;

· The Bidder’s understanding of the project’s constraints and its approach to overcoming them;

· The proposed Bidder’s organizational structure and the roles and responsibilities of each Material Subcontractor (if applicable);

· The methodology by which the Bidder plans to monitor, evaluate, and ensure the quality and performance of 1) its own personnel; and 2) its Material Subcontractors, if any;

· Project risks and the Bidder’s approach to managing them; and

· A summary of the proposal that includes an overview of the approach the Bidder will take to complete the requirements listed in this RFR.

Key Personnel – Staffing and Contract Management The Bidder shall briefly describe its proposed approach to staffing and managing the services required under the Model Contract, including identification of a Contract Manager who will serve as EOHHS's primary point of contact.

Scope of Services The Bidder shall include a description of how it proposes meeting each of the requirements outlined in the Attachment A Section 4, Contractor Responsibilities. The response should address all responsibilities listed in each Attachment A, Section 4 scope listed below. The Bidder’s response for 4.4.3 Scope of Services may not exceed six (6) pages.

Process Requests for PCA Identification Cards (4.1) PCA ID Identification Card Production (4.2) Physical Card Specifications (4.3) Envelope Specifications (4.4) Distribution of PCA Identification Cards (4.5) Consumer Relations (4.6) Quality Assurance (4.7) Reporting (4.8) Administration (4.9) Deliverables (4.10)

Project Plan The Bidder shall include with its response a detailed project plan. The project plan must commence with the Effective Date and must show the deliverables listed in Section 4.13 of the Model Contract, and must show task duration and dependencies, listing task numbers and descriptions, and responsible parties. For the purpose of creating this plan, the Bidder is expected to assume the dates in Section 12 of the Model Contract, but with the ability to shift plan timelines as needed to accommodate actual start of production or necessary date changes.

Sample ID Card Submission

· Provide at least one, and up to three, physical samples of cards that demonstrate both the card specifications and design requirements noted at Attachment D.

· Note that physical card samples must both be submitted electronically as part of the submission package and be mailed to EOHHS at the below address with a postmark date no later than the Deadline for Bidder Submission of Response noted below of this RFR.

· ATTN: Amy Butcher

· Procurement Coordinator

· Executive Office of Health and Human Services

· 1 Ashburton Place, 11th Floor

· Boston, MA 02108

· On the outside of the package that contains the samples, the Bidder must clearly identify its name, the Bid Number, and any other information needed for EOHHS to confirm that the sample in question is attributable to the Bidder without being opened.

· Bidders must include the tracking number for the mailed sample in their Responses.

· Note that Bidders will be considered noncompliant with this section if they send physical card samples that cannot be clearly identified as belonging to their specific bid.

Cost Response The Bidder must not include any costs or cost information for this project in any portion of the Bidder’s response except in the Cost Response. Failure to comply with this instruction may be grounds for rejection of the Response. For the avoidance of doubt, please note that if the Bidder proposes Service Level Agreements (and associated liquidated damages, penalties, credits, or offsets) in its programmatic response, this shall not be considered “costs or cost information” for purposes of this paragraph.

The Bidder shall submit its Cost Response using Attachment C. Accompanying this may be no more than 2 pages of assumptions.

All other costs or expenses, including deliverable production and presentation, preparation costs, travel, and other indirect costs, must be included within the firm fixed prices of Attachment C.

Evaluation of Responses Qualifying Responses Bidders must meet all of the requirements set forth in this RFR, without limitation. Failure to meet any of these requirements may result in the Response being removed from further consideration. EOHHS reserves the right, in its sole discretion, to determine if non-compliance with a requirement is insubstantial, immaterial, or can be easily corrected. In such cases, the Evaluation Committee (see Section 6.3) may:

A. Seek clarification from a Bidder;

B. Allow the Bidder to make technical corrections;

C. Apply appropriate adjustments in the scoring of the evaluation; or D. Utilize other remedial action EOHHS deems appropriate, such as applying a combination of all three remedies.

Failure to meet the RFR requirements without providing an alternate that is acceptable to the Evaluation Committee may result in the disqualification of a Bidder's Response.

Non-Qualifying Proposals EOHHS reserves the right to reject a Bidder’s proposal at any time during the evaluation process if the Bidder:

A. Fails to demonstrate to EOHHS’s satisfaction that it meets all RFR requirements, including but not limited to meeting the Bidder Qualifications set forth in Section 1.4, satisfying all Response Submission Requirements set forth in Section 4, and submitting all required information and otherwise complying with all requirements in Sections 4.2, 4.3, 4.4 and 4.5;

B. Fails to satisfy all Response Submission instructions described in Section 4, to submit a response organized in accordance with all instructions, or to submit a response that is complete in all respects;

C. Fails to submit all required information and to otherwise comply with all requirements of the Business Response described in Section 4.3, to submit all required information and to otherwise comply with all requirements of the Programmatic Response described in Section 4.4, or to meet any Cost Response requirement described in Section 5;

D. Receives a rating of “Non-Responsive” or “Poor” in the evaluation of one or more sections of the Bidder’s Programmatic Response;

E. Has any interest that may, in EOHHS’s sole determination, conflict with performance of services for the Commonwealth or is anti-competitive;

F. Fails to demonstrate to EOHHS’s satisfaction that it and all material subcontractors are in sound financial condition;

G. Fails to make an oral presentation/demonstration pursuant to Section 6.4 or allow for a site visit/inspection pursuant to Section 6.5 requested by EOHHS at a time, place, and manner satisfactory to EOHHS;

H. Has a reference, oral presentation/demonstration, or site visit/inspection that, in EOHHS’s sole determination, indicate the inability of the Bidder to adequately perform the services sought under the RFR;

I. Rejects or qualifies its agreement to any of the mandatory provisions of the RFR; or J. Fails to reach an agreement with EOHHS on all Contract terms, including, but not limited to, payment provisions.

Evaluation Committee An Evaluation Committee (the “Committee”) will determine whether the Bidder has satisfied all Business Response requirements in Section 4.3 on a “Satisfactory” or “Unsatisfactory” basis. The Committee will evaluate the Bidder’s Programmatic Response for comprehensiveness, appropriateness, feasibility, clarity, innovation, effectiveness, and responsiveness to the needs of EOHHS and in accordance with the criteria described in this Section 6.3. EOHHS will assign a rating of “Excellent,” “Very Good,” “Good,” “Fair,” “Poor,” or “Non-Responsive” for each section evaluated, assign each of the Responses an overall rating, compare the Responses to one another, and rank the responses in order of preference. EOHHS will favorably consider Bidders with higher Supplier Diversity Commitments (See Section 7.12). EOHHS may consider any additional relevant information about the Bidder known to EOHHS.

The Bidder’s Cost Response will be evaluated based on reasonableness of cost, competitiveness of cost, and value to EOHHS. EOHHS is not required to choose the Bidder that proposes the lowest cost to EOHHS. The Bidder’s Cost proposal will be one factor, but not the sole factor, considered in EOHHS’s evaluation. EOHHS will select the Response which, in its sole discretion, it determines demonstrates the best overall value to EOHHS.

A Response that fails to meet any material term or condition of the RFR, including the submission of required attachments, may be deemed unresponsive and disqualified. The goal of this RFR is to provide the best value of services to achieve the goals of the procurement.

Oral Presentation/Interview The Committee may, in its sole discretion, invite those Bidders whose responses have been judged competitive and responsive in the course of the evaluation to attend an Oral Presentation. At that time, the Bidder’s proposal may be discussed and clarified but not changed in any way.

The Committee reserves the right to apply restrictions to the structure and content of the Oral Presentation, and to instruct the Bidder regarding attendees. Oral Presentations shall not be open to the public nor to any competitors. Failure of a Bidder to agree to a date and time for an Oral Presentation may result in rejection of the Bidder’s response.

Site Visit/Inspection The Committee may, in its sole discretion and at its convenience, elect to visit or inspect any of a Bidder’s offices, facilities or resources prior to executing a Contract under this RFR. Such a visit or inspection could include a detailed review of the Bidder’s operations and systems relevant to this RFR. Failure to agree to such an inspection may result in rejection of the Bidder’s response.

Past Performance The Committee, in its sole discretion, may consider in its review process EOHHS’s previous evaluations of Bidders as contractors with EOHHS or Bidders’ performance in programs or contracts administered by EOHHS, and any corrective actions or restrictions imposed by EOHHS or other Commonwealth agencies. The Committee may also consider any information that may have previously been provided by the Bidder or is otherwise available or known to EOHHS.

References The Committee, in its sole discretion, may verify or contact any references provided by the Bidder pursuant to Sections 4.3.3 at any time during the evaluation process. In addition, EOHHS reserves the right to request, verify and contact additional references from any Bidder at any time prior to executing a Contract under this RFR.

Best and Final Offer The Committee reserves the right to request a best and final offer (BAFO) from any Bidder.

Recommendation to Enter Into Contract Negotiations After the Committee completes its evaluation, comparison, and ranking of all proposals, and, if applicable, oral presentation(s), site visit(s), reference check(s) and BAFO, the Committee may recommend to the Secretary of EOHHS, or her designee, a Bidder with which to enter into Contract negotiations. The Secretary’s decision shall consider the Committee’s recommendation and the best interests of the Commonwealth. EOHHS is under no obligation to award a Contract pursuant to this RFR.

Best Value Selection and Negotiation EOHHS will select the response which, in its sole discretion, demonstrates the best value overall to EOHHS and the Commonwealth. EOHHS and a selected Bidder may negotiate a change in any element of Contract performance or cost identified in the original RFR or the selected Bidder’s response which results in lower costs or a more cost-effective or better value than was presented in the selected Bidder’s response. Should EOHHS fail to reach an agreement on contract terms with any selected Bidder, EOHHS, in its sole discretion, may negotiate with and award a contract to any other Bidder it selects, or reopen the RFR.

Contract Award The award of a Contract under this RFR shall be subject to sufficient appropriation, availability of state and federal funds, all necessary state and federal approvals, and successful negotiation of Contract terms.

RFR INFORMATION

Issuing Office Executive Office of Health and Human Services One Ashburton Place, 11th Floor Boston, MA 02108 RFR – Required 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. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

Commonwealth of Massachusetts Standard Contract Form and Terms and Conditions Any Bidder selected as the Contractor shall agree to and abide by the terms of the Commonwealth of Massachusetts Standard Contract and Terms and Conditions. EOHHS is prohibited from amending these documents or agreeing to any change in the language. Any Bidder suggestion or requirement altering these documents will be disregarded.

COMMBUYS Market Center COMMBUYS is the official source of information for this RFR 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 RFR Questions and Answers (Q&A), if any, are all components of the procurement.

Bidders are solely responsible for obtaining all information distributed for this RFR via COMMBUYS.

It is each Bidder’s responsibility to regularly check COMMBUYS and monitor the email inbox of the Bidder’s contact person for any communications from EOHHS, including without limitation:

A. Requests for clarification;

B. Any amendments, addenda or modifications to the procurement; and C. Any Q&A records related to this procurement.

EOHHS and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Response (known as a Quote in COMMBUYS terminology) based on an out-of-date RFR or on information received from a source other than COMMBUYS.

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

All Bidders submitting a Quote (also referred to in this document as Response) in response to this Bid (also referred to as Solicitation or, in this document, RFR) agree that, if awarded a contract: (1) they will maintain an active vendor account in COMMBUYS; and (2) 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.

Questions specific to COMMBUYS should be made to the OSD Help Desk at OSDHelpDesk@mass.gov or by calling the OSD 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.

Bidder Communications RFR Contact Bidders are prohibited from communicating directly with any employee of EOHHS regarding this RFR, except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR, except as specified below. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the OSD Help Desk at OSDHelpDesk@mass.gov.

RFR Point of Contact:

Amy Butcher Procurement Coordinator Executive Office of Health & Human Services One Ashburton Place, 11th Floor Boston, MA 02108 Email: amy.butcher@mass.gov

Notice of Intent to Bid Bidders are requested to submit a letter stating their intent to respond to this RFR addressed to the RFR Contact Person in Section 7.6.2 by the date and time specified for Notice of Intent to Respond listed in the Procurement Timetable in Section 3. Bidders may e-mail the letter of intent to the e-mail address listed under Section 7.6.2.

Electronic Communications It is the responsibility of the prospective Bidder and awarded Contractor to keep current the e-mail address of the Bidder’s contact person and prospective Contract Manager, if awarded a Contract, and to monitor that e-mail inbox for communications from EOHHS, including requests for clarification. EOHHS and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded Contractor(s) and the Purchasing Department to be lost or rejected by any means, including email or spam filtering.

Reasonable Accommodation Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the RFR Contact person describing the Bidder’s disability and the requested accommodation to the contact person for the RFR. The Commonwealth reserves the right to reject unreasonable requests.

RFR Copies Bidders should download all RFR documents from COMMBUYS. No paper copies of the RFR or any of its components will be accepted. If a Bidder is having trouble obtaining any required attachments electronically through COMMBUYS, the Bidder should contact the COMMBUYS Help Desk at OSDHelpDesk@mass.gov or call the Help Desk during normal business hours (8 am-5 pm ET Monday-Friday) at 1-888-627-8283 or 617-720-3197.

Open Enrollment Process This is an open enrollment procurement. EOHHS will accept RFR Responses from qualified Bidders during any open-enrollment period or periods specified by EOHHS throughout the term of the Contract.

If EOHHS, after the initial deadline for Responses has passed, has not received a sufficient number of Responses, EOHHS may immediately reopen the RFR to accept additional Responses.

If EOHHS, after the initial selection process, determines that there are not a sufficient number of qualifying Responses (i.e., Responses that were not rejected as non-qualifying in accordance with Section 6.2) EOHHS may immediately reopen the RFR to accept additional Responses.

EOHHS may reopen this RFR for any other reason. EOHHS will determine when and if the RFR will be re-opened. Information regarding re-opening will be posted on the same COMMBUYS site where this RFR is posted.

Closing Date The response due date and time are specified in the timetable in Section 3. Responses received after the Response due date and time specified in the Procurement Timetable will be rejected. Individual requests for extension of the time for submitting responses will be denied.

Acceptance of Response Content The entire contents of the Bidder’s response shall be binding on the Bidder. The specifications and contents of a successful Bidder’s response may be incorporated into the Contract.

Neither EOHHS nor the Commonwealth is obligated to procure or contract for services or supplies. EOHHS reserves the right to accept or reject any or all responses received as a result of this RFR. Neither EOHHS nor the Commonwealth is under any obligation to return any materials submitted by a Bidder in response to this RFR.

Public Records All responses and related documents submitted in response to this RFR are public records and are subject to the Massachusetts Public Records Law, M.G.L. c. 66, § 10. Any statements in submitted responses that are inconsistent with these statutes will be disregarded.

Program Modifications and New Initiatives A. EOHHS shall have the option at its sole discretion to modify, increase, reduce or terminate any activity related to the Contract resulting from this RFR, whenever, in the judgment of EOHHS, the goals of the project have been modified or altered in a way that necessitates such changes.

B. In the event that the scope of work or portion thereof must be changed, EOHHS shall provide written notice of such action to the Contractor and the parties shall negotiate in good faith to implement any such changes proposed by EOHHS. EOHHS additionally reserves the right, at its sole discretion, to amend the Contract resulting from this RFR to implement state or federal statutory or regulatory requirements, judicial orders, settlement agreements, or any state or federal initiatives or changes affecting EOHHS or the Contract.

C. The parties shall negotiate in good faith to implement any such initiatives proposed by EOHHS. The Contractor selected through this procurement’s responsibilities are subject to change due to implementation of such initiatives. EOHHS reserves the right to modify the Contract resulting from this RFR due to program modifications D. Any changes under this section shall be subject to appropriate approvals.

Supplier Diversity Program (SDP) A. Program Background Pursuant to Executive Order 599, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

All Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

B. Financial Commitment Requirements All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

C. Eligible SDP Partner Certification Categories SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

· Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE) D. Eligible Types of Business-to-Business Relationships Bidders and Contractors may engage SDP Partners as follows:

1. Subcontracting Defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

2. Ancillary Products and Services Defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs. These may include but are not limited to the following examples: professional services (e.g., IT, legal, advertising, HR, accounting etc.), maintenance services (e.g., cleaning, landscaping, tradespersons services, etc.), office expenses (e.g., office supplies, furniture, IT supplies, etc.). Anything declared as a business expense in which a certified vendor is used would qualify.

Other types of business-to-business relationships are not acceptable under this contract. If subcontracting is proposed, it must meet all the subcontracting provisions (if any) listed in this RFR.

E. Program Flexibility The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

· SDP Partners are not required to be subcontractors.

· SDP Partners are not required to be Massachusetts-based businesses.

SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

F. SDP Plan Form Requirements All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response.