PHPA 3771 CRCCP RFA eMMA.pdf

REQUEST FOR APPLICATIONS (RFA)

STANDARD GRANT AGREEMENT (SGA)

(COMPETITIVE)

PROCUREMENT ID NUMBER – PHPA 3771/BPM054917

Issue Date: January 14, 2026

Maryland Colorectal Cancer Control Program

(MCRCCP)

NOTICE

A Prospective Applicant that has received this document from the Maryland Department of Health, or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFA, should immediately contact the

Procurement Officer and provide the Prospective Applicant’s name and mailing address so that addenda to the RFA or other communications can be sent to the Prospective Applicant.

09/2024

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH

RFA KEY INFORMATION SUMMARY SHEET

Request for Applications: Maryland Colorectal Cancer Control Program (MCRCCP)

Solicitation Number: PHPA 3771/BPM054917

RFA Issue Date: January 14, 2026

RFA Issuing Office: Maryland Department of Health

Public Health Services

Prevention and Health Promotion Administration

Cancer and Chronic Disease Bureau

Center for Cancer Prevention and Control

Procurement Officer: Augustus D. Woyah

Maryland Department of Health

Prevention and Health Promotion Administration

201 W. Preston Street

Baltimore, MD 21201

Phone: 410-767-5039 e-mail: augustus.woyah@maryland.gov

Grant Monitor: Beverly Allen

Center for Cancer Prevention and Control

201 W. Preston Street, 3rd Floor

Baltimore, MD 21201

Pre-Application Conference: January 21, 2026, 12:00 PM EST Local Time

Questions due date and time: February 4, 2026, 2:00 PM EST Local Time

Applications are to be sent to: eMaryland Marketplace Advantage (eMMA)

(https://emma.maryland.gov/page.aspx/en/usr/login?Return

Url=%2fpage.aspx%2fen%2fbuy%2fhomepage). For questions and/or technical assistance, please contact emma.helpdesk@maryland.gov. In addition, you may visit https://procurement.maryland.gov for additional information.

Closing Date and Time: February 11, 2026, 2:00 PM EST Local Time mailto:augustus.woyah@maryland.gov https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage mailto:emma.helpdesk@maryland.gov https://procurement.maryland.gov/

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.1.1 The Maryland Department of Health (MDH or the Department), Center for Cancer Prevention and Control (CCPC), is issuing this Request for Applications (RFA) to provide funds to Federally

Qualified Health Centers (FQHCs), primary care clinics, and/or health systems with primary care clinics for the purpose of implementing evidence-based interventions (EBIs) and quality improvement methods (QI) to increase clinic-level colorectal cancer (CRC) screening rates for populations aged 45 to 75 years in clinics with a current CRC screening rate under 60%.

1.1.2 It is the State’s intention to obtain services, as specified in this RFA, from an Agreement between the selected Applicant and the State. The anticipated duration of services to be provided under this Agreement is April 1, 2026—June 30, 2026 (referred to as Year 1 throughout this RFA) with four (4) option years (Option Year 1: July 1, 2026—June 30, 2027; Option Year 2: July 1, 2027—

June 30, 2028; Option Year 3: July 1, 2028—June 30, 2029; Option Year 4: July 1, 2029—June

30, 2030) based on program performance and the availability of funds. At a minimum, a budget and updated work plan will be required prior to granting the subsequent awards.

1.1.3 The Department intends to make up to 6 awards as a result of this RFA. No single award will exceed $140,000.

1.1.4 Applicants, either directly or through their subcontractor(s), must be able to provide all services and meet all the requirements requested in this solicitation and the successful Applicant shall remain responsible for performance regardless of subcontractor participation in the work.

1.2 Contract Type

1.2.1 The Agreement resulting from this solicitation shall be a Fixed Price Contract.

1.3 Procurement Officer

1.3.1 The sole point of contact in the State for purposes of this solicitation prior to the award of any

Agreement is the Procurement Officer at the address listed below:

Augustus D. Woyah

Procurement Officer

Maryland Department of Health

Prevention and Health Promotion Administration

Phone Number: 410-767-5039

E-mail: augustus.woyah@maryland.gov

1.3.2 The Department may change the Procurement Officer at any time by written notice.

1.4 Grant Monitor

1.4.1 The Grant Monitor is:

Beverly Allen

Center for Cancer Prevention and Control

201 W. Preston Street, 3rd Floor

Baltimore, MD 21201

1.4.2 The Department may change the Grant Monitor at any time by written notice.

1.5 eMaryland Marketplace Advantage

1.5.1 Each Applicant is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Transmittal Letter (cover letter) submitted at the time of its application submission to this RFA.

1.5.2 eMMA is an electronic commerce system administered by the Maryland Department of General

Services. The RFA and associated materials, the solicitation and summary of the Pre-Proposal

Conference, Applicant questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA.

1.5.3 In order to receive a contract award, a vendor must be registered on eMMA. Registration is free.

Go to https://procurement.maryland.gov/, click on “Register” to begin the process, and then follow the prompts.

1.6 Questions

1.6.1 Written questions from prospective Applicants will be accepted by the Procurement Officer.

Questions to the Procurement Officer shall be submitted via e-mail to the following e-mail address: augustus.woyah@maryland.gov. Please identify in the subject line the Solicitation

Number and Title.

1.6.2 Questions are requested to be submitted no later than the due date indicated on the RFA Key

Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the

Application due date.

1.7 Application Due (Closing) Date and Time

1.7.1 Applications, in the number and form set forth in Section 4.2 “Applications' ' must be received by the Procurement Officer, in eMaryland Marketplace (eMMA) or the RFA email address

RFA.PHPA@maryland.gov, no later than 2:00 pm EST Local Time on February 11, 2026, in order to be considered. If emailing, please identify in the subject line the Solicitation Number and

Title.

1.7.2 Requests for an extension of this time or date will not be granted. Applications received after the https://procurement.maryland.gov/ mailto:augustus.woyah@maryland.gov mailto:RFA.PHPA@maryland.gov due date and time listed in this section will not be considered. Questions regarding this solicitation should be directed (By e-mail only, no phone calls will be accepted) to the

PROCUREMENT OFFICER.

1.7.3 Applications may be modified or withdrawn by written notice received by the Procurement

Officer before the time and date set forth in this section for receipt of Application. Multiple and/or alternate Applications will not be accepted.

1.8 Award Basis

1.8.1 The Grant shall be awarded to responsible Applicants submitting Applications that have been determined to be the most advantageous to the State, considering price and evaluation factors set forth in this RFA, for providing the activities as specified in this RFA. See RFA Section 5 for further award information.

1.9 Revisions to the RFA

1.9.1 If it becomes necessary to revise this RFA before the due date for Applications, the Department shall endeavor to provide addenda to all prospective Applicants that were sent this RFA, or which are otherwise known by the Procurement Officer to have obtained this RFA.

1.9.2 Acknowledgment of the receipt of all addenda to this RFA issued before the Application due date shall be included in the Transmittal Letter accompanying the Applicant’s Project Narrative.

Acknowledgement of the receipt of addenda to the RFA issued after the Application due date shall be in the manner specified in the addendum notice. Failure to acknowledge receipt of an addendum does not relieve the Applicant from complying with the terms, additions, deletions, or corrections set forth in the addendum.

1.10 Cancellations

1.10.1 The State reserves the right to cancel this RFA, accept or reject any and all Applications, in whole or in part, received in response to this RFA, waive or permit the cure of minor irregularities, and conduct discussions with all qualified or potentially qualified applicants in any manner necessary to serve the best interests of the State. The State reserves the right, in its sole discretion, to award a Grant based upon the written Applications received without discussions or negotiations.

1.10.2 In the event a government entity proposes and receives the recommendation for award, the contract, application and solicitation for this RFA may be canceled, and the award processed in accordance with COMAR 21.01.03.01.A(4). If the services that are the subject of the RFA are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the RFA may be canceled in accordance with Md.

Code Ann., State Finance and Procurement Art., § 3- 207(b)(2).

SECTION 2 – MANDATORY REQUIREMENTS

2.1 Applicant Mandatory Requirements

The Applicant must provide proof with its application that the following Mandatory Requirements have been met:

2.1.1 The Applicant shall be a social organization as defined per Section 7-402 of the State Finance and

Procurement Article of the Annotated Code of Maryland or a local, state government agency, public college or state university.

2.1.2 For social organization Applicants (not local, state government agency, public college, or state university), the Applicant must be a nonprofit organization, classified by the IRS as tax-exempt under section 501(c)(3) of the Internal Revenue Code. Applications must include attachments of the following documentation from the applicant:

REQUIRED DOCUMENTATION: Documentation of tax-exempt status of the Applicant or the Applicant’s fiscal sponsor (i.e., IRS tax exempt status determination letter)

2.1.3 The Applicant shall be a health system (e.g., FQHC, community health center, primary care organization, or hospital).

REQUIRED DOCUMENTATION: Signed W-9 of the health system.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

The State is issuing this solicitation for the purpose of increasing CRC screening prevalence among populations aged 45 to 75 years with a focus on FQHC patients who reside in jurisdictions with high CRC mortality rates, are uninsured, and are low-income. The Maryland Colorectal Cancer Control Program

(MCRCCP) will work with clinic partners to implement EBIs to increase CRC screening prevalence.

CRC is the fourth leading cause of cancer and second leading cause of cancer mortality in Maryland, with

2,558 new cases and 983 deaths in 2021.1 The age-adjusted CRC incidence rate in Maryland in 2021 was

34.5 per 100,000, while the age-adjusted CRC mortality rate was 12.9 per 100,000.1 Through statewide collaboration and funding from the Centers for Cancer Prevention and Control (CDC), Maryland has reduced its CRC mortality. In 1999, Maryland had the sixth highest CRC mortality rate in the nation but improved to 25th highest in 2021.1 Despite the progress, between 2018 to 2022, the age-adjusted CRC mortality rate was statistically significantly higher for males (15.0 per 100,000) compared to females

(11.0 per 100,000).2 There were geographic differences as well, with 15 of the 24 jurisdictions in

Maryland having CRC mortality rates higher than the national rate; these jurisdictions were located in the urban metro areas as well as rural areas of the state.2

From 2017 to 2021, more than half of new CRC cases in Maryland (59.6%) were diagnosed at a late stage when outcomes are poorer.3 Screening reduces CRC incidence and mortality through prevention and/or early detection, and is recommended for average-risk adults aged 45 to 75 years per United States

Preventive Services Task Force (USPSTF) guidelines.4 In 2022, 71.8% of Maryland adults aged 45 to 75 years reported being up-to-date on CRC screening.5 However, CRC screening prevalence was low for those served by Maryland’s FQHCs, ranging from 9% to 57% in 2023.6 Maryland Behavioral Risk Factor

Surveillance System (BRFSS) data from 2022 showed that 23.3% of males reported never being screened for CRC compared to 19.8% of females.5 Additionally, as income levels decreased, so did CRC screening prevalence.5 Nationally, research has shown that uninsured adults have low uptake of CRC screening.7

1 Based on preliminary data. Maryland Department of Health. 2024 Cancer Report. Cigarette Restitution Fund Program. (unpublished) 2 National Cancer Institute. State Cancer Profiles. Death Rate Report for Maryland by County 2018-2022.

3 National Cancer Institute. State Cancer Profiles. Incidence Rate Report for Maryland by County 2017-2021.

4 U.S. Preventive Services Task Force. Final Recommendation Statement. Colorectal Cancer: Screening. May 2021.

5 Behavioral Risk Factor Surveillance System, 2022.

6 Health Resources and Services Administration. Health Center Program Uniform Data System (UDS) Data.

7 Sabatino, SA; Thompson TD; White MC; et al. Up-to-date Breast, Cervical, and Colorectal Cancer Screening Test Use in the United States, 2021. Prev Chronic Dis 2023; 20;230071.

3.2 Scope of Work - Requirements

The Applicant shall:

3.2.1 General Requirements

3.2.1.1 Select two primary care clinics, with current CRC screening rates below 60%, to participate in Year 1 (April 1, 2026—June 30, 2026) (preferably the two clinics in the health system with lowest screening rates); selected clinics should be committed to participating in MCRCCP through the end of the final option year (June 29, 2030).

3.2.1.2 Have additional clinics, with CRC screening rates below 60%, in the health system initiate participation in the MCRCCP at the beginning of each option year. All selected clinics should be participating in MCRCCP by the beginning of Option Year

3 (July 1, 2028—June 30, 2029). No new clinics should be onboarded in Option Year

4 (July 1, 2029—June 30, 2030). Once a clinic begins participation in MCRCCP, it should continue to participate in MCRCCP through the end of the final option year.

3.2.1.3 Submit baseline data and conduct a readiness assessment for each clinic as it begins participation in the MCRCCP. Note: MDH conducts data quality assurance and submits baseline data to the CDC.

3.2.1.4 Increase annual CRC screening rate by at least 2 percentage points at participating clinics.

3.2.1.5 Identify a champion, in the health system as a whole and in each clinic, who advocates for and promotes CRC screening. This includes educating and reminding clinic staff on CRC screening guidelines and clinic processes.

3.2.1.6 Implement and/or enhance EBIs recommended in The Community Guide:

A. Patient reminders

B. Provider reminders

C. Patient navigation

D. Reducing structural barriers (optional)

E. Provider assessment and feedback (optional)

3.2.1.7 Create process maps (i.e., workflows), either centralized for the entire health system or decentralized by clinic. During the option years, clinics that do not increase their

CRC screening rate by at least 2 percentage points from prior reporting year must identify areas for QI and submit a revised process map or Plan-Do-Study-Act

(PDSA) cycle to MDH.

3.2.1.8 Maintain or build modifications in the EHR (e.g., Athena, eCW) and/or third-party population health tool (e.g., Azara DRVS, I2I) to implement EBIs.

3.2.1.9 Maintain or build modifications in the EHR and/or third-party population health tool to develop clinics’ capacity to monitor and report on:

A. Health system and clinic characteristics

B. Clinic patient population

C. Clinic level screening rates (using the Centers for Medicare and Medicaid

[CMS] Electronic Clinical Quality Measure [eCQM])

D. Clinic level stool-based test completion rate

E. Clinic level colonoscopy completion rate

F. Clinic level follow-up colonoscopy completion rate (those referred after a positive or abnormal stool-based test)

G. Clinic level number of patients receiving navigation

H. Clinic level number of patients receiving navigation who were referred to the

MDH Cigarette Restitution Fund – Cancer Prevention, Education, Screening, and Treatment (CRF-CPEST) Program https://www.thecommunityguide.org/pages/task-force-findings-cancer-prevention-and-control.html

I. Type of referrals to other resources, e.g., food, health insurance, housing, transportation

*** D through H may be tracked through alternative means, such as Excel.

3.2.1.10 Conduct internal data validation/concordance review by comparing a random sample of manual chart reviews against EHR screening rates to ensure high-quality and accurate data and to ensure uniform medical recordkeeping. If there are discrepancies, address through workflow process improvements (e.g., properly charting completed results and attaching to imaging orders) and/or reprogramming parameters in the EHR (e.g., making sure Cologuard test completion is captured as a

CRC screening).

3.2.1.11 Attend a kick-off meeting hosted by MDH and MDH’s Technical Assistance (TA) partner with clinic partners, including clinic leadership.

3.2.1.12 Participate in monthly check-in/progress meetings led by MDH and the MDH TA partner and have the colorectal cancer screening champions serve as the primary points of contact for MDH.

3.2.1.13 Submit monthly expenditure tracker and quarterly invoices.

3.2.1.14 Report trailing year CRC screening rates quarterly at check-in/progress meetings with MDH.

3.2.1.15 Serve as a member of the jurisdiction’s community health coalition.

3.2.1.16 Submit annual clinic data. Note: MDH conducts data quality assurance and submits this annual data to the CDC.

3.2.1.17 Submit end-of-year evaluation report. Attach any QI tools used during the reporting period (e.g., results of PDSA cycle).

3.2.1.18 By the end of Option Year 1 (July 1, 2026—June 30, 2027), craft and/or update an explicit CRC screening policy for the health system.

3.2.1.19 In the Option Years 3 and 4 (July 1, 2028—June 30, 2029 and July 1, 2029—June

30, 2030), conduct clinic level equity assessments (e.g., by sex, insurance status) and implement an action plan to address any identified screening disparity.

3.2.1.20 In the Option Years 3 and 4 (July 1, 2028—June 30, 2029 and July 1, 2029—June

30, 2030), develop and implement a sustainability plan for when funding ends.

3.2.1.21 Submit all requested data to MDH within the specified due dates. Note: Some due dates in 2030 will go beyond the end of the grant period.

3.2.1.22 Comply with The Americans with Disabilities Act: The Americans with

Disabilities Act (https: www.ada.gov/) protects qualified individuals with disabilities from discrimination on the basis of disability in services, programs, and activities.

Accessibility and inclusion of diverse populations are essential to reduce health disparities for vulnerable populations. Contractors must comply with all ADA requirements in their work to ensure the needs of persons with disabilities and other vulnerable populations are met. This includes, but is not limited to:

● facilities and any venues used for meetings/conferences are accessible.

● requested accommodations are provided in a timely manner; and

● written and printed materials developed in accessible formats (easy to read, large print, etc.), or providing access to alternative formats.

For contracts which include direct patient care or service delivery through a program, the ADA requires entities provide full and equal access for people with disabilities.

This includes, but is not limited to:

● reasonable modifications of policies, practices, and procedures.

● effective communication; and

● accessible facilities.

3.2.2 Staffing and Experience

3.2.2.1 The following required personnel should have at least one year work experience in the health system and be familiar with its existing policies, workflows, and business processes. They are not required to be a clinician but should be familiar with the clinical workflows and staff. Note that champions will be responsible for gaining buy-in and institutional support for CRC screening and follow-up, motivating team members, providing expertise and facilitation, troubleshooting issues, promoting activities needed to increase CRC screening, and promoting EBI sustainability. The required personnel:

A. CRC screening champion for the health system

B. CRC screening champion for each clinic

C. Patient Navigator, Community Health Worker, Health Educator, or staff dedicated to patient navigation (same staff also can serve as a champion)

D. Data Analyst (same staff also can serve as a champion)

3.2.2.2 Optional personnel:

A. QI Manager or Population Health Manager

B. Informational Technology staff who can perform EHR modifications

C. Practice or Office Manager

D. Other staff identified on the process maps/workflows.

3.2.3 Reports

Deliverables / Reports Reporting Period Due Date

Monthly expenditure tracker Monthly Monthly by the 9th of the following month

For newly participating clinic(s):

Baseline clinic data, including baseline CRC screening rate

January 1—December 31 for the most recent calendar year

May 30, 2026 for two initial clinics

Then annually on/about January

30 through 2028 for new clinics preparing to join MCRCCP the next program year

For newly participating clinic(s):

Readiness assessment n/a

June 30, 2026 for two initial

Then annually in the

Winter/Spring through 2028 for new clinics preparing to join

MCRCCP the next program year

Process maps/workflows n/a

June 30, 2026 for two initial

Then annually in the

Winter/Spring for new clinics preparing to join MCRCCP the next program year and/or for those clinics identified as needing screening rate improvement

Internal data validation/ concordance review n/a

Annually by October 30 through

Annual clinic data January—December

Annually on/about January 30 through 2031*

*This may be changed based on due date to CDC

End of year evaluation report July—June Annually on/about July 30 through 2030

Colorectal cancer screening policy n/a June 30, 2027

Clinic level equity assessment n/a Winter/Spring 2029 and

Winter/Spring 2030

Sustainability plan n/a With end of year evaluation report in 2029 and 2030

Invoices

January 1—March 31

April 1—June 30

July 1—August 29

August 30—December 31

April 30 of the same year

July 30 of the same year

September 30 of the same year

January 30 of the following year

Other Important Dates

Any budget modifications, supplements, or reductions March 15, 2026 and annually through 2030

All funds obligated and spent June 30, 2026 and annually through 2030

3.3 Invoicing

3.3.1 General

3.3.1.1 All invoices shall include the following information:

● Grantee name;

● Remittance address;

● Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

● Invoice period;

● Invoice date;

● Invoice number

● State assigned Contract number;

● State assigned (Blanket) Purchase Order number(s);

● Goods or services provided; and

● Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

3.3.1.2 The Department reserves the right to reduce or withhold Grant payment in the event the

Grantee does not provide the Department with all required deliverables within the time frame specified in the Grant or in the event that the Grantee otherwise materially breaches the terms and conditions of the Grant until such time as the Grantee brings itself into full compliance with the Grant.

3.3.2 Invoice Submission Schedule

The Grantee shall submit invoices in accordance with the following schedule:

Quarterly invoice Reporting Period Due Date

Invoice January 1—March 31 April 30 of the same year

Invoice April 1—June 30 July 30 of the same year

Invoice July 1—August 29 September 30 of the same year

Invoice August 30—December 31 January 30 of the following year

3.3.3 Insurance Requirements - The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Grantee shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor. Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the Staten of Maryland.

3.3.3.1 Subcontractor Insurance - The Grantee shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

3.3.3.2 The following type(s) of insurance and minimum amount(s) of coverage are required:

A. Commercial General Liability - of $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and $3,000,000 annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’

Liability Act, to not be less than one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage).

Coverage must be valid in all states where work is performed.

SECTION 4 – APPLICATION FORMAT

4.1 Two Part Submission

4.1.1 Applicants shall submit applications in separate volumes:

Volume I – Project Narrative

Volume II – Budget Justification/Narrative

4.2 Applications

4.2.1 Applications must be submitted to eMaryland Marketplace Advantage (eMMA), or the RFA email address RFA.PHPA@maryland.gov. The Procurement Officer will not accept submission after the date and exact time stated in the Key Information Summary Sheet.

4.2.1.1 The submission subject line shall state the RFA Title and PHPA number and either

Project Narrative or Budget Narrative.

4.2.1.2 Two Part Submission:

A. Project Narrative (See Section 4.3)

B. Budget Narrative (See Section 4.4)

4.2.2 Applications will be shown only to State employees, members of the Evaluation Committee, or other persons deemed by the Department to have a legitimate interest in them.

*All information submitted as part of this proposal is subject to release under the Public

Information Act (PIA). If you would like the Maryland Department of Health (MDH) to consider redactions in the event that your proposal is subject to a PIA request, submit a proposed PIA copy including justifications for each redaction and under what statute that justification is qualified for redaction.

4.3 Volume I – Project Narrative

Note: No pricing information is to be included in the Project Narrative (Volume 1). Pricing information is to be included only in the Budget Justification/Narrative (Volume II).

4.3.1 The Project Narrative shall include the following documents and information in the order specified as follows:

4.3.1.1 Transmittal Letter:

● Applicant;

● Solicitation Title and Solicitation Number that the Proposal is in response to;

● Signature, typed name, and title of an individual authorized to commit the

Applicant to its Proposal;

● Applicant contact name, title, email address, and phone number

● Federal Employer Identification Number (FEIN) of the Applicant, or if a single individual, that individual’s Social Security Number (SSN);

● Applicant’s eMMA number;

● Applicant’s MBE certification number (if applicable);

mailto:RFA.PHPA@maryland.gov

● Applicant’s SBR number (if applicable) – please contact eMMA at 410-767-

1492 if you don’t know your number.

4.3.1.2 Scope of Work/Work Plan shall include the Scope of Work, including the Work

Plan (as described in Section 3.2; address in Exhibit A).

4.3.1.3 Mandatory Requirements Documentation (Section 2.1)

4.3.1.4 Applicant Technical Response to RFA Requirements and Proposed Work Plan

(Exhibit A):

A. The Applicant shall address each Scope of Work requirement (Section 3.2) in its Project Narrative and describe how its proposed services, including the services of any proposed subcontractor(s), will meet or exceed the requirement(s). If the State is seeking Applicant agreement to any requirement(s), the Applicant shall state its agreement or disagreement. Any paragraph in the Project Narrative that responds to a Scope of Work (Section

3.2) requirement shall include an explanation of how the work will be done.

Any exception to a requirement, term, or condition may result in having the

Application classified as not reasonably susceptible of being selected for award or the Applicant deemed non-responsive.

B. Applicant shall acknowledge they have read the American with Disabilities

Act Statement in Section 3.2 and will meet all requirements.

C. To address the above requirements in 4.3.1.4, follow the template provided in

Exhibit A.

4.3.1.5 Signed W-9 with Contact Person Names and Phone Number

4.3.1.6 SDAT Status- Maryland State Department of Assessments & Taxation (SDAT).

Visit https://sdat.dat.maryland.gov/RealProperty/Pages/default.aspx for additional information.

A. The applicant shall take the necessary steps to ensure good standing with the

Maryland State Department of Assessments & Taxation.

B. The applicant must be in good standing at the time the award is made.

4.4 Volume II – Budget Narrative

4.4.1 Under a separate folder from the Project Narrative and clearly identified in the format identified in Section 4.2 “Applications,” the Applicant shall submit a copy of the Budget Narrative. The

Budget Narrative shall contain all price information in the format specified in Exhibit C. The

Applicant shall complete the Budget Narrative only as provided in the Budget Narrative template.

4.4.2 The Applicant shall attach to the Budget Form Exhibit B document that details the total cost of the proposed activities. The budget categories may include:

• Personnel (salary and fringe)

• Consultants

• Contractual (e.g., payment to EHR company to make modifications)

• Telephone

• Supplies (e.g., envelopes to mail out Fecal Immunochemical Test [FIT] Kits) https://sdat.dat.maryland.gov/RealProperty/Pages/default.aspx

• Client Transportation / Staff Travel (e.g., to and from colonoscopy appointments)

• Postage

• Printing

• Other specified project-related costs (e.g., license and services for third-party population health tool)

• Indirect Costs

4.4.3 Funds may not be used for:

• Food

• Lobbying

• Medical equipment

• Provision of direct clinical services / screening procedures (e.g., purchase of FIT Kits or bowel prep, payment of colonoscopies)

• Promotional materials (e.g., client incentives, giveaways)

4.4.4 To calculate requested budget: No single award may exceed $140,000 per year.

For Year 1 (April 1, 2026—June 30, 2026), each Applicant must select two primary care clinics to participate in the program. By the start of the Option Year 3 (July 1, 2028—June 30, 2029), all clinics in the health system, with baseline CRC screening rates below 60%, should begin participation.

For example, if the Applicant’s health system has seven primary care clinics, the

Applicant would select two clinics to participate in MCRCCP initially (April 1, 2026—

June 30, 2026), and by Option Year 3 (July 1, 2028—June 30, 2029) all seven clinics should be participating in the program.

To calculate the requested annual budget, the health system should determine the current total number of CRC screening age-eligible patients (i.e., all patients aged 45 years to 75 years) across all intended clinics and multiply by $8/patient.

Although Year 1 is only a three-month award (April 1, 2026—June 30, 2026), applicants can request up to 80% of the annual amount if needed.

For example, if there are currently 6,250 patients aged 45 years to 75 years across all seven clinics, the Applicant may request an annual budget of $50,000 (6,250 x

$8/person).

In Year 1, $40,000 ($50,000 x 80%) will be applied to two clinics.

In Option Year 1, $50,000 will be applied to four clinics.

In Option Year 2, $50,000 will be applied to six clinics.

By Option Year 3, $50,000 will be applied to all seven clinics.

In Option Year 4, $50,000 will be applied to all seven clinics.

Note: Applicants should be aware that even if their patient population fluctuates over the course of the five-year grant, the budget will be fixed based on the known patient population at time of this initial application. Although level funding in option years is anticipated, adjustments may be made at the discretion of MDH based on performance and funding availability.

Use the calculated requested budget to then determine how you will spend it based on the categories listed in 4.4.2.

For example, of the $50,000 budget:

$38,000 will be for salaries

$1,780 for fringe

$4,320 for a contract with the EHR company

$4,545 for indirect costs

4.4.5 Your expenses for the two months of July and August may not exceed 16.6% of the total year's budget. This is due to how MDH is funded by CDC.

The remaining expenses can be spent from September through June.

4.4.6 Indirect Costs may not exceed 10% of Total Direct Cost.

SECTION 5 – EVALUATION COMMITTEE, EVALUATION CRITERIA,

AND SELECTION PROCEDURE

5.1 Evaluation Committee

5.1.1 Evaluation of Applications will be performed by a committee established for that purpose and based on the evaluation criteria set forth below. The Evaluation Committee will review

Applications, participate in Applicant oral presentations and discussions, and provide input to the

Procurement Officer. The Department reserves the right to utilize the services of individuals outside of the established Evaluation Committee for advice and assistance, as deemed appropriate.

5.2 Project Narrative Evaluation Criteria

The criteria to be used to evaluate each Project Narrative within the Scope of Work: Requirements are listed below in descending order of importance.

5.2.1 Screening Strategy as described in Exhibit A–II.

5.2.2 Organizational Background as described in Exhibit A – I.

5.2.3 Staffing and Resumes of Personnel as described in Exhibit A – IV.

5.2.4 Americans with Disabilities Act Acknowledgment as described in Exhibit A – III.

5.3 Budget Narrative Evaluation Criteria

All Qualified Applicants will be ranked from the lowest (most advantageous) to the highest (least advantageous) based on the rating of the Project Narratives. The Budget Narrative (including the Budget

Form and Budget Narrative), will be evaluated based on reasonable cost given the time and effort described in the Project Narrative. The budget line items must be within the stated guidelines set forth in this RFA and as submitted on Exhibit C – Budget Narrative.

5.4 Selection Procedures

5.4.1 General

The Grant will be awarded in accordance with the Standard Grant Agreement method outlined in the Announcement. The State may determine an Applicant to be non-responsive and/or an

Applicant’s Application to be not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of Applications and prior to Grant award.

If the State finds an Applicant to be not responsive and/or an Applicant’s Project Narrative to be not reasonably susceptible of being selected for award, that Applicant’s Budget Narrative will be returned if the Budget Narrative is unopened at the time of the determination.

5.4.2 Award Determination

Upon completion of the Project Narrative and Budget Narrative evaluations and rankings, each

Applicant will receive an overall ranking. The Procurement Officer will recommend award of the

Grant to the responsible Applicant that submitted the Application determined to be the most advantageous to the State. In making this most advantageous Application determination, technical factors and financial factors will be weighted equally.

RFA ATTACHMENTS

EXHIBIT A – Applicant Technical Response to RFA Requirements and Proposed Work Plan

This must be completed and submitted in Volume I – Project Narrative in a separate folder from Volume

II – Budget Narrative.

EXHIBIT B – Budget Form

This must be completed and submitted with in Volume II – Budget Narrative in a separate folder from

Volume I – Project Narrative.

EXHIBIT C – Budget Narrative

This must be completed and submitted with in Volume II – Budget Narrative in a separate folder from

Volume I – Project Narrative.

EXHIBIT D – Snapshot of Annual Clinic Data Collection Form

This is a partial list of data points collected by the CDC.

EXHIBIT E – Standard Grant Agreement “Sample”

This is the sample grant agreement used by the Department. It is provided with the RFA for informational purposes and is not required to be submitted at Application submission time. Upon notification of recommendation for award, a completed standard grant agreement will be sent to the recommended awardee for signature. The recommended awardee must return to the Procurement Officer one (1) executed copy of the Standard Grant Agreement within five (5) Business Days after receipt.

Upon award, a fully executed copy will be sent to the Grantee.

APPENDIX A & B

ATTACHMENT A – Conditions of Award

ATTACHMENT B – Federal Funds

ATTACHMENT C – Debarment Affirmation

ATTACHMENT D – Certification Regarding Tobacco Smoke

ATTACHMENT E – Certification Regarding Lobby

ATTACHMENT F – Additional Information required for Prevention and Health Promotion

Administration Grants

EXHIBIT F – RFA Document Checklist Use this checklist to ensure that the required documents for the Project Narrative and Budget Narrative are completed.

EXHIBIT A – APPLICANT TECHNICAL RESPONSE TO RFA REQUIREMENTS AND

PROPOSED WORK PLAN

Implementation Plan for Maryland Colorectal Cancer Control Program by applicant name

Use the exact bolded headings and order as follows. In Section II, only provide details requested in blue.

In alignment with the scope of work described in Section 3.2, please respond to the following:

I. Organizational Background (up to 3 pages):

• Describe a brief history of the health system.

• Provide the total number of primary care clinics in the health system by county/jurisdiction.

• Describe the populations served (e.g., proportion of patients by insurance status, proportion of patients having income equal to or below 250% Federal Poverty Level, racial breakdown).

• Name the EHR and any third-party population health tools used by the health system.

• Describe any prior and/or current experience with CRC screening. Include any existing process map or description of workflow in place.

• Provide the number of 45- to 75-year-olds served by the entire health system between January 1, 2025—December 31, 2025.

• Select two primary care clinics to participate in Year 1 and provide their baseline CRC cancer screening rates (January 1, 2025—December 31, 2025). Note which clinical quality measure is used (e.g., UDS/CMS eCQM).

• Identify all the primary care clinics in the health system that will be participating in MCRCCP.

Two clinics must begin participation in Year 1 (April 1, 2026—June 30, 2026), and additional clinics in the health system can be added at the beginning of each option year. However, no new clinics should be added at the beginning of or during Option Year 4 (July 1, 2029—June 30, 2030).

II. Screening Strategy: Increase the annual CRC screening rates by at least two percentage points at each participating clinic.

Goal: By Option Year 3, assess readiness of clinics for MCRCCP participation.

Activities:

1. Submit baseline clinic data.

Due date: May 30, 2026 and then annually on/about January 30 through 2028 for new clinics preparing to join MCRCCP the next program year

Personnel assigned: [name]

2. In Year 1, conduct a readiness assessment for [names of two primary care clinics].

Due date: June 30, 2026

3. In subsequent option years, conduct a readiness assessment for [names of additional primary care clinics].

Due date: Annually in the Winter/Spring through 2028 for new clinics preparing to join MCRCCP the next program year

Goal: Through June 30, 2030, implement and enhance EBIs at each participating clinic.

1. Identify a champion in the health system and in each clinic who advocates for and promotes CRC screening to include educating and reminding clinic staff on CRC screening guidelines and clinic processes.

Personnel assigned for health system: [name]

Personnel assigned for [name of clinic starting in Year 1]: [name]

Personnel assigned for [name of clinic starting in Year 1]: [name]

Personnel assigned for the other clinics will be identified as they conduct their readiness assessments in subsequent option years.

2. In Year 1, implement patient reminders by [insert details, including how many ways you plan to give a patient CRC screening reminders in one year, e.g., same patient receives a total of 4 reminders – 2 by phone, 1 by text, 1 by mail].

3. In subsequent option years, implement and enhance patient reminders, incorporating lessons learned from prior years.

4. In Year 1, implement provider reminders by [insert details, including how many ways you plan to give a provider CRC screening reminders for an individual patient during one year, e.g., the provider receives a total of 3 reminders for a given patient –

1 pop-up reminder in the patients electronic medical record, 1 reminder flagged in the patient chart, and 1 reminder via a list each day of patients due for screening].

5. In subsequent option years, implement and enhance provider reminders, incorporating lessons learned from prior years.

6. In Year 1, implement patient navigation by [insert details].

7. In subsequent option years, implement and enhance patient navigation, incorporating lessons learned from prior years.

8. (Optional EBI activity) In Year 1, implement reducing structural barriers: [insert details, e.g., offer evening clinic hours, offer assistance in scheduling appointments, provide free screenings for some patients during the year].

9. (Optional EBI activity) In Year 1, implement provider assessment and feedback:

[insert details, including how often you plan to give providers, either individually or as a group, feedback on their performance in providing CRC screening services during the year].

Goal: Through June 30, 2030, establish/review workflows and policies for CRC screening.

1. Create process maps (i.e., workflows) that are [centralized for the entire health system or decentralized by clinic].

Due date: June 30, 2026 and then annually in the Winter/Spring for new clinics preparing to join MCRCCP the next program year and/or for those clinics identified as needing screening rate improvement

2. Create and/or update an explicit CRC screening policy for the health system.

Due date: June 30, 2027 and updated as needed

Goal: Through June 30, 2030 maintain or build modifications in [name of EHR and/or name of third-party population health tool].

1. Ensure [name of EHR and/or name of third-party population health tool] has capability to implement EBIs by [insert details].

Frequency: Ongoing

2. Ensure [name of EHR and/or name of third-party population health tool] has capability to monitor and report on required data by [insert details].

Frequency: Ongoing

3. Conduct internal data validation/concordance review to ensure high-quality and accurate data and to ensure uniform recordkeeping. [Insert number] charts per clinic will be manually reviewed and compared against the screening rate calculated by

[name of EHR and/or name of third-party population health tool]

Due date: Annually by October 30 through 2029

4. Report trailing year CRC screening rates quarterly.

5. Submit annual clinic data.

Due date: Annually on/about January 30 through 2031

Goal: Through June 30, 2030, engage with MDH, its TA partner, and community stakeholders on cancer prevention and control.

Activity:

1. Attend a kick-off meeting and participate in monthly check-in/progress meetings led by MDH and have the CRC screening champions serve as the primary points of contact for MDH.

Frequency: As needed/monthly

2. Serve as a member of the [name(s) of jurisdiction(s)] community health coalition.

Due date: Ongoing

Goal: Through July 30, 2030, monitor progress and evaluate program performance since inception.

Activity:

1. Evaluate program performance since inception and submit to MDH.

Due date: Annually on/about July 30 through 2030

2. Conduct clinic level equity assessments and submit to MDH.

Due date: Winter/Spring 2029 and Winter/Spring 2030

3. Develop and implement a sustainability plan for when funding ends and submit to

MDH.

Due date: With end of year evaluation report in 2029 and 2030

III. Americans with Disabilities Act Acknowledgment:

The Applicant acknowledges they have read the American with Disabilities Act Statement in Section

3.2.1.22 and will meet all requirements.

IV. Staffing and Resumes of Personnel (up to 2 pages, not including resumes):

• For each staff who will support the implementation and evaluation of activities for MCRCCP, include their credentials, titles, anticipated time commitment, and anticipated role in the

MCRCCP. Include any languages other than English that are spoken by the staff. The Applicant may include the job description of any potentially new staff to be hired under this grant.

• Attach the resumes for all existing personnel supporting the program.

EXHIBIT B – BUDGET FORM

The Budget Narrative shall contain all price information in the format specified on these pages. Complete the Budget Form only as provided in the Budget Form format. Do not amend, alter or leave blank any items on the Budget Form. Failure to adhere to any of these instructions may result in the Budget

Narrative being determined non-responsive and rejected by the Department.

Submitted By: ________________________________________________________________________

Authorized Signature: ____________________________________________ Date: _________________

Printed Name and Title: _________________________________________________________________

Company Name : ______________________________________________________________________

Company Address: _____________________________________________________________________

Location(s) from which services will be performed (City/State): _________________________________

FEIN: ___________________________________________

eMMA #: ________________________________________

Telephone: (_______) _______-- _____________________

Fax: (_______) _______--___________________________

E-mail: __________________________________________

Applicant should complete this Budget Form for each year of the award period, i.e., one Budget Form for

Year 1 (April 1, 2026—June 30, 2026), one Budget Form for Option Year 1 (July 1, 2026—June 30, 2027), one Budget Form for Option Year 2 (July 1, 2027—June 30, 2028), one Budget Form for Option

Year 3 (July 1, 2028—June 30, 2029), and one Budget Form for Option Year 4 (July 1, 2020—June 30, 2030).

Budget Form Year 1 (April 1, 2026—June 30, 2026)

Line Item Qty Unit Cost Total Cost

Salaries

Fringe

Consultants

Contractual

Telephone

Supplies

Transportation/Travel

Postage

Printing

Other: [Enter description]

Subtotal Direct Costs

Indirect Costs

TOTAL

Unneeded lines may be removed. Additional lines may be added.

Indirect costs may not exceed 10% of Total Direct Costs.

Budget Form for Option Year 1 (July 1, 2026—June 30, 2027)

Salaries

Fringe

Consultants

Contractual

Telephone

Supplies

Transportation/Travel

Postage

TOTAL

Budget Form for Option Year 2 (July 1, 2027—June 30, 2028)

Salaries

Fringe

Consultants

Contractual

Telephone

Supplies

Transportation/Travel

Postage

TOTAL

Budget Form for Option Year 3 (July 1, 2028—June 30, 2029)

Salaries

Fringe

Consultants

Contractual

Telephone

Supplies

Transportation/Travel

Postage

TOTAL

Budget Form for Option Year 4 (July 1, 2029—June 30, 2030)

Salaries

Fringe

Consultants

Contractual

Telephone

Supplies

Transportation/Travel

Postage

TOTAL

EXHIBIT C – BUDGET NARRATIVE

This is the Budget Narrative template, with examples provided for only two years. Applicant should submit a Budget Narrative for each year of the award period, i.e., one Budget Narrative for Year 1 (April

1, 2026—June 30, 2026), one Budget Narrative for Option Year 1 (July 1, 2026—June 30, 2027), one

Budget Narrative for Option Year 2 (July 1, 2027—June 30, 2028), one Budget Form for Option Year 3

(July 1, 2028—June 30, 2029), and one Budget Form for Option Year 4 (July 1, 2020— June 30, 2030).

Please round up to the nearest dollar.

Organization Name:

Award Year: Year 1 (April 1, 2026—June 30, 2026)

Budget Calculation:

Health system has seven primary care clinics that will be participating in the program by Option Year 3

(July 1, 2028—June 30, 2029). There are currently 6,250 patients aged 45 years to 75 years across all seven clinics.

6,250 x $8/patient = $50,000/year budget request

$50,000 x 80% = $40,000 in Year 1

Total Year 1 Budget Request: $40,000

Salaries $35,000

[Staff Name, Population Health Director] 0.07 FTE $8,000

Approximately 4 to 6 hours per week for 6 months. Responsible for meeting the scope of work requirements, overseeing staffing needs, and submitting reports. Is the CRC screening champion for the network and will lead EBI implementation. Serves as the primary point of contact with MDH program staff.

[Staff Name, Patient Navigation Supervisor] 0.5 FTE (2/3 in-kind) $15,000

40 hours a week for 6 months. 2/3 of staff time will be provided in-kind and 1/3 charged to the grant. This staff will oversee patient navigation at the clinic level to include supervising navigation staff, reviewing proper report filing in the EHR for data capture, and collaborating with the Population Health Department on screening rate performance.

[Staff Name, IT Director] 0.1 FTE $11,529

Approximately 6 to 8 hours per week for 6 months. Additional staff time will be in-kind.