rfp-2026-dms-04-commu.pdf

REQUEST FOR PROPOSALS

FOR

Community Reentry Navigator and Communications Services

RFP-2026-DMS-04-COMMU

RELEASE DATE: February 26, 2026

State of New Hampshire Department of Health and Human Services

New Hampshire Department of Health and Human Services

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TABLE OF CONTENTS

1. PURPOSE AND OVERVIEW 3

2. STATEMENT OF WORK 5

3. SOLICITATION RESPONSE EVALUATION 8

4. SOLICITATION RESPONSE PROCESS 9

5. SOLICITATION RESPONSE SUBMISSION INSTRUCTIONS 11

6. SOLICITATION RESPONSE REQUIREMENTS 11

7. ADDITIONAL TERMS AND REQUIREMENTS 12

8. COMPLIANCE 17

9. APPENDICES TO THIS SOLICITATION 18

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1. PURPOSE AND OVERVIEW

Introduction

The New Hampshire Department of Health and Human Services, Division of Medicaid Services (“Department”) is seeking responses to this Request for Proposals ("Solicitation" or "RFP") from qualified Vendors to provide navigator services to support correctional facilities and incarcerated individuals. These services will include assistance with initial Medicaid enrollment under the 1115 demonstration benefit and youth reentry benefit for prelease services, applications for other health insurance coverage, preparation for community reentry, and transition out of the Medicaid program as needed. For individuals who remain eligible for Medicaid post-release, the selected Vendor will provide support to maintain compliance with community engagement requirements. Additionally, the selected Vendor will develop and disseminate educational materials to inform both incarcerated individuals and the general public about the community reentry program.

Qualified Vendors must meet the following minimum mandatory requirements:

• At least three (3) years of experience providing Navigator services within state Medicaid programs or through Marketplace/Exchange programs.

• At least three (3) years of experience working with carceral populations.

The Department anticipates awarding one (1) contract for the services in this solicitation.

Key Information The information in the table below is as anticipated by the Department and is subject to change. Agreements are contingent upon the availability of funds, and/or approval by the Governor and Executive Council.

Contract Effective Date Upon Governor and Executive Council approval Contract End Date December 31, 2027 Renewal Options The Department may extend contracted services for up to five (5) additional years.

Funding for the resulting contract is anticipated to be approximately:

See Subsection 2.3, Finance, below.

Vendors are advised this is not a low-cost award;

however, vendor cost proposals will be scored in accordance with Subsection 3.4 below.

Funding Source The Department anticipates using Federal funds for resulting contract(s).

Assistance Listing Number 93.694

Award Name State Planning Grant to Promote Continuity of Care for Medicaid and CHIP Beneficiaries Following Incarceration

Match Requirements Not Applicable Point of Contact Christy Adamson, Contract Specialist christy.d.adamson@dhhs.nh.gov

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603-271-9540

From the date of release of this solicitation until an award is made and announced regarding the selection of a Vendor, all communication with personnel employed by or under contract with the Department regarding this solicitation is prohibited unless first approved by the Point of Contact listed above. Department employees have been directed not to hold conferences and/or discussions concerning this solicitation with any potential contractor during the selection process, unless otherwise authorized by the Point of Contact. Vendors may be disqualified for violating this restriction on communications.

Interested vendors must read this entire solicitation and submit the required documents in the specified manner. Vendors are responsible for reviewing the most updated information related to this solicitation before submitting responses.

Procurement Timetable

All times are according to Eastern Time. The Department reserves the right to modify these dates and times at its sole discretion.

Item Action Date

1. Solicitation Released 2/26/2026

2. Letter of Intent Submission Deadline (optional) 3/6/2026

3. Vendor Questions Submission Deadline 3/6/2026 12:00PM - Noon

4. Department Response to Questions Published 3/16/2026

5. Vendor Solicitation Response Due Date 3/26/2026 12:00PM - Noon

Background

1.4.1. New Hampshire Department of Health and Human Services, Division of Medicaid Services

The State of New Hampshire, Department of Health and Human Services, Division of Medicaid Services (Department) is responsible for providing Medicaid coverable, medically necessary services to Medicaid eligible beneficiaries across the state of NH.

Prior to the implementation of the community reentry programs, beneficiaries who were incarcerated were ineligible to receive coverage for Medicaid services, known as the Medicaid inmate exclusion policy (MIEP).

On January 1, 2025, New Hampshire launched two new initiatives: the Adult Community Reentry Program and the Youth Community Reentry Program. These programs allow NH Medicaid to cover a tailored package of services for eligible beneficiaries prior to release from incarceration. The goal of this program is to improve continuity of care as individuals transition back into the community. The Department anticipates that

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Page 5 of 18 v.2.1 improved access to care will reduce morbidity and mortality, lower the risk of relapse and recidivism, lower Emergency Department. utilization, and reduce post-release overdoses.

• Section 1115 Demonstration

The Adult Reentry Program targets individuals with behavioral health needs. New Hampshire received approval from the Centers for Medicare & Medicaid Services (CMS) to implement this program under its Section 1115 demonstration waiver.

• Consolidated Appropriations Act (CAA) Section 5121 The Youth Reentry Program serves eligible youth under age 21, as well as individuals aged 21 through 26 who aged out of foster care at 18. This program is mandated under Section 5121 of the Consolidated Appropriations Act (CAA).

1.4.2. Objective

The objective of this solicitation is to procure a qualified vendor to provide navigator services that assist incarcerated individuals in applying for Medicaid and other health insurance coverage as they transition back into the community. These services aim to promote continuity of care during the reentry transition. In addition to direct application support, and post release follow up, the selected vendor will be responsible for developing and distributing communication materials to educate both inmates and the general public about the community reentry program.

1.4.3. Covered Populations

Individuals within 90 days of release or transfer to community-based supervision who meet one of the following criteria:

• Section 1115 Demonstration:

Medicaid-eligible incarcerated adults aged 18 and older with identified behavioral health needs (serious mental illness or substance use disorder).

• Consolidated Appropriations Act (CAA) Section 5121:

Medicaid-eligible youth who are:

Ages up to age 21, or Ages 21–up to age 26 and formerly in foster care (aged out at age 18).

2. STATEMENT OF WORK

Scope of Services– See Appendix A – Scope of Services Mandatory Questions

2.2.1. In response to this solicitation, Vendor(s) must respond to the Mandatory Questions below, utilizing Appendix E Technical Responses to Mandatory Questions.

Q1 Describe your organization’s experience with and knowledge providing the services outlined in this solicitation. Include:

a) The length of time your organization has been providing healthcare navigator or care coordination services;

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b) Populations your organization specializes in serving, such as Medicaid, Medicare, commercial, ACA Marketplace/Exchange, dual-eligible, or uninsured individuals.

c) Experience serving carceral populations.

d) Certifications or training programs completed by your navigators, such as Community Health Worker (CHW) certification or ACA navigator training.

e) Examples or case studies that illustrate partnerships with correctional facilities, and related organizations such as insurers or health systems;

f) Measurable outcomes your organization has achieved that demonstrate the success and value of navigator and care coordination services.

Q2 Describe your organization’s ability to provide the entire Scope of Services in Appendix A and meet all requirements outlined in this Solicitation. Include:

a) A detailed Work Plan with timelines, milestones, and deliverables.

b) Specific services provided by navigators, such as eligibility screening, enrollment assistance, and care coordination.

c) Process for managing complex cases that involve coordination across multiple providers or payers and involvement with a correctional facility.

d) Process for providing multilingual navigation support.

e) Process for identifying and engaging hard-to-reach or high-risk patients.

f) Methods used to document interactions and outcomes.

g) Strategies for educating incarcerated individuals on coverage options.

h) Coordination strategies used with health plans, providers, and public health entities.

Q3 Describe your organization’s capacity to perform the entire Scope of Service outlined in this solicitation. Provide a staffing plan for each year of the contract. Include:

a) Complete Appendix F – Program Staff List, including hours per week per position to be allocated to the services.

b) Organizational chart.

c) Description of experience, qualifications, certifications, specialized training and resumes/curriculum vitae for each staff member assigned to the Community Reentry Navigator Program, detailing differences by position type;

d) Description of your organization’s approach to recruiting, training, and retaining Community Reentry Navigator Program staff;

e) Navigator-to-client ratio;

f) Description of your organization’s methods for monitoring and evaluating navigator performance and quality; and

g) Description of in-person navigator activities at all 15 carceral facilities.

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Finance

2.3.1. Funding is anticipated to be available for the resulting contract up to the amount as follows:

State Fiscal Year Funding Amount

2026 (Upon G&C Approval – June 30, 2026) $190,000

2027 (July 1, 2026 – June 30, 2027) $220,000

2028 (July 1, 2027 – December 31, 2027) $100,000

TOTAL $510,000

2.3.2. Payment for services will be made on a monthly basis based on the approved budgets, which will be included in the resulting contract. The Selected Vendor will be required to submit budgets for Department approval upon notification of award.

2.3.3. The selected Vendor must complete and submit monthly invoices using a form satisfactory to the Department to initiate and request payment in accordance with the terms of the resulting contract.

Remainder of this page intentionally left blank.

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3. SOLICITATION RESPONSE EVALUATION

The Department will evaluate responses from Vendors based upon the criteria and standards contained in this solicitation and by applying the points as set forth below, which will be used to determine the overall highest scoring Vendor(s). Vendors are advised that this is not a low-cost award.

TECHNICAL RESPONSE POSSIBLE SCORE

Experience (Q1) 430 Points

Ability (Q2) 430 Points

Capacity (Q3) 290 Points

Technical Response – Total Possible Score 1150 Points

COST PROPOSAL POSSIBLE SCORE

Vendor Cost (see formula below) 450 Points

Cost Proposal – Total Possible Score 450 Points

MAXIMUM POSSIBLE SCORE 1500 Points

Preliminary Scoring of Technical Responses

3.2.1. The Department will establish an evaluation team. The evaluation team will review the Technical Proposal and provide a preliminary score. Should a Vendor fail to achieve a minimum of 600 points during the preliminary scoring, it will receive no further consideration from the evaluation team and the Vendor’s Cost Proposal will remain unopened.

Scoring of Technical Proposals

3.3.1. Vendor Technical Responses will be scored based on the following criteria:

Question 1 0-143 Points 144-287 Points 288-430 Points Vendor does not demonstrate background/experience necessary to perform scope of services/meet solicitation requirements.

Vendor somewhat demonstrates background/experience necessary to perform scope of services/meet solicitation requirements.

Vendor mostly or fully demonstrates background/experience necessary to perform scope of services/meet solicitation requirements.

Question 2 0-143 Points 144-287 Points 288-430 Points Vendor does not demonstrate ability to perform scope of services/meet solicitation requirements.

Vendor somewhat demonstrates ability to perform scope of services/meet solicitation requirements.

Vendor mostly or fully demonstrates ability to perform scope of services/meet solicitation requirements.

Question 3 0-95 Points 96-191 Points 192-290 Points

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Vendor staffing plan does not demonstrate capacity to perform scope of services/ meet Solicitation requirements.

Vendor staffing plan does not demonstrate capacity to perform scope of services/ meet Solicitation requirements.

Vendor staffing plan mostly or fully demonstrates capacity to perform scope of services/ meet Solicitation requirements.

Scoring of Cost Proposals

3.4.1. Vendor Total Cost: The following formula will be used to assign points for Vendor Proposed Cost:

Vendor’s Cost Score = (Lowest Total Proposed Cost / Vendor’s Total Proposed Cost) x Maximum Number of Points for Vendor Cost.

For the purpose of this formula, the lowest proposed cost is defined as the lowest total cost proposed by a Vendor in Appendix G, Cost Sheet, that has not been disqualified and received the minimum allowable points during preliminary scoring of technical responses as specified above.

*Example:

• Vendor A proposes $100,000

• Vendor B proposes $200,000

• Maximum Number of Points for Vendor Cost = 450 points.

Vendor B Cost Score:

($100,000/$200,000) x 450 = 225 Points

Fractions of points will be rounded up to the nearest whole number of points.

Rights of the Department in Evaluating Solicitation Responses

3.5.1. The Department reserves the right, at its sole discretion, to:

3.5.1.1. Make independent investigations in evaluating solicitation responses;

3.5.1.2. Request additional information to clarify elements of a proposal;

3.5.1.3. Waive minor or immaterial deviations from the solicitation and contract requirements, if determined to be in the best interest of the State;

3.5.1.4. Omit any planned evaluation step if, in the Department’s view, the step is not needed;

3.5.1.5. Reject any and all solicitation responses in whole or in part at any time; and

3.5.1.6. Open contract discussions with the second highest scoring vendor and so on, if the Department is unable to reach an agreement on contract terms with the highest scoring vendor(s).

4. SOLICITATION RESPONSE PROCESS

Letter of Intent

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4.1.1. A Letter of Intent to submit a response to this solicitation is optional.

4.1.2. Receipt of the Letter of Intent by Department will be required to receive electronic notification of any addenda published to amend this solicitation.

4.1.3. The Letter of Intent must be transmitted by email to the Contract Specialist identified in Subsection 1.2 and include the name, telephone number, mailing address and email address of the Vendor’s designated contact as specified in Appendix D, Transmittal Letter and Vendor Information. Notwithstanding the Letter of Intent, Vendors remain responsible for reviewing the most updated information related to this solicitation before submitting a response.

Solicitation Amendment

4.2.1. The Department reserves the right to amend this Solicitation by publishing any addenda, as it deems appropriate, on the Department’s website (https://www.dhhs.nh.gov/doing-business-dhhs/contracts-procurement-opportunities) prior to the Submission Deadline on its own initiative or in response to issues raised through Vendor Questions submitted by the date specified in Subsection 1.3, Procurement Timetable. In the event that an addendum is published, the Department, at its sole discretion, may extend the Submission Deadline.

Vendors Conference Questions and Answers

4.4.1. Vendors’ Questions

4.4.1.1. All questions about this Solicitation including, but not limited to, requests for clarification, additional information or any changes to the Solicitation must be made in writing, by email only, citing the Solicitation page number and part or subpart, and submitted to the Contract Specialist identified in Subsection 1.2.

4.4.1.2. The Department may consolidate or paraphrase questions for efficiency and clarity. Questions that are not understood will not be answered. Statements that are not questions will not receive a response.

4.4.1.3. The questions must be submitted by email; however, the Department assumes no liability for ensuring accurate and complete email transmissions.

4.4.1.4. Questions must be received by the Department by the Vendor Questions Submission Deadline specified in Subsection 1.3, Procurement Timetable.

4.4.2. Department Responses

4.4.2.1. The Department intends to issue responses to properly submitted questions by the date specified in Subsection 1.3, Procurement Timetable. This date may be subject to change at the Department’s discretion. All oral answers given are non-binding. Written answers to questions received will be posted on the Department’s website https://www.dhhs.nh.gov/doing-business-dhhs/contracts-procurement-opportunities

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(https://www.dhhs.nh.gov/doing-business-dhhs/contracts-procurement-opportunities). This date may be subject to change at the Department’s discretion.

4.4.3. Exceptions

4.4.3.1. The Department will require the successful Vendor to execute a contract using the Form P-37, General Provisions and Standard Exhibits, which are attached as Appendix B. To the extent that a Vendor believes that exceptions to Appendix B will be necessary for the Vendor to enter into a contract, the Vendor must request those exceptions by the Vendor Questions Submission Deadline in Subsection 1.3. Vendors may not request exceptions to the Scope of Services or any other sections of this Solicitation.

4.4.3.2. The Department will review requested exceptions and accept, reject or note that it is open to negotiation of the proposed exception at its sole discretion in its response to Vendor questions.

4.4.3.3. Any exceptions to the standard form contract and exhibits that are not raised by a Vendor by the Vendor Questions Submission Deadline may not be considered. In no event is a Vendor to submit its own standard contract terms and conditions as a replacement for the Department’s terms in response to this Solicitation.

5. SOLICITATION RESPONSE SUBMISSION INSTRUCTIONS

Responses to this Solicitation must be submitted electronically via email to rfx@dhhs.nh.gov AND to the Contract Specialist at the email address specified in Subsection 1.2.

5.1.1. The subject line must include the following information:

RFP-2026-DMS-04-COMMU (email xx of xx).

The maximum size of file attachments per email is 25 MB. Submissions with file attachments exceeding 25 MB must be sent via multiple emails.

The Department must receive submissions by the time and date specified in the

Procurement Timetable in Section 1.3 and in the manner specified or it may be rejected as non-compliant, unless waived by the Department as a non-material deviation.

The Department will conduct an initial screening step to verify Vendor compliance with the requirements of this Solicitation. The Department may offer a limited opportunity for a Vendor to cure immaterial deviations from the Solicitation Response requirements if it is deemed to be in the best interest of the Department.

Late submissions not accepted will remain unopened. Disqualified submissions will be discarded. Submission of solicitation responses shall be at the Vendor’s expense.

6. SOLICITATION RESPONSE REQUIREMENTS

Acceptable solicitation responses must offer all services identified in Appendix A -

Statement of Work, unless an allowance for partial scope is specifically described in Section 2.

Vendors must submit a separate electronic document for the Technical Response and a separate electronic document for the Cost Proposal.

https://www.dhhs.nh.gov/doing-business-dhhs/contracts-procurement-opportunities mailto:rfx@dhhs.nh.gov

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Technical Response Contents Each Technical Response must contain the following, in the order described in this section:

6.3.1. Appendix C - Culturally and Linguistically Appropriate Services (CLAS)

Requirements

6.3.2. Appendix D – Transmittal Letter and Vendor Information, including:

6.3.2.1. Vendor Code Number – Prior to executing any resulting contract(s), the selected Vendor(s) will be required to provide a vendor code number issued by the State of New Hampshire Department of Administrative Services upon registering as an authorized vendor with the State. Vendors are strongly encouraged to provide a vendor code number in the Appendix D if available. More information can be found at:

https://das.nh.gov/purchasing/vendorresources.aspx

6.3.3. Appendix E– Technical Responses to Mandatory Questions

6.3.4. Appendix F – Program Staff List

6.3.5. Resumes – Vendors must provide resumes for key personnel primarily responsible for meeting the terms and conditions of any agreement resulting from this Solicitation. Vendors must redact all personal information from resumes.

Cost Proposal Contents

6.4.1. Appendix G, Budget Sheet – Vendors must complete an Appendix G, Budget

Sheet, including the Budget Narrative column; and a Salary and Wages Details tab, specifying costs for each State Fiscal Year (July 1 through June 30). If your organization has a Federally Negotiated Indirect Cost Rate Agreement (NICRA), please provide a copy along with your budget. This is not a low-cost award.

7. ADDITIONAL TERMS AND REQUIREMENTS

Non-Collusion

Vendors must establish prices, terms, conditions, and services in their Solicitation Response without collusion with other Vendors and without effort to preclude the Department from obtaining the best possible competitive solicitation response.

Collaborative Solicitation Responses Solicitation responses must be submitted by one organization. Any collaborating organization must be designated as a subcontractor subject to the terms of Appendix B, P-37 General Provisions and Standard Exhibits.

Validity of Solicitation Responses Solicitation responses must be valid until the Effective Date of any resulting contract.

Debarment Vendors who are ineligible to bid on proposals, bids or quotes issued by the Department of Administrative Services, Division of Procurement and Support Services pursuant to the https://das.nh.gov/purchasing/vendorresources.aspx

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Property of Department

Any material property submitted and received in response to this solicitation will become the property of the Department and will not be returned to the Vendor. The Department reserves the right to use any information presented in any solicitation response provided that its use does not violate any copyrights or other provisions of law.

Solicitation Response Withdrawal Prior to the Response Submission Deadline specified in Subsection 1.3, Procurement Timetable, Letters of Intent or solicitation responses may be withdrawn by submitting a written request for its withdrawal to the Contract Specialist specified in Subsection 1.2.

Confidentiality Pursuant to RSA 21-G:37, the content of responses to this solicitation must remain confidential until the Governor and Executive Council have awarded a contract. The Vendor’s disclosure or distribution of the contents of its solicitation response, other than to the Department, will be grounds for disqualification at the Department’s sole discretion.

Public Disclosure

7.8.1. The information submitted in response to this solicitation (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting contract, and information provided during the contractual relationship may be subject to public disclosure under Right-to- Know laws, including RSA 91-A. In addition, in accordance with RSA 9-F:1, any contract entered into as a result of this solicitation will be made accessible to the public online via the New Hampshire Secretary of State website (https://sos.nh.gov/).

7.8.2. Confidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. If a Vendor believes any information submitted in response to this solicitation should be kept confidential, the Vendor must specifically identify that information where it appears in the submission in a manner that draws attention to the designation and must mark/stamp each page of the materials that the Vendor claims must be exempt from disclosure as “CONFIDENTIAL.” Vendors must also provide a letter to the person listed as the point of contact for this solicitation, identifying the specific page number and section of the information considered to be confidential, commercial or financial and providing the rationale for each designation. Marking or designating an entire submission as confidential shall neither be accepted nor honored by the Department. Vendors must also provide a separate copy of the full and complete document, fully redacting those portions and shall note on the applicable page or pages that the redacted portion or portions are “confidential.”

7.8.3. Submissions which do not conform to these instructions by failing to include a redacted copy (if necessary), by failing to include a letter specifying the rationale for each redaction, by failing to designate the redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the Department as not conforming to the requirements of the solicitation.

7.8.4. Pricing, which includes but is not limited to, the administrative costs and other https://sos.nh.gov/

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7.8.5. Notwithstanding a Vendor’s designations, the Department is obligated under the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in response to the solicitation. If a request is made to the Department to view or receive copies of any portion of the response that is marked confidential, the Department shall first assess what information it is obligated to release. The Department will then notify the Vendor that a request has been made, indicate what, if any, information the Department has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the response. To halt the release of information by the Department, a Vendor must initiate and provide to the Department, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

7.8.6. By submitting a response to this solicitation, Vendors acknowledge and agree that:

7.8.6.1. The Department may disclose any and all portions of the response or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this solicitation;

7.8.6.2. The Department is not obligated to comply with a Vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted; and

7.8.6.3. The Department may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a Vendor.

Non-Commitment Notwithstanding any other provision of this solicitation, this solicitation does not commit the Department to award a contract. The Department reserves the right to reject any and all responses to this solicitation or any portions thereof, at any time and to cancel this solicitation and to solicit new solicitation responses under a new procurement process.

Solicitation Response Cost By submitting a response to this solicitation, the Vendor agrees that in no event shall the Department be either responsible for or held liable for any costs incurred by a Vendor in the preparation or submittal of or otherwise in connection with a solicitation response, or for work performed prior to the Effective Date of a resulting contract.

Request for Additional Information or Materials The Department may request any Vendor to provide additional information or materials needed to clarify information presented in the solicitation response. Such a request will be issued in writing and will not provide a Vendor with an opportunity to change, extend, or otherwise amend its solicitation response in intent or substance.

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Oral Presentations and Discussions The Department reserves the right to require some or all Vendors to make oral presentations of their solicitation response. The purpose of the oral presentation is to clarify and expound upon information provided in the written solicitation response. Vendors are prohibited from altering the original substance of their solicitation response during the oral presentations. The Department will use the information gained from oral presentations to refine the technical review scores. Any and all costs associated with an oral presentation shall be borne entirely by the Vendor.

Site Visits The Department may, at its sole discretion, at any time prior to contract award, conduct a site visit at the Vendor’s location or at any other location deemed appropriate by the Department, to determine the Vendor’s capacity to satisfy the terms of this solicitation. The Department may also require the Vendor to produce additional documents, records, or materials relevant to determining the Vendor’s capacity to satisfy the terms of this solicitation. Any and all costs associated with any site visit or requests for documents shall be borne entirely by the Vendor.

Successful Vendor Notice and Contract Negotiations The Department will only notify selected Vendors of selection. The Department will not notify Vendor(s) that are not initially selected to enter into contract negotiations.

Until the Department successfully completes negotiations with the selected Vendor(s), all submitted solicitation responses remain eligible for selection by the Department. The Department reserves the right to open contract discussions with the second highest scoring vendor and so on, if the Department is unable to reach an agreement on contract terms with the higher scoring vendor(s).

Scope of Award and Contract Award Notice

7.15.1. The Department reserves the right to award a service in whole or in part. A contract award is contingent on approval by the Governor and Executive Council and continued appropriation of funding for the contract.

7.15.2. If a contract is awarded, the selected Vendor(s) must obtain written consent from the State before any public announcement or news release is issued pertaining to any contract award.

Contract Registration Requirements

7.16.1. Prior to submission of any agreement for Governor and Executive Council for approval, the selected Vendor(s) must be:

7.16.2. Registered and in good standing with the NH Department of State, per

RSA 5:18-a (https://quickstart.sos.nh.gov/online).

7.16.3. Registered with the NH Department of Administrative Services and have a Vendor Code (Vendor Resource Center | Procurement and Support Services | NH Dept. of Administrative Services) in order to receive payment.

7.16.4. Registered and in good standing with the NH Department of Justice Charitable Trust Unit if the organization meets the definition of https://quickstart.sos.nh.gov/online https://www.das.nh.gov/purchasing/vendorresources.aspx https://www.das.nh.gov/purchasing/vendorresources.aspx

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Charitable Organization per RSA 7:21 (https://www.doj.nh.gov/bureaus/charitable-trusts).

Electronic Posting of Solicitation Results and Resulting Contract

7.17.1. At the time of receipt of responses, the Department will post the number of responses received with no further information. No later than five (5) business days prior to submission of a contract to the Department of Administrative Services pursuant to this solicitation, the Department will post the name, rank or score of each responding Vendor. In the event that the resulting contract does not require Governor & Executive Council approval, the Agency will disclose the rank or score at least five (5) business days before final approval of the contract.

7.17.2. Pursuant to RSA 91-A and RSA 9-F:1, the Secretary of State will post to the public any document submitted to G&C for approval, including contracts resulting from this solicitation, and posts those documents on its website (https://sos.nh.gov/administration/miscellaneous/governor-executive-council/).

By submitting a response to this solicitation, vendors acknowledge and agree that, in accordance with the above-mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this solicitation), any contract resulting from this solicitation that is submitted to G&C for approval will be made accessible to the public online.

Protest of Intended Award Any challenge of an award made or otherwise related to this solicitation shall be governed by RSA 21-G:37, and the procedures and terms of this solicitation. The procedure set forth in RSA 21-G:37, IV, shall be the sole remedy available to challenge any award resulting from this solicitation. In the event that any legal action is brought challenging this solicitation and selection process, outside of the review process identified in RSA 21-G:37,IV, and in the event that the State of New Hampshire prevails, the challenger agrees to pay all expenses of such action, including attorney’s fees and costs at all stages of litigation.

Contingency Aspects of the award may be contingent upon changes to state or federal laws and regulations.

Ethical Requirements From the time this solicitation is published until a contract is awarded, no Vendor shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will or has selected, evaluated, or awarded a solicitation, or similar submission. Any Vendor that violates RSA 21-G:38 shall be subject to prosecution for an offense under RSA 640:2. Any Vendor who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from submitting a response to this solicitation, or similar request for submission and every such Vendor shall be disqualified from submitting any solicitation response or similar request for submission issued by any state agency. A Vendor that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the Department of Administrative Services, which shall note that information on the list maintained on the state’s internal intranet system, except in the case of https://www.doj.nh.gov/bureaus/charitable-trusts

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Liquidated Damages

The selected Vendor agrees that liquidated damages may be determined by the Department as part of the contract specifications, as failure to achieve required performance levels will more than likely substantially delay and disrupt the Department’s operations.

8. COMPLIANCE

The selected Vendor(s) must comply with all applicable federal and state laws, rules and regulations, and applicable policies and procedures adopted by the Department currently in effect, and as they may be adopted or amended during the contract period.

The selected Vendor(s) may be required to complete a contract monitoring questionnaire, to be provided by the Department, to determine risk of noncompliance and appropriate monitoring activities, including, but not limited to:

8.2.1. Site visits.

8.2.2. File reviews.

8.2.3. Staff training.

Culturally and Linguistically Appropriate Services

8.3.1. Vendors are required to consider the need for language services for individuals with Limited English Proficiency (LEP) as well as other communication needs, served or likely to be encountered in the eligible service population, both in developing their budgets and in conducting their programs and activities.

8.3.2. Vendors are required to complete Appendix C, Culturally and Linguistically Appropriate Services (CLAS) Requirements as part of their solicitation response. This is in accordance with Federal civil rights laws and intended to help inform Vendors’ program design, which in turn, will allow Vendors to put forth the best possible solicitation response.

8.3.3. If awarded a contract, the selected Vendor(s) will be required to submit:

8.3.3.1. A detailed description of the language assistance services, within ten

(10) days of the Effective Date of the resulting agreement, to be provided to ensure meaningful access to programs and/or services to individuals with limited English proficiency; individuals who are deaf or have hearing loss; individuals who are blind or have low vision; and individuals who have speech challenges.

8.3.3.2. A written attestation, within 45 days of the Effective Date of the resulting agreement and annually thereafter, that all personnel involved the provision of services to individuals under the resulting agreement have completed, within the last 12 months, the Contractor Required Training Video on Civil Rights-related Provisions in DHHS Procurement Processes, which is accessible on the Department’s website (https://www.dhhs.nh.gov/doing-business-dhhs/civil-right-compliance-dhhs-vendors).

8.3.3.3. The Department’s Federal Civil Rights Compliance Checklist within ten (10) days of the Effective Date of the resulting agreement. The Federal Civil Rights Compliance Checklist must have been

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Audit Requirements

8.4.1. The selected Vendor(s) must email an annual audit to dhhs.act@dhhs.nh.gov if any of the following conditions exist:

8.4.1.1. Condition A - - The selected Vendor is subject to a Single Audit pursuant to 2 CFR 200.501 Audit Requirements.

8.4.1.2. Condition B - The selected Vendor is subject to audit pursuant to the requirements of NH RSA 7:28, III-b.

8.4.1.3. Condition C - The selected Vendor is a public company and required by Security and Exchange Commission (SEC) regulations to submit an annual financial audit.

8.4.2. If Condition A exists, the selected Vendor(s) shall submit an annual single audit performed by an independent Certified Public Accountant (CPA) to the Department within 120 days after the close of the Vendor’s fiscal year, conducted in accordance with the requirements of 2 CFR Part 200, Subpart F of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal awards.

8.4.3. If Condition B or Condition C exists, the selected Vendor(s) shall submit an annual financial audit performed by an independent CPA within 120 days after the close of the selected Vendor’s fiscal year.

8.4.4. The selected Vendor(s), regardless of the funding source and/or whether Conditions A, B, or C exist, may be required to submit annual financial audits performed by an independent CPA upon request by the Department.

8.4.5. In addition to, and not in any way in limitation of obligations of the resulting contract(s), it is understood and agreed by the selected Vendor(s) that the selected Vendor(s) shall be held liable for any state or federal audit exceptions and shall return to the Department all payments made under the resulting contract(s) to which exception has been taken, or which have been disallowed because of such an exception.

9. APPENDICES TO THIS SOLICITATION

Appendix A – Scope of Services Appendix B – Form P-37 General Provisions and Standard Exhibits Appendix C – Culturally and Linguistically Appropriate Services (CLAS)

Requirements Appendix D – Transmittal Letter and Vendor Information Appendix E – Technical Responses to Questions Appendix F – Program Staff List Appendix G – Budget Sheet