RFP 202602018 Pharmacy Management_FINAL.docx

STATE OF MAINE

Department of Health and Human Services Dorothea Dix and Riverview Psychiatric Centers

RFP# 202602018

Pharmacy Management Services

no later than 4:00 p.m., local time

no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS and EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – LITIGATION FORM

APPENDIX F – PROPOSED SERVICES RESPONSE FORM

APPENDIX G – COST PROPOSAL FORM

APPENDIX H – PHARMACY STAFF JOB DESCRIPTIONS

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202602018

Pharmacy Management Services

The State of Maine is seeking proposals for Pharmacy Management Services for Dorothea Dix, Riverview Psychiatric Centers, and Capital Community Clinic.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on May 5, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, have the meanings indicated below:

The ASHP definition includes allergic reaction (an immunologic hypersensitivity response to a drug) and an idiosyncratic reaction (an abnormal response to a drug that is specific to the individual).

a. DDPC has locations at 656 State Street and 81 State Hospital Drive, Bangor, Maine.

b. RPC is located at 250 Arsenal Street, Augusta, Maine which includes the CCC.

Minnesota Multistate Contracting Alliance for Pharmacy

(MMCAP)

A national cooperative Group Purchasing Organization for government facilities that provide healthcare services.

State of Maine Department of Health and Human Services Dorothea Dix and Riverview Psychiatric Centers

RFP# 202602018

Pharmacy Management Services

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking Pharmacy Management Services as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

The Department is dedicated to promoting health, safety, resiliency, and opportunity to all Maine Residents. The State currently operates two (2) licensed psychiatric Hospitals, Dorothea Dix Psychiatric Center (DDPC) is licensed for one hundred (100) beds, currently operating with sixty- seven (67) bed capacity and Riverview Psychiatric Center (RPC) currently has and is utilizing ninety-two (92) beds. Each Hospital provides inpatient psychiatric treatment for adults with severe and persistent mental illness who may be referred for admission by acute and critical access hospitals and community providers, or who are otherwise ordered for psychiatric evaluation by the court. Hospital services are available to individuals regardless of ability to pay, providing individuals meet criteria for admission as set forth in Federal and State regulations, laws, and rules.

The Hospitals, including Capital Community Clinic (CCC) are governed under laws established by the Maine Legislature and the Rights of Recipients of Mental Health Services (14-193 C.M.R. Ch. 1) to provide care and treatment to both voluntary and court-committed inpatients as well as outpatients. The Hospitals and CCC are part of a comprehensive mental health system of services and serve patients Statewide which includes community mental health centers, private psychiatric and community hospitals, and private providers.

The services outlined in this RFP will ensure the Department complies with requirements for providing On-Site and Remote pharmacy services for patients of DDPC, RPC, and CCC and to ensure oversight and Hospital access to tools and resources where necessary.

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals must follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

D. Number of Awards

The Department anticipates making one (1) award as a result of this RFP process.

PART II SCOPE OF SERVICES TO BE PROVIDED

Specific instructions for the Bidder to provide a narrative response to the Scope of Services may be found in Part IV, Section III, Proposed Services.

A. On-Site and Remote Coverage Requirements

1. Provide On-Call Pharmacist coverage including reimbursement when the awarded Bidder is unable to provide On-Site or Remote Pharmacist coverage.

2. Utilize existing pharmacy space at each respective Hospital for On-Site pharmacy services, Monday through Friday, 8:00 a.m. to 4:30 p.m. ET, excluding current Hospital pharmacy Holidays (outlined in Table 1).

Note: The Department will not pay for travel between DDPC and RPC unless there is an approved emergent need.

Table 1 – Observed Pharmacy Holidays

3. Ensure Remote Pharmacist oversees the twenty-four (24) hour coverage for Holidays (outlined in Table 1) and the off-hours of operations (outlined in Table 2) of the Hospital pharmacies in a manner that meets or exceeds all legal, professional, and ethical standard applicable to the services outlined in this RFP.

Table 2 – Off-Hours of Pharmacy Operations

B. Required Pharmacy Staff Positions

1. Provide sufficient On-Site and Remote Pharmacy Staff coverage at the Hospitals, including:

a. Director of Pharmacy (one (1.0) FTE), On-Site at minimum Monday through Friday 8:00 a.m. to 4:30 p.m. ET for:

i. Three (3) eight (8) hour days at Riverview Psychiatric Center (RPC); and

ii. Two (2) eight (8) hour days at Dorothea Dix Psychiatric Center (DDPC).

b. Pharmacists (three (3.0) FTEs), On-Site Monday through Friday 8:00 a.m. to 4:30 p.m. ET.

i. Two (2.0) FTEs for five (5) eight (8) hour days at RPC; and

ii. One (1.0) FTE for five (5) eight (8) hour days at DDPC.

c. Clinical Coordinator (one (1.0) FTE), On-Site Monday through Friday 8:00 a.m. to 4:30 p.m. ET for:

i. Three (3) eight (8) hour days at RPC; and

ii. Two (2) eight (8) hour days at DDPC.

d. Pharmacy Technicians (two (2.0) FTEs), On-Site Monday through Friday 8:00 a.m. to 4:30 p.m. ET at RPC.

e. Remote Pharmacist as described in Part II, A.3. of this RFP.

2. Ensure all Pharmacy Staff comply with the job duties outline in Appendix H (Pharmacy Staff Job Descriptions).

C. Pharmacy Staff Compliance Requirements

1. Ensure all On-Site and Remote Pharmacy Staff meet the requirements of the Department’s DDPC & RPC Service Contract, Background Checks requirements outlined in Rider D. Section 13. Background Checks. The current DDPC & RPC Service Contract may be obtained on the Department’s Contract Documents webpage.

2. Ensure all On-Site and Remote Pharmacy Staff hold a valid unrestricted license from the Maine Board of Pharmacy to practice pharmacy in the State.

3. Ensure adequate staffing is provided for both On-Site and Remote pharmacy services.

a. Provide temporary staffing as needed/required to ensure pharmacy operations are maintained.

4. Ensure the Department is involved in the selection process of the Director of Pharmacy by:

a. Providing, to the Department, at least the top two (2) candidates for any vacant or anticipated vacancy.

b. Approval of top candidates will be made by the Department in writing prior to the final assignment to the Hospitals.

c. In the event the selected employee is unsatisfactory to the Hospitals, the Department will notify the awarded Bidder in writing detailing the reasons for dissatisfaction.

i. Within thirty (30) calendar days, create an action plan, in consultation with the Hospitals, in order to resolve any issues identified by the Hospitals.

ii. Implement the action plan within thirty (30) calendar days to resolve any issues identified.

iii. If there is no resolution, remove the employee at the end of the thirty (30) calendar day notice period.

5. Ensure the On-Site Pharmacist provides consultation to the Hospital(s) nursing staff, medical staff, pharmacy staff, and the superintendent to assist stakeholders in developing clinical action plans with the goal of improved pharmacy care.

6. Ensure all Pharmacy Staff comply with the Department’s current Health Screening Process outlined in 22 M.R.S.A. § 802 and 10-144 C.M.R. Ch. 264, and follow the Federal Centers for Disease Control and Prevention’s Guidelines For Preventing The Transmission Of Mycobacterium Tuberculosis In Healthcare Settings, 2005.

7. Ensure Pharmacy Staff are free of communicable disease, including but not limited to Hepatitis B, mumps, varicella-zoster, rubella, rubeola, and tuberculosis.

a. Ensure Pharmacy Staff who are in the process of completing the Hepatitis B series present evidence of the immunization process.

b. Ensure Pharmacy Staff who decline the Hepatitis B vaccine sign a letter of declination.

c. The awarded Bidder will be responsible for the cost incurred in providing documentation of all Pharmacy Staff immune status.

d. Forward all Pharmacy Staff screening information to the Department prior to the start of orientation.

i. The Department will evaluate the information and give clearance for staff to begin orientation.

8. Maintain Pharmacy Staff records at the Hospital(s) and provide copies to the Hospital(s) for audit and program reviews.

a. Partner with the Hospital to reduce errors and improve reporting of events to create a safe environment for all staff and patients.

b. Ensure Pharmacy Staff comply with and implement all applicable State and Federal rules, regulations, policies and applicable standards of the Hospital(s) and respective accreditation bodies including but not limited to the TJC, CMS and the Department’s Division of Licensing and Certification (DLC) ensuring promotion of safe and appropriate medication dispensing and use.

c. Ensure Pharmacy Staff are available, as needed, to all State and Federal regulatory bodies to participate in routine and ad hoc audits in coordination with Hospital.

D. Pharmacy Staff Standards and Competency

1. Standards

a. Ensure all Pharmacy Staff adhere to the Centers for Medicare and Medicaid Services (CMS) and The Joint Commission (TJC) standards, including but not limited to:

i. A-0490 – A-0491 Standard: Condition of Participation for Pharmaceutical Services;

ii. A-0491 – A-0494 Standard: Pharmacy Management and Administration; and

iii. A-0500 – A-0511 Standard: Delivery of Service.

b. Ensure all Pharmacy Staff have:

i. Knowledge of TJC standards applicable to Hospital planning operations;

ii. Knowledge of institutional operation procedures;

iii. Knowledge of all current Maine Board of Pharmacy Laws and Rules;

iv. The ability to compile and write clear, concise, and accurate reports;

v. The ability to detect errors in prescriptions for an individual patient (drug interaction problems); and

vi. The ability to inventory and control all scheduled drugs for a pharmacy.

2. Competency

a. Provide reports necessary to demonstrate competency of Pharmacy Staff, equipment, and/or procedures required to meet the Hospital(s) standards for staff competency and quality assurance.

i. Work with the Department to develop core competencies for each Pharmacy Staff position.

Note: The format will be provided by the Department. The Department will assess the drafted competencies and provide approval prior to the delivery of services.

ii. Provide the Department with copies of annual performance evaluations for each Pharmacy Staff, to include signed policy statements.

E. Pharmacy Staff Performance Requirements

1. Monitor Pharmacy Staff performance ensuring exceptional customer service is provided at all times.

a. Solicit verbal and written feedback from the Hospitals’ management on a quarterly basis regarding Pharmacy Staff performance.

2. Develop performance expectations for each Pharmacy Staff by working in-person and On-Site.

a. Telephone conferences are not acceptable methods to complete this task.

3. Develop, Department-approved, performance indicators for all Remote Pharmacists which measures their ability to positively impact patient care.

a. Outcomes may be related to patient care, productivity, cost, or other variables.

b. Provide performance indicator reports to the Hospitals quarterly, focusing on the overall performance in key areas of Hospital’s quality assurance, On-Call pharmacy response times, and other areas as negotiated with the Hospital(s).

4. Maintain current documents and Pharmacy Staff files at the awarded Bidder’s Human Resources, for all Hospital On-Site and Remote Pharmacy Staff.

a. Provide written confirmation to the Department that all documents are current and on file, including but are not limited to:

i. Application for employment;

ii. Employment verification and passed background screening;

iii. Valid, unrestricted Maine pharmacy license;

iv. Completed pre-employment drug screen with a passing result;

v. Job description;

vi. Records of counseling and disciplinary action;

vii. Resume;

viii. Education and training;

ix. Competency assessments;

x. Performance expectations of Pharmacy Staff’s ability to provide services; and

xi. An annual packet of yearly evaluations, competency assessments, signed confidentiality statements, and signed mandatory policy statements.

5. Provide performance tracking on the pharmacy distribution system, including but not limited to:

a. Pharmacist Intervention Tracking;

b. Medication Error/Variance Tracking reporting;

c. Patient Order Entry;

d. Order Entry accuracy; and

e. Pharmacy purchasing efficiencies/performance.

6. Ensure standards of practice for annual operations audits to all aspects of Hospital pharmacy management and operation, including but not limited to:

a. Regulatory Compliance;

b. Controlled Substance Tracking/Monitoring;

c. Operational Efficiencies;

d. Financial Compliance;

e. Clinical Review Group; and

f. Customer Service Measures.

7. Facilitate implementation of processes based improvement.

8. Provide a copy of an operations audit, by October 31st annually, followed by an expectation document that prioritizes work to be accomplished which:

a. Maintains TJC, CMS, State and Federal regulatory accreditation and standards;

b. Recommends performance improvement initiatives;

c. Recommends a pharmacy work plan including performance expectations; and

d. Uses the performance tracking, standards of practice, improvement methodology, and operations audit for quarterly Customer Administrative Reviews to monitor progress and adjust goals where necessary.

F. Pharmacy Staff Training Requirements

1. Oversee the Pharmacy Staff trainings, including but not limited to:

a. Providing in-service trainings when necessary or at the Hospitals request.

b. Ensuring Pharmacy Staff attend Hospital orientation and complete annual and mandatory training as determined and required by the Hospitals.

i. Supplement training and orientation materials specific to each Hospital based on the different Hospital standards and policies.

c. Manage training, competence, and education of Pharmacy Staff to meet all performance expectations required as part of the services outlined in this RFP.

2. Ensure one (1) Pharmacist attends the annual Minnesota Multistate Contracting Alliance for Pharmacy (MMCAP) meeting.

a. Currently all costs are paid by MMCAP.

G. State Issued IT Equipment

1. Work with the Hospital(s) and MaineIT to receive State laptops, Active Directory accounts, and approved two-factor authentication, for staff and/or subcontractors performing working under the contract resulting from this RFP.

a. Ensure staff and/or subcontractors utilizing State devices, accounts, authentication methods, virtual private networks, or an information system provisioned by the Department and/or MaineIT, comply with MaineIT Policies & Standards, specifically:

i. Access Control Policy;

ii. Access Control Procedure for Users;

iii. Security Awareness Training;

iv. Rules of Behavior Policy;

1) This is not intended to replace or address professional conduct outside the information security context.

v. User Device and Commodity Application Policy; and

vi. Network Device Management Policy.

b. Promptly notify the Hospital(s) in the event of any staff and/or subcontractors no longer performing work under the contract resulting from this RFP, so access to State systems may be terminated.

i. Return the loaned laptop to the Hospital(s) or MaineIT within five (5) business days of staff and/or subcontractors leaving.

2. Obtain and maintain insurance as outlined in the current State of Maine IT-Service Contract (IT-SC), Rider B-IT, Section 19. Insurance Requirements. The current IT-SC may be obtained on the Office of State Procurement Services Forms & Templates webpage.

3. Comply with all State and Federal laws regarding the protection of confidential and/or sensitive information that is collected or maintained by the awarded Bidder, including, as applicable, notification to individuals in the event of unauthorized access or disclosure.

4. The State will not consume (use) any awarded Bidder application, but the awarded Bidder will consume (use) one/more State application(s).

5. Provide annual confirmation regarding compliance with all applicable MaineIT Policies & Standards.

a. Implement any substantive change to MaineIT Policies & Standards within a timeframe negotiated between the Department, MaineIT and the awarded Bidder.

6. Comply with the Health Insurance Portability and Accountability Act (HIPAA).

7. Ensure all Protected Health Information (PHI) or other individually identifiable information provided by the Department, accessed via Department systems, or received or acquired from any individual as a part of the contract resulting from this RFP or through any other method, is regarded as confidential information.

8. Ensure all confidential information, in any format, is safeguarded consistent with the terms of the Department’s Business Associate Agreement and any other applicable State and Federal confidentiality laws, regulations, and/or rules.

9. Comply with the terms of Maine’s Notice of Risk to Personal Data Act, pursuant to 10 M.R.S.A §§ 1346-1350-B, and any other applicable privacy and security laws, rules, and regulations.

10. Meet quarterly, either in-person or by telephone conference, with the Department to review PHI compliance and any potential concerns related to confidential information.

11. Notify the Department immediately in the event of a breach or potential breach of confidentiality.

12. Collaborate with the Department to investigate, document, and otherwise respond to any actual or potential breach of confidential information.

H. Pharmacy Technology Requirements

1. Provide On-Site and On-Call support such as audits or quarterly consultation visits to the Hospital(s) or Remote pharmacy location.

a. Maintain a Drug Inventory for drugs furnished to the Hospital patients by submitting a utilization report monthly in hard copy and electronic format.

b. The Hospital(s) will retain ownership of the Drug Inventory.

2. Ensure a Unit Dosage System is utilized for inpatient prescriptions.

3. Ensure outpatient prescriptions are filled utilizing a Vial System and are labeled in accordance with the Maine Board of Pharmacy Laws and Rules.

4. Ensure the utilization of a computerized Drug Profile, which reflects the current drug use of individual patients.

a. Drug Profiles must be available for inspection by TJC, CMS, and DLC, as outlined in DLC’s Hospitals, Psychiatric Hospitals regulations, and any other authorized regulatory agency.

5. Partnership with Hospital(s) and MaineIT in order to maintain appropriate software and hardware systems for both On-Site and Remote pharmacy services.

6. Maintain security of all electronic pharmacy software systems for both On-Site and Remote pharmacy operations, including but not limited to:

a. Utilizing only the Hospitals’ computer systems;

b. Complying with the MaineIT Security Policy; and

c. Ensuring all data transmittals are done in a secure and confidential manner.

7. Provide updates to the Hospitals related to technology updates for medication dispensing equipment, electronic medical record software, and Computerized Provider Order Entry.

8. Consult with the Department and MaineIT regarding any third-party software/hardware vendors to assist the Hospitals in meeting the State’s software/hardware requirements for a Pharmacy Management Information System.

9. Maintain data and reports related to:

a. Documented Clinical Inventories;

b. Adverse Drug Reactions (ADRs);

c. Medical Variances; and

d. Any other reports as negotiated.

I. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 3.

0. Submit data to support the performance measures utilizing the Department’s Deliverables Performance Tracking Template (to be provided to the awarded Bidder during contract negotiations) or via a third-party data source, as indicated within the performance measure data source column of Table 3.

0. Provide additional supportive documentation as indicated in Table 3, for Department validation of the summary data submitted in the Performance Measures Report as requested by the Department.

Table 3 Mandatory Performance Measures

J. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 4:

Table 4 – Required Reports

2. Submit all the required reports to the Department in accordance with the timelines established in Table 5:

Table 5 – Required Reports Timelines

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

1. The Office of State Procurement Services Vendor Self Service System website is found at: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

2. A copy of the RFP and all associated documents will be published in VSS.

3. Only documents published in VSS will be considered binding.

4. Any interested party may view open solicitations in VSS using the Public Access feature.

5. Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

a. Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

b. Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

6. Vendors must have an active Vendor Code (VC or VS) to contract with the Department.

B. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

C. Amendments

All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Proposal Submission

1. Proposals Due

a. Proposals must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

b. Any proposal submissions or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception.

2. Delivery Instructions

a. Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate the submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format

a. Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

· Appendix E (Litigation Form)

· All required information and attachments stated in PART IV, Section II.

File 3 [Bidder’s Name] – Proposed Services PDF format preferred, and must include:

· Appendix F (Proposed Services Response Form)

· All required information and attachments stated in PART IV, Section III.

File 4 [Bidder’s Name] – Cost Proposal PDF format preferred, and must include:

· Appendix G (Cost Proposal Form)

· All required information and attachments stated in PART IV, Section IV.

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. Bidders must include three (3) examples of projects, which occurred within the last five (5) years, demonstrating their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors If subcontractors are to be used, including consultants, Bidders must complete Appendix D (Subcontractors Form) to provide a list that specifies the name, address, phone number, contact person, and a brief description of the organizational capacity and qualifications for any subcontractor to be used. If no subcontractors will be used, indicate such on the form.

3. Project Team Organizational Chart Bidders must provide a legible organizational chart of the project team including to whom the project team reports. Note: individual project team positions are to be identified in the job description and staffing plan.

4. Litigation Bidders must complete Appendix E (Litigation Form) providing a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome. If no litigation has occurred, indicate such on the form.

5. Financial Viability Bidders must provide the three (3) most recent years of Financial Statements audited or reviewed by a Certified Public Accountant.

Section III Proposed Services (File #3)

1. Bidders must complete Appendix F (Proposed Services Response Form) to discuss the Scope of Services referenced above in Part II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

2. Bidders must provide:

a. Job descriptions detailing the primary responsibilities, duties, and required qualifications for specific job positions (do not include individual resumes) for all project staff including the project lead.

b. A description of how subcontractors/consultants, if any, will interact with the Bidder’s organization, (i.e., oversight and management of subcontractors.)

c. A staffing plan that describes the minimum staffing (position titles and time allocation) necessary to meet the requirements in Part II of the RFP.

3. Bidders must provide a realistic work plan for the implementation of the program through the initial period of performance. The work plan must be displayed in a timeline chart, and concisely describe each program development and implementation task, the month it will be carried out, and the person or position responsible for each task. If applicable, Bidders must identify all tasks to be delegated to subcontractors.

Section IV Cost Proposal (File #4)

1. Cost Proposal Form Bidders must complete Appendix G (Cost Proposal Form).

2. General Instructions

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

b. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in Part IV of the RFP.

2. Scoring Process: For proposals that demonstrate meeting the eligibility requirements in Section I, the evaluation team will use a consensus approach to evaluate and score Sections II & III above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections. Section IV, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in the RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 25 points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 25 = pro-rated score

No Best and Final Offers: The State of Maine will not seek or accept a best and final offer (BAFO) from any Bidder in this…