RFP# 202603033 - Housing Stability Services_Final.docx

STATE OF MAINE

Department of Health and Human Services Office of Behavioral Health

RFP# 202603033

Housing Stability Services

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT A BID

D. CONTRACT TERM

E. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. INFORMATIONAL MEETING

C. QUESTIONS

D. AMENDMENTS

E. NOTICE OF INTENT TO BID

F. 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 – ELIGIBILITY TO SUBMIT A BID AND ATTESTATION

STATEMENT FORM

APPENDIX D – QUALIFICATIONS and EXPERIENCE FORM

APPENDIX E – LITIGATION FORM

APPENDIX F –PROPOSED SERVICES RESPONSE FORM

APPENDIX G – COST PROPOSAL AND BUDGET NARRATIVE FORM

APPENDIX H – NOTICE OF INTENT TO BID FORM

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202603033

Housing Stability Services

The State of Maine is seeking proposals for Housing Stability Services to be provided to individuals experiencing Chronic Homelessness.

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

An Information Meeting will be held on March 27, 2026 at 2:30 p.m., local time via Zoom at: https://mainestate.zoom.us/j/87983940538?pwd=Vi49pAXzSDbQVz6VTLGfJ0lTpDIBbc.1 using Meeting ID: 879 8394 0538, or by phone at +13092053325 using the Meeting ID provided.

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 4, 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:

· Services are focused on housing retention;

· Service delivery must be flexible to meet the shifting priorities of the Participants;

· Participants are not required to receive services to retain housing;

· Robust services are predicated on assertive engagement, not coercion; and

· Some Participants may ultimately need minimal support or brief interventions, but others may need intensive long-term supports.

· Level One (1) Critical Incident result in death or serious injury, or significantly jeopardize clients, public safety, or program integrity.

· Level Two (2) Critical Incident include significant errors or undesirable events that compromise quality of care or personal safety.

SSI/SSDI Outreach, Access, and Recovery

(SOAR)

A model developed by the Substance Abuse and Mental Health Services Administration (SAMHSA) that includes specialists who assist individuals with completing and submitting applications for SSI/SSDI to maximize benefits access and employment support for individuals experiencing or at risk of homelessness.

State of Maine Department of Health and Human Services Office of Behavioral Health

RFP# 202603033

Housing Stability Services

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking Housing Stability Services (HSS) to be provided to individuals experiencing Chronic Homelessness in Target Areas (Hubs) 1, 3, 4, 5, 6, 8 and 9, 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 Department’s Office of Behavioral health (OBH) is the State’s administrative authority responsible for the planning, development, implementation, regulation, and evaluation of substance use disorder and mental health services. The mission of OBH is to ensure that all Maine residents with mental health challenges, substance use disorder, and co-occurring disorders are not simply managing symptoms, but are living independent lives of dignity, hope, and meaning. OBH is committed to support a complete and coordinated behavioral health continuum of care that serves the whole person, the whole community.

In late 2025, the Department issued RFP 202508118 Housing Stability Services to secure Housing Stability Services in as many Target Areas (Hubs) as possible across the State, dependent on Department funding. Conditional awards were made to Target Areas (Hubs) 2 and 7; however, due to additional available funding, the Department is reissuing this new RFP to secure additional Housing Stability Services, specifically for Hubs 1, 3, 4, 5, 6, 8 and 9.

Pursuant to 22 M.R.S. §20-A, the Department is required to establish a Housing First Program (Housing First) in the State to address Chronic Homelessness. Housing stability is considered an important first step in the effective treatment of health conditions such as severe mental illness or substance use disorders, which are disproportionately experienced by individuals that meet the criteria for Chronic Homelessness.

The Department is taking a two-pronged approach to Housing First in accordance with 22 M.R.S. §20-A:

1. Provision of 24/7/365 on-site Housing First support and stabilization services at properties developed under the Housing First Program.

Recently the Department issued RFP# 202412212 Housing First Support Stabilization Services to establish a Pre-Qualified Vendor list of service providers that could be paired with a team of property partners, including a property owner(s), a developer, and management team, to provide 24/7/365 Housing First support and stabilization services at select, site-based Housing First properties. These properties are selected via a competitive process established through the MaineHousing RFP/RFQ process.

2. Establishing HSS for Participants housed in sites located throughout the community.

Through this RFP, the Department intends for in-person HSS to be provided, in accordance with 22 M.R.S. §20-A, where supportive services are not necessarily provided on site or twenty-four (24) hours per day, but must be available to Participants living in the community for a minimum of twenty (20) hours per week, as applicable to the Participant. The Department expects HSS providers to maximize opportunities to leverage MaineCare while ensuring HSS services do not duplicate services available through any other billing source. The Department welcomes innovative proposals that include flexibility regarding the population served, services provided, and other considerations which will allow for the statutory intent to be upheld.

The Basic Principles of Housing First Services (Basic Principles) and properties under 22 M.R.S. §20-A include:

· Participants do not have to be in treatment or recovery from mental illness or substance use disorder or possess all of the skills necessary to live independently at the time they move in;

· Services are focused on housing retention;

· Service delivery must be flexible to meet the shifting priorities of the Participants;

· Participants are not required to receive services to retain housing;

· Robust services are predicated on assertive engagement, not coercion; and

· Some Participants may ultimately need minimal support or brief interventions, but others may need intensive long-term support.

The Department expects the awarded Bidders to ensure HSS are strengths-based and tailored to each Participant’s individual strengths and challenges, with the goal of eliminating or mitigating previous barriers to successfully maintaining housing. HSS must be centered around relationship building, Harm Reduction, integration of Ancillary Supports, life skills support, and general Housing Support. In addition, the awarded Bidders shall facilitate linking Participants with desired medical, behavioral health, social, educational, and/or vocational providers, including any other programs where services are provided to address the needs and goals identified by the Participant.

B. General Provisions

2. 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.

2. 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 are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

2. 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.

2. 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.

2. 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.

6. 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.

2. 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.

2. 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.

2. 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.

2. 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. Eligibility to Submit a Bid

Bidders, including their overarching organization, as applicable, may not own or have a financial interest in any property where Housing Stabilization Services (HSS) are provided.

In addition, Bidders must identify a minimum of ten (10) HSS Units available to support HSS and must provide a letter(s) of commitment from the property owner(s) as outlined in Appendix C (Eligibility to Submit a Bid and Attestation Form).

Bidders who do not submit an attestation statement and/or letter(s) of commitment will be disqualified from the evaluation process.

D. 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:

E. Number of Awards

The Department anticipates making multiple award(s) as a result of this RFP process. Award(s) will be distributed according to the Target Areas (Hubs) identified on Appendix H (Notice of Intent to Bid).

Due to limited funding, the Department does not intend to support an award in each Target Area (Hub).

Bidders interested in providing services for multiple Hubs must indicate each Hub on Appendix A (Proposal Cover Page) and submit a separate proposal for each Hub.

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.

1. Administrative Requirements

1. Within ninety (90) calendar days of the start of the initial period of performance and service delivery, and throughout each contract period resulting from this RFP:

a. Be enrolled as a MaineCare Provider;

b. Be enrolled as a Housing Outreach and Member Engagement (HOME) Provider and/or certified as a Targeted Case Management (TCM) agency; and

c. Become a Maine Continuum of Care (CoC) Homeless Management Information System (HMIS) participating agency.

2. Comply with and provide Housing Stability Services (HSS) in accordance with the HSS manual, when published, including the Basic Principles of Housing First Services (Basic Principles); and applicable State statute and rules, including 22 M.R.S. §20-A and 14-118 C.M.R Ch. 20 Housing First Program Administrative Responsibility Rule.

3. Participate in the Maine CoC Coordinated Entry System (CE), including notification to the CoC CE regarding availability of HSS Unit(s) and in order for HSS staff to be notified of any upcoming potential Program Participants (Participants).

a. HSS staff are not expected to advocate at CE for any specific individual.

4. Ensure HSS staff are knowledgeable about naloxone and its administration; including ensuring HSS staff have naloxone on-hand at all times when providing HSS.

5. Ensure policy guidelines for HSS decision making, program operations, and monitoring are developed prior to HSS service provision.

a. Policy guidelines must include a grievance and complaint process.

6. On an annual basis, provide voluntary anonymous satisfaction surveys to Participants, with survey assistance provided to Participants only as requested and needed.

a. Develop and provide the Department with the satisfaction survey for approval within sixty (60) calendar days of the initial period of performance.

7. Maintain a record for each Participant.

1. Healthcare, Behavioral Health, and Other Service Provider Partnerships

0. Establish and/or maintain formal (e.g., Memorandum of Understanding (MOU) or contract) and informal relationships with MaineCare providers in the service area qualified to deliver necessary health, behavioral health, and other appliable services to ensure Participants have timely access to services and are able to sufficiently maintain permanent housing, including at minimum:

0. Behavioral Health treatment, including substance use and mental health treatment;

0. Medical care;

0. Behavioral Health Crisis (Crisis) services through the Behavioral Health Crisis System; and

0. Other services as appropriate and as identified by Participant(s).

0. Establish and maintain formal and informal relationships, as applicable, with other non-MaineCare service providers in the local community in order to address Participants needs, ensure timely access to assessments and services and ensure permanent housing maintenance.

0. Partner with community-based organizations, such as Projects for Assistance in Transition from Homelessness (PATH) providers, to provide education on HSS.

1. Property-based Partnerships

1. Offer ongoing education on the Housing First Program (Housing First), including the Basic Principles, to all applicable property partners, including owners and managers, as appropriate.

a. At a minimum, provide education on Housing First prior to the first Participant signing a lease at the associated property, at least once annually, and when there are new property-associated staff (e.g., new property manager) hired.

2. Develop and implement strategies in collaboration with the owner and property management entity to mitigate common reasons for eviction.

1. Minimum HSS Units and MOUs Requirements

1. Demonstrate best efforts to ensure a minimum of ten (10) HSS Units are available to support HSS provision, throughout the duration of the contract, through collaboration and outreach with existing and potential new property owner(s).

a. Upon property owner notification to the awarded Bidder regarding an anticipated HSS Unit vacancy, notify the Department within seven (7) calendar days of the notice.

b. Notify the Department within seven (7) calendar days when a previously identified HSS Unit is no longer available, and include an anticipated plan to ensure the minimum of ten (10) HSS Units are available within the Target Area (Hub).

2. Use best efforts to execute an MOU(s) with the property owner(s), for the anticipated HSS Unit(s), identified within the Bidder’s proposal submitted under this RFP, and provide copies to the Department within thirty (30) calendar days of the start of the initial period of performance, that includes and addresses at minimum:

a. The property owner name and property management provider(s) name, as applicable;

b. The name of the property(/ies), if applicable, and physical address where HSS Units are available;

c. If each physical location will utilize for project-based rental assistance or tenant-based rental assistance;

d. The total number of unit(s) at each physical address and the total number of unit(s) designated for HSS; and

e. The responsibility delineation of the awarded Bidder and property owner including how the property owner:

i. Intends to work with the awarded Bidder to support the provision of HSS; and

ii. Will ensure the awarded Bidder has access to the building for general operations and emergency situations, and the capacity to utilize common areas, if applicable, for program activities.

3. Ensure all subsequent MOUs developed for new HSS Units identified during the contract period are provided to the Department for review within seven (7) calendar days of an MOU execution.

4. Notify the Department of any concerns related to property ownership that may result in an HSS Unit(s) becoming unavailable.

1. Participant Outreach Prior to Tenancy

1. Once an individual has been identified as a potential Participant and has been awarded a housing resource for a Property Under the Program, ensure HSS staff engage with the individual to confirm eligibility documentation and program requirements and enroll the individual into HSS, as appropriate. Once a potential Participant’s eligibility has been confirmed, engage with the Participant and their support system to assist with ensuring tenancy at the property, including lease execution.

a. Maintain supporting documentation within the Participant’s file indicating their eligibility to receive HSS services, including the appropriate correlating Condition and documentation of Chronic Homelessness, per 22 M.R.S. §20-A.

1. Programmatic Requirements

1. Ensure HSS is provided with minimal barriers to accessing services, including ensuring accessibility and needed interpreter services, as applicable.

2. Ensure HSS is available no less than twenty (20) hours per week and adequately meets the needs of Participants to build independent living skills, maintain housing, and access necessary MaineCare services and non-MaineCare community-based services.

3. Ensure HSS is integrated with all Ancillary Supports.

a. Ensure HSS does not duplicate other services received by the Participant.

b. MaineCare billable services must be billed to MaineCare.

4. Ensure HSS is provided in-person, to the fullest extent possible.

a. Department approval will be required for policies and procedures not delivered in-person.

b. Ensure all in-person service provision hours are flexible and scheduled according to Participant needs.

5. Provide a method for interested Participants to work and/or volunteer within the awarded Bidder’s agency.

1. Housing Stability Services (HSS)

1. Ensure all HSS are provided voluntarily through a person-centered, strengths-based approach.

a. Regardless of HSS participation, engage with Participants regularly to build rapport and encourage participation.

2. Offer and assist Participants with accessing, maintaining, and navigating:

a. Insurance coverage, including MaineCare coverage, as applicable;

b. Needed MaineCare services, as applicable, including but not limited to Chapter 101, Sections 13, 17, 65, and 91 of the MaineCare Benefits Manual;

c. Social services and benefits, including but not limited to social security disability (including a referral to SSI/SSDI Outreach, Access and Recovery (SOAR), as appropriate), transportation, and food access; and

d. Community-based clinical resources, including but not limited to health care services and behavioral health services, including substance use treatment.

3. Ensure Participants have sufficient information and resources available, including contact information, to access needed services to address any emergent needs in a timely manner, including contact information to connect with the Behavioral Health Crisis System.

4. Assist Participants with building independent living skills by addressing social determinants of health, including provision of Community Linkages and on-site community-building social events developed with Participant input.

a. Should there be difficulties related to provision of on-site community-building social events, collaborate with the Department regarding alternative locations for provision of community-building social events.

5. Provide Housing Support and other stabilization services to Participants including, but not limited to, orientation and move-in assistance; lease comprehension; mediation; peer support services and coordination, as applicable; and Behavioral Health Crisis (Crisis) intervention.

6. Offer and provide Harm Reduction services.

7. For Participants without an external case manager, offer and provide case management services.

8. Complete an initial assessment of the Participant’s existing Ancillary Support(s) and natural support(s) within thirty (30) calendar days of the Participant’s request to begin HSS.

a. Complete a needs assessment, if a needs assessment has not been completed by Ancillary Supports.

b. If a needs assessment has been completed by Ancillary Supports, with Participant consent, utilize the completed assessment for development of the Participant’s individual service plan.

9. Ensure Participant needs are assessed at least annually after the initial assessment.

a. If Participant needs have already been assessed by Ancillary Supports in that year, with Participant consent, utilize the assessment that has already been completed for development and update of the Participant’s individual service plan.

10. Utilize information garnered from assessments to develop person-centered, strengths based individual service plans, updated annually or more as needed.

11. Ensure all individual service planning addresses, at minimum:

a. Health and behavioral health care needs, as applicable;

b. Relationship building and maintenance, inclusive of natural support(s);

c. Harm Reduction;

d. Life skills development;

e. Housing Support; and

f. Care coordination.

12. Develop an individual Crisis plan with Participants as part of their overall individual service planning, as applicable.

13. Develop an individualized mitigation plan for each Participant that addresses historical and current barriers to maintaining permanent housing, should an adverse action occur as it pertains to tenancy.

14. Once the HSS program manual is published by the Department, follow all applicable review timelines for individualized service, Crisis, and mitigation plans.

a. At minimum, plans must be reviewed annually, or more frequently when a life-changing event occurs, new information is obtained, and/or the Participant elects to change their plan(s).

1. Staffing

1. Ensure on-call support is available when staff are not in-person to ensure Participants’ needs are appropriately triaged.

1. Ensure HSS is provided through a multidisciplinary team, including sufficient supervision for clinical and non-clinical staff.

1. At minimum, all staff that interact with Participants and/or provide services to Participants must have at least one (1) year of experience providing direct services to individuals experiencing homelessness and/or at least one (1) year of direct lived experience with homelessness.

1. Ensure staffing aligns with the needs of Participants.

1. Ensure the staffing structure includes appropriate levels of oversight and/or supervision for each position, including at minimum, ensuring all staff:

3. Receive regular supervision from qualified clinical personnel; and

3. Participate in regular ongoing professional development and training related to HSS service provision.

1. Ensure all staff interacting with Participants, including supervising staff, have sufficient appropriate initial and ongoing training.

1. Ensure the staff composition is diverse and culturally sensitive and reflects the Participant’s cultural and communication needs.

1. Develop and maintain a network of volunteers, including Participants, who are available in-person who can provide peer support.

1. Participant Tracking and Confidentiality Requirements

1. At a minimum, ensure Participant data collection includes the U.S. Department of Housing and Urban Development (HUD) HMIS universal data elements, per the FY 2026 HMIS Data Dictionary.

2. With Participant permission, enter required Participant data into the Maine CoC HMIS, as data becomes available, per the Maine HMIS Data Quality Plan and Best Practices Guide.

3. Obtain and maintain insurance as outlined in the State of Maine IT-Service Contract, under Rider B-IT, Section 19. Insurance Requirements.

4. If the awarded Bidder electronically collects sensitive information (PII, PHI, and/or other confidential data) as part of the service delivery under the contract awarded under this RFP, the awarded Bidder must implement risk assessment and vulnerability scanning policies and procedures, at minimum to be equivalent to MaineIT policies for:

a. Rules of Behavior (PL-4);

b. Risk Assessment Policy & Procedures (RA-1); and

c. Vulnerability Scanning Procedure (RA-5).

5. 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.

6. Comply with all confidentiality requirements outlined in the State of Maine IT-Service Contract, under Rider B-IT, Section 30. Confidentiality.

7. The State will not consume any awarded Bidder’s applications, but the awarded Bidder will consume one/more State application(s).

8. Report Critical Incidents to the Department following Department Critical Incident policy, once the HSS program manual is finalized by the Department.

I. Performance Measures

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

0. Submit data to support the performance measures utilizing a link to be provided by the Department (to be provided upon contract execution) or via a third-party data source, as indicated within the performance measure data source column of Table 1.

0. Provide additional supportive documentation as indicated in Table 1, for Department validation of the summary data submitted in the Performance Measures Report as requested by the Department.

Table 1 Mandatory Performance Measures

Reporting from the first year of the contract will establish baselines for each Performance Measure.

Office Goal/Initiative: Ensure Participants avoid a return to homelessness.

Examples of non-time-limited stable housing include, but are not limited to: Section 8 Housing Choice Vouchers, and other types of affordable or subsidized housing; Assisted Living; living with family; home ownership; and long-term Residential Care Facility placement.

Office Goal/Initiative: Ensure Participants receive necessary benefits, services and supports.

J. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

i. Real staff work and time allocation spent during the month, including scheduled and ad-hoc time spent on-site, off-site, on outreach, and/or other appropriate HSS activities;

ii. Number of Participants choosing to receive and/or declining to participate in HSS, including dates of service enrollment or service exiting, as applicable;

iii. Number of Participants without a lease or move-in date and number of Tenants;

iv. Relevant participation and tenancy dates, including program entry date and lease signage date(s);

v. Any occurrence(s) that affects or has the potential to affect the Participant’s ability to maintain tenancy at an HSS Unit;

vi. Information regarding HQS or NSPIRE inspections/re-inspections, including number of inspections/re-inspections completed and number that passed or failed;

vii. Information regarding housing assistance recertifications, including number of recertifications completed and number of overdue recertifications;

viii. Any breaks in tenancy (e.g., eviction, hospitalization and incarceration);

ix. Any criminal charges received by Participants, including but not limited to charges that may result in police custody;

x. Number of initiated and successful linkages, facilitated by HSS staff, including Community Linkages and healthcare-related linkages;

xi. Number of Participants assessed as needing assistance with benefits applications (e.g., SNAP) and/or re-certification, including health insurance (e.g., MaineCare);

xii. Number of Participants enrolled in health insurance, delineated by insurer (e.g., MaineCare);

xiii. Number of Participants provided with direct assistance by HSS staff in completing any activity(/ies) associated with acquiring or maintaining income stability (e.g., SSA, child support, and employment assistance);

xiv. Number of Participants receiving MaineCare Chapter II, Sections 13, 17, 65, and 91;

xv. Number of on-site and off-site community-building social HSS events held, including percentage of on-site and off-site community-building social events that had at least one (1) Participant in attendance; and

xvi. Number of Participants with unpaid Tenant rent and/or unpaid utility bills.

i. A summary of achievements made during the last year;

ii. A summary of barriers and challenges identified during the last year, including efforts to mitigate them;

iii. A narrative describing operations and/or processes to be improved upon in the next year, including anticipated quality improvement and assurance actions; and

iv. A summary of all on-site HSS events held, including Participant input into scheduling and type of events.

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

Anticipated Critical Incident timelines will follow existing behavioral health Critical Incident reporting processes, mirroring the below timeline:

· Level I Critical Incident: Report within four (4) hours if within Monday-Friday, or if not, next day by 9:00 a.m.

· Level II Critical Incident: Report within twenty-four (24) hours if within, Monday-Friday, or if not, next day by 9:00 a.m.

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. Informational Meeting

The Department will sponsor an Informational Meeting concerning the RFP beginning at the date, time, and location shown on the RFP cover page. The purpose of the Informational Meeting is to answer and/or field questions, clarify for potential Bidders any aspect of the RFP requirements that may be necessary and provide supplemental information to assist potential Bidders in submitting responses to the RFP. Although attendance at the Informational Meeting is not mandatory, it is strongly encouraged that interested Bidders attend.

C. 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.

D. 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.

E. Notice of Intent to Bid

1. General Instructions: Bidders interested in submitting a proposal are required to submit a Notice of Intent to Bid.

a. Appendix H (Notice of Intent to Bid Form) must be submitted to the RFP Coordinator, via email, no later than the date and time published in VSS.

b. Bidders must submit a separate Notice of Intent for each location/service they intend to bid on.

c. Failure to submit the Notice of Intent to Bid Form by the deadline will automatically result in the Bidder’s proposal being disqualified from the evaluation process.

d. The Department assumes no liability for assuring accurate/complete/on-time e-mail transmission and receipt.

F. 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…