RFP 202603061 HIV Outreach and Testing_FINAL.docx

STATE OF MAINE

Department of Health and Human Services Maine Center for Disease Control and Prevention

RFP# 202603061

Clinical and Community HIV Outreach and Testing Services

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. 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 – QUALIFICATIONS and EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS 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

APPENDIX I – OUTREACH ACTIVITY LOG

APPENDIX J – QUARTERLY NARRATIVE REPORT

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202603061

Clinical and Community HIV Outreach and Testing Services

The State of Maine is seeking proposals for Clinical and Community HIV Outreach and Testing Services.

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

An Informational Meeting will be held on April 21, 2026, at 11:30 a.m, local time via Zoom at: https://mainestate.zoom.us/j/83640552293?pwd=psjX2GKs6AbRKn7U2dobDbJAbgv3Kk.1 using Meeting ID: 8364055 293 or by phone at +13052241968 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 22, 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:

Clinical Laboratory Improvement Amendments (CLIA or CLIA Waiver) Sets standards for laboratory testing.

· With someone who is living with HIV

· With someone who injects drugs

· With a man who has Sex with other men

· While using alcohol or other non-injection drugs

· In exchange for money, good, drugs, and/or survival With multiple partners (5+) or anonymous partner(s)

· Men who have Sex with other men (MSM)

· Females at Very High-Risk (FVHR)

· Transgender persons or gender non-conforming persons

· Pregnant people

· People who Inject Drugs (PWID)

· Named or un-named partners of People Living with HIV (PLWH)

· People who are unstably housed or unhoused New Mainers (people who recently moved to Maine from outside of the United States)

State of Maine Department of Health and Human Services Maine Center for Disease Control and Prevention

RFP# 202603061

Clinical and Community HIV Outreach and Testing Services

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking Clinical and Community Human Immunodeficiency Virus (HIV), Sexually Transmitted Infection (STI), and hepatitis C virus (HCV) Outreach and testing 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 Department’s Maine Center for Disease Control and Prevention (Maine CDC) provides the leadership, expertise, information and tools to assure conditions in which all Maine people can be healthy.

Maine CDC’s Infectious Disease Prevention Program provides services that support the improvement of the health and well-being of Maine residents living with and at risk for certain infectious diseases, such as HIV, STIs, and HCV. The Infectious Disease Prevention Program addresses gaps in care not met by other payers to support improved health outcomes, reduce health disparities, and reduce the risk of disease transmission.

Through this RFP, the Department expects comprehensive HIV, STI, and HCV prevention, testing, Treatment, education, and Referral services to be provided, as well as Pre-Exposure Prophylaxis (PrEP) Navigation services to individuals at highest risk for HIV disease transmission. In addition, the awarded Bidder will be required to provide Outreach and education to clinical providers and community groups to ensure knowledge of best practices for the testing, Treatment, and prevention of HIV, STIs and HCV. In 2025, all three (3) regions reported at least two (2) tests per one thousand (1000) residents. The Department expects to maintain, or exceed, at least two (2) tests per one thousand (1000) residents per year.

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. 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 multiple awards. Awards will be based on service type (Clinical and Community Services) and by Region as identified on Appendix H (Notice of Intent to Bid Form), as a result of this RFP process, specifically:

1. One (1) award for Clinical HIV Outreach and Testing Services in each of the three (3) Regions.

2. One (1) award for Community HIV Outreach and Testing Services in each of the three (3) Regions.

Bidders must indicate the Region and Service Type on Appendix A (Proposal Cover Page).

Bidders interested in providing Clinical and Community HIV Outreach and Testing Services for multiple Regions must submit a separate proposal for each Region and Service Type.

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.

HIV Outreach and Testing Services includes two (2) separate service types: 1) Clinical HIV Outreach and Testing Services and 2) Community HIV Outreach and Testing Services. Bidders must submit a separate proposal for each service type specific to the Region they intend to bid on, refer to Appendix A.

Clinical HIV Outreach and Testing Services

A. Clinical Services

1. Provide Treatment as a prevention to Human Immunodeficiency Virus (HIV) care and Treatment via Pre-Exposure Prophylaxis (PrEP) and Non-Occupational Post-Exposure Prophylaxis (nPEP) Services.

Community HIV Outreach and Testing Services.

A. Community Service

1. Provide coordination and distribution of Human Immunodeficiency Virus (HIV) Self-test kits, including:

a. Providing appropriate and high-quality pre-test information and demonstrations.

b. Developing a Referral and Linkage resource guide for confirmatory diagnosis, Treatment, prevention, and Support Services.

c. Providing Referral and Navigation to Sexually Transmitted Infection (STI) services in order to alleviate the health disparities among Priority Populations in the State.

2. Provide Pre-Exposure Prophylaxis (PrEP) and Non-Occupational Post-Exposure Prophylaxis (nPEP) Linkage and Navigation which promotes Treatment as a prevention to HIV care and Treatment.

a. Enter into a Memorandum of Understanding (MOU) with a facility that offers HIV/ Hepatitis C virus/hepatitis C (HCV) care and Treatment, PrEP or nPEP when it is not available through the awarded Bidder’s facility.

The requirements outlined below are required for both Clinical and Community HIV Outreach and Testing Services.

B. Outreach Services

1. Identify areas where Priority Populations can be best served with Outreach activities, which include, but are not limited to:

a. Comprehensive HIV, Sexually Transmitted Infection (STI), and viral hepatitis prevention education;

b. Harm reduction information;

c. Referrals for Prevention services such as PrEP;

d. Linkage to Care;

e. Hepatitis A and B vaccination;

f. Visiting clinical providers;

g. Education;

h. Distribution of safer Sex supplies;

i. Promotion of funded testing services;

j. Coordinating and implementing Outreach activities and events in collaboration with clinical and community-based testing sites;

k. Attending health fairs as exhibitors;

l. Educational Outreach; and

m. Street Outreach.

2. Develop educational and recruitment materials specific to the designated region and Priority Populations.

3. Organize and host two (2) HIV, STI, and viral hepatitis awareness and prevention events per year, with at least twenty-five (25) participants per event.

4. Provide additional Outreach activities, such as visiting clinical providers, educational presentations, or other relevant activities.

5. Record all Outreach activities in the Outreach Activity Log (Appendix I).

6. Offer Department approved incentives to Clients to encourage testing and attendance at education and/or community advisory meetings.

C. Linkage to and Retention in HIV Care

1. Provide Linkage to HIV care for individuals who are Newly Diagnosed with HIV or have fallen out of care with HIV Treatment services, within thirty (30) calendar days of test result.

D. Other Allowable Activities

1. Provide other allowable activities which may include HIV testing in coordination with SSPs, condom distribution, or similar activities.

E. HIV, STI, HCV Testing Services

1. Establish a Referral network to provide Clients with Navigation and/or access to Support Services, including:

a. STI Testing;

b. Confirmatory Testing;

c. HIV Treatment and Case Management;

d. PrEP;

e. nPEP;

f. SSP;

g. HCV Treatment;

h. MAT; and

i. Health Insurance Enrollment.

2. Provide targeted HIV, syphilis, and hepatitis C testing and Linkage to Care.

3. Provide PrEP Navigation and/or services or nPEP in order to alleviate the health disparities among Priority Populations in the State.

4. Provide confirmatory testing and Treatment for community-based sites in order to strengthen partnerships as Client access to comprehensive services is increased.

a. Enter into MOUs with community sites once services begin.

5. Provide comprehensive and culturally competent Sexual health Screening and Linkage to Care for HIV, syphilis and hepatitis C.

6. Ensure Pre-test Counseling includes the completion of a Behavioral Risk Assessment and obtaining Consent for testing.

7. Utilize Clinical Laboratory Improvement Amendments (CLIA)-waived Rapid Testing technology or conventional blood for HIV, syphilis, and hepatitis C tests.

a. Ensure Clients have the option to receive the initial rapid HIV and HCV tests as confidential or anonymous.

b. Enter into a MOU with a Maine CDC directly-funded clinical testing site or facility that utilizes the Department’s Health and Environmental Testing Laboratory if the awarded Bidder is not able to offer confirmatory testing in-house.

8. Community Testing, if at a location deemed to be safe and private for the duration of the testing and results.

a. Community settings may include Bidder’s location or community events (Such as, Pride).

9. Provide safer Sex supplies during testing encounters.

10. Enter HIV, syphilis and hepatitis C testing information into REDCap within fifteen (15) calendar days of the test being performed.

11. Offer all Positive Cases Post-test Counseling and Linkage to Medical Care within thirty (30) calendar days.

12. Report all Positive Cases to the Department in accordance with 10-144 C.M.R. Chapter 258.

a. Submit all required Client and test information via REDCap to ensure compliance with Disease Reporting requirements.

F. Reimbursement Requirements

1. Invoice the Department directly for Clients:

a. Who do not have MaineCare/Medicare or private health insurance; or

b. When a barrier to confidentiality is identified for Clients with MaineCare/Medicare or private insurance.

2. Ensure no Clients are denied services for inability to pay.

3. Ensure Clients who are Referred by the Department or identified, through Case investigation, as a named contact to an individual Diagnosed with HIV or an STI, are not charged a fee.

G. Technology, Data Collection, and Confidentiality Requirements

1. Ensure all computers and devices used to access REDCap and/or National Epidemiological Database Surveillance System (NEDSS) web-based reporting portals are equipped with current anti-virus software.

a. Ensure all staff complete sufficient training prior to accessing REDCap and/or NEDSS.

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. Implement risk assessment and vulnerability scanning policies and procedures for collecting sensitive information electronically (PII, PHI, and/or other confidential data) as part of the services provided as a result of the contract awarded under this RFP, at minimum to be equivalent to current MaineIT Policies & Standards for:

a. Risk Assessment Policy & Procedures;

b. Rules of Behavior Policy; and

c. Vulnerability Scanning Procedure.

4. Comply with all current 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.

5. Develop and implement policies relating to confidentiality and data security.

a. Ensure policies identify clear actions to be taken when the awarded Bidder’s staff breach confidentiality and data security.

6. The State will not consume (use) any awarded Bidder application, nor will the awarded Bidder consume (use) any State application.

H. General Requirements

1. Ensure Clients receive culturally, linguistically, and developmentally appropriate services which minimize physical, social, cultural, linguistic, and/or economic barriers to the Clients.

2. Participate, in-person or via conference call, in activities to develop the Integrated HIV Prevention and Care Plan at the Maine HIV/AIDS Advisory Board (MEHAAB) meetings, held no more than once per month and no less than once per quarter.

3. Participate in quarterly monitoring calls with the Department to address any technical assistance needs and to provide updates on project implementation.

4. Develop materials (i.e. publications, journal articles, etc.) for distribution.

a. Ensure all materials include an acknowledgment and disclaimer, as appropriate, representing the publication was supported by funds from the United States Centers for Disease Control and Prevention (U.S. CDC) and the contents are solely the responsibility of the awarded Bidder and does not represent official views.

b. Ensure all materials (written, audiovisual, pictorials, questionnaires, survey instruments, websites, educational curricula, and other relevant program materials) are reviewed and approved by the Department prior to utilization.

5. Establish written Referral relationships with defined key points of entry into care, including:

a. Emergency departments;

b. Behavioral health services including substance use and mental health programs;

c. Detox centers;

d. Detention facilities;

e. STI clinics;

f. Social services including homeless shelters, food banks, and housing assistance;

g. HIV counseling, testing, and Referral sites;

h. HIV Case management providers;

i. Health care points of entry;

j. Federally Qualified Health Centers;

k. Ryan White Part C grantees;

l. Hepatitis A and B vaccination;

m. Hepatitis C Confirmation Testing and access to care; and/or

n. Health benefits Navigation and health insurance or free care enrollment.

I. Quality Management

1. Participate in quality management activities with the Department, including but not limited to:

a. Testing data, quarterly;

b. On-site visits at the awarded Bidder’s location, made by the Department for service Referral checks; and

c. Review of temperature and device control log checks.

2. Participate (in person or via remote) in bi-annual (twice per year) or quarterly presentations, conducted by Maine CDC, to review Outreach and testing services.

3. Respond to the Departments’ request for data cleaning queries within ten (10) business days.

J. Staffing Requirements

1. Ensure all staff, personnel, or authorized subcontractors providing services are properly licensed and/or credentialed in compliance with all applicable State and federal laws, rules, and regulations.

2. Ensure non-clinical staff, who administer rapid HIV, HCV, and syphilis testing, complete a two (2) day Counseling, Testing, and Referral (CTR) Training and receive certification from the Maine CDC prior to performing testing, and receive annual refresher trainings to maintain certification.

3. Ensure clinical staff administering rapid HIV, HCV, and syphilis testing complete a one (1) day CTR Training annually and receive certification from the Maine CDC prior to performing testing.

K. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures specific to the HIV Outreach and Testing Services being proposed (Clinical or Community Services) as listed in Table 1.

0. Submit data to support the performance measures utilizing the Department’s Deliverable Performance Tracking Template (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.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Reduce the incidence of new HIV, STI, and hepatitis C infections among Priority Populations.

Performance Measures for both Clinical and Community Service

Performance Measures Specific to Clinical Services

Performance Measures Specific to Community

L. Reports

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

Table 2 – Required Reports

· Individuals tested for HIV, HCV, and syphilis, as appropriate

· Safer Sex supplies distributed

· Individuals tested for HIV

· Individuals tested for HCV

· Individuals Linked or Navigated to PrEP services.

· Individuals Linked or Navigated to nPEP services

· Individuals Referred to STI extragenital testing

· Individuals Referred to SSP

· Individuals Referred to HCV Treatment

· Individuals Referred to MAT

· Individuals Referred to health insurance enrollment

Specific to Clinical Services

· Individuals Linked to HIV Treatment

· Individuals Referred to HIV Case management

Specific to Community

· HIV Self-test kits distributed

· Individuals Referred or Navigated to STI extragenital testing

· Individuals Referred or Linked to HIV Treatment

· Individuals provided or Referred to HIV Case management

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

Table 3 – Required Reports Timelines

· Within forty-eight (48) hours for Positive Cases.

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 region 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 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 and Budget Narrative Excel or PDF format, and must include:

· Appendix G (Cost Proposal and Budget Narrative 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.

Bidder 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)

0. 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.

0. 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. Staffing – 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. Implementation - Work Plan 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 and Budget Narrative (File #4)

1. Cost Proposal and Budget Narrative Form Bidders must complete Appendix G (Cost Proposal and Budget Narrative 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:

1. 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.

1. 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.

b. Budget Narrative

1. Scoring Process: 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.

1. 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 30 points. Proposals with higher bids 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 30 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 procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal.

The remaining five (5) points allocated to the Budget Narrative (Appendix G) will be used to evaluate the responsiveness of the narrative material and supporting documentation for accuracy and reasonableness of the proposed cost (including, but not limited to, reviewing assumptions used in calculating the costs). The evaluation team will use a consensus approach to evaluate and score the budget narrative.

1. Negotiations

1. The Department reserves the right to…