RFP Capacity Building.docx

RFP for Master Contract Agreement for Capacity Building Massachusetts Probation Service Key RFP Information All Potential Bidders Must Read

COMMBUYS REGISTRATION

It is the responsibility of the prospective Bidder and awarded Contractor(s) to maintain an active registration in COMMBUYS (Commonwealth Procurement and Solicitation System) and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidders/awarded Contractor’s and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register, review the COMMBUYS Job Aide COMMBUYS Vendor Registration and/or go to www.COMMBUYS.com.

QUOTE SUBMISSION

The Bid requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size and file volume. Massachusetts Probation Services is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time-stamped by the COMMBUYS system clock which is considered the official time of record.

If a Bidder plans to submit a quote to this RFP, “No Bid” should not be checked anywhere in the submitted quote in COMMBUYS. This includes on the General Screen and the Items tab. Checking “No Bid” sends the quote to a different location in COMMBUYS than the rest of the quotes for that Bid and that Vendor runs the risk of the Department not receiving your response. The Department will not guarantee that a Bid received with a “No Bid” checked will be reviewed.

Section A: Introduction

A1: Procuring Entity This RFP is issued by Massachusetts Probation Services (MPS), which is under the superintendence of the Executive Office of the Trial Court, the central administrative office for the Trial Court Department of the Judicial Branch of the Commonwealth of Massachusetts.

This RFP is issued under laws, rules, procedures, and practices applicable to the Judicial Branch of the Commonwealth of Massachusetts. The Judicial Branch is not subject to 801 CMR 21.00 et seq., which governs the procurement process of the Executive Branch of the Massachusetts state government. Vendors responding to this RFP should not assume that Judicial Branch procurement practices correspond directly to the procurement practices of other branches, agencies, departments, or divisions of the Commonwealth of Massachusetts. Additional terms and conditions may be introduced at the Vendor selection and contract negotiation phases of this procurement process.

The mission of the MPS is to promote the prevention and reduction of crime and delinquency in the Commonwealth by enhancing public safety and victim restoration through a commitment to excellence in probation services. The MPS is at the center of the delivery of justice through myriad means, providing community supervision of offenders and litigants, diversion of appropriate defendants from institutional sentences, mediations, victim services, community service, and other interventions leading to safer communities and a reduction in crime.

MPS Mission - to increase community safety, support victims and survivors, and assist individuals and families in achieving long term positive change.

MPS’ Vision - Serve as a national leader in our delivery of high-quality services using evidence-based approaches to assist individuals and families, improve community safety and reduce recidivism.

MPS Goal - keep communities safe and to provide people on probation with the rehabilitative tools they need to live a productive and law-abiding life.

· The MPS employees are highly trained, compassionate professionals who use evidence-based approaches to assist individuals and families.

· Probation employees:

· Execute court orders, hold people accountable, and expertly use their discretion to determine an appropriate response to many high and low risk situations

· Lead clients to use pro-social behaviors, make better decisions, build healthy relationships, and manage conflict

· Are a consistent, positive influence, making a difference in people’s lives every day

· The Massachusetts Probation Service:

· Works closely with the Trial Court’s judges, clerks, registers, and external partners to make the best use of resources and technology to accomplish its core mission

· Uses proven best practices, its experiences and skills to accomplish its responsibilities for the court system and the communities it serves For more information, visit the MPS website at: https://www.mass.gov/orgs/massachusetts-probation-service

Section B: Procurement Overview B1: Procurement Description and Purpose The MPS seeks responses from organizations and individuals with community corrections and criminal justice expertise to provide Capacity Building services.

Capacity Building is defined as a process of improving an organization’s systems, structures, processes, and people to enhance its operations and services for increased success. The services provided in this RFP will be designated to support and refine the delivery of direct client services or indirect/ancillary services which complement and supplement client services. Eligible organizations awarded under this RFP are expected to provide capacity building services to the many facets of the MPS organization.

MPS is procuring vendors through this RFP as a Master Contract Agreement, a process that creates a qualified list of organizations approved to provide necessary services. Vendors who qualify and are added to the Master Contract Agreement are not guaranteed any work from MPS. As needed, MPS will engage vendors for specific services or projects, negotiating and executing a cost reimbursement engagement agreement that describes the specific project or services specifying compensation for the selected vendor. Fee for Service compensation will not be allowed. Engagements can be executed by MPS throughout the life of this contract.

All approved vendors on this contract will be notified through the COMMBUYS system of funding opportunities. It is the responsibility of the approved vendors to ensure their COMMBUYS account is kept current with accurate email and contact information.

Section C: Procurement Information

C1: Whether Single or Multiple Contractors Are Required for Contract(s)

Single Contractor

C2: Calendar Rule Type

This is a Rolling Enrollment Procurement. Proposals will be reviewed as they are received prior to the Bid Opening Date (see Procurement Calendar below – C4). Rolling Enrollment Procurements may be reopened at a time and for a duration determined by MPS for the purpose of accepting additional quotes from vendors who wish to be added as awarded vendors.

C3– Anticipated Duration of the Contract (Including Renewal Options)

a) Initial Term. The initial Term of any contract resulting from this procurement shall be twelve (12) months.

b) Renewal Options. Any contract resulting from this procurement may also have four (4) additional optional contract renewal periods of up to one (1) year each. The renewal option may be activated and would be exercised at the sole discretion of the OCP. The renewal option shall be activated by written correspondence sent by the OCP to the contracted vendor, informing the vendor that the OCP is exercising its option to renew the contract for the timeframe stated in the correspondence. As part of any possible renewal, the vendor agrees to complete and execute any additional documents necessary for the renewed agreement. The duration of the resulting contract is subject to available funding for each year of the contract.

C4: Acquisition Method:

Cost Reimbursement

Other

*Master Agreement Contracts created from this RFP will be considered rate contracts. As needed, MPS will engage vendors for specific services/projects and negotiate/execute cost reimbursement engagements. See Section F5 below for a more detailed description of the Engagement process.

C5: Anticipated Procurement Event Schedule*

*MPS reserves the right to amend or delay any of the dates and times reflected above and in this RFP if such a change is in the best interest of MPS and the Trial Court.

Multiple quote submissions by the same bidding entity are not allowed.

Section D: Performance and Contract Specifications

D1: Eligibility Applicants must be able to show that the Bidder possesses the ability to provide capacity building services. A separate Request for Quote may be posted on COMMBUYS once the Master Agreement is established with any MPS selected Vendor.

D2: Scope of Services Eligible entities awarded under this RFP are expected to be able to provide capacity building services to MPS. Examples of services designed to support and enhance the delivery of direct client services or indirect/ancillary services which enhance, compliment or supplement client services include but are not limited to:

· Technical assistance

· Training

· Coaching

· Community engagement

· Policy development

· Implementation and enforcement

· Systems integration and coordination

· Strategic planning

· Logistical support

· Needs assessment and planning

· Project management and grant administration

· Quantitative and qualitative analysis MPS is dedicated to promoting racial equity and eliminating inequality due to race and other factors related to social, economic, and environmental structures that adversely affect certain groups of people. MPS’ focus on racial equity incorporates cultural relevance and responsiveness, actively addresses structural and interpersonal racism, and stresses accountability for improving outcomes for all populations.

Culturally and Linguistically Appropriate Services (CLAS) can be used as an additional tool to help achieve racial equity. The National CLAS Standards incorporate several principles, including but not limited to (1) collecting and analyzing data to better understand structural root causes of racial inequalities; (2) building community partnerships to engage those who are most impacted in planning, implementing and evaluating programs; (3) fostering cultural competence to ensure staff understand and reflect the community served; and (4) ensuring language access services to increase the quality of services in all communities. For further guidance, visit: www.mass.gov/lists/making-clas-happen-six-areas-for-action

Section E – Communications Guidelines

E1: Designated Contact Any notice or communication required by this RFP is to be sent via email to Paul Bombara, Manager of Business Operations, the MPS Designated Contact for this procurement.

The Contact’s email address is:

paul.bombara@jud.state.ma.us E2: Correspondence Any correspondence, including Vendor Inquiries related to this RFP, shall be submitted through the bid Q&A Tool on COMMBUYS.

Other than the MPS Designated Contact, a prospective Vendor may not directly contact anyone involved in this procurement process to discuss this RFP. Doing so risks elimination of the prospective Vendor from further consideration.

A copy of the No Contact Policy is included in the Mandatory RFP Documents (Attachment #_ – No Contact Policy Acknowledgement) and must be signed by the Vendor and included in the Vendor’s Technical Proposal.

Violation of these conditions will be considered as sufficient cause to reject a Vendor’s proposal and/or selection irrespective of any other considerations.

Should the need arise, the MPS may contact Vendors for clarification pertaining to that particular Vendor’s proposal at any time during the solicitation process.

E3: Vendor Questions Vendors may submit questions concerning the RFP to the Bid Q&A Tool via COMMBUYS no later than the dates and times specified in Figure C4: Anticipated Procurement Event Schedule. Vendors are advised the MPS (1) restricts submission of questions solely to the bid Q&A Tool and (2) requires all responses to be submitted via the online submission tool available to active COMMBUYS account holders only. No telephone or in-person inquiries will be accepted.

The MPS will review and consolidate Vendor questions received by the deadline for submission and will provide answers for those questions deemed appropriate. Submission of questions does not guarantee a response to that question. The MPS reserves the right to provide consolidated responses to similar questions. Only properly submitted inquiries (submitted by the deadline listed on COMMBUYS) will be addressed. The Answer to Vendor Questions will be made available electronically via COMMBUYS to all Vendors.

Vendor questions on any portion of the RFP should not include proposed or actual cost data. The inclusion of any proposed or actual costs in any inquiry may result in the Vendor’s disqualification.

E4: COMMBUYS

The Commonwealth’s sole online procurement record site is “COMMBUYS” at http://www.commbuys.com. All communications, clarifications, notifications, addenda or other documents or information related to this solicitation are made through the COMMBUYS website.

The MPS, as a courtesy, may notify Vendors directly of clarifications, notifications, addenda or other documents or information related to this solicitation; however, the official publication source for any information provided is the COMMBUYS website. For this reason, Vendors should access the COMMBUYS website frequently for official communications related to this solicitation from the MPS.

Access to the COMMBUYS website is free and Vendors need to enroll and register per the instructions on the website: http://www.commbuys.com.

Section F: Contract Obligations F1: Supplier Diversity Program The Supplier Diversity Program (SDP) encourages the award of state contracts in a way that strengthens and increases business opportunities for Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Service-Disabled Veteran Business Enterprises (SDVOBEs), Veteran Business Enterprises (VBEs), Lesbian, Gay, Bisexual, and Transgender Business Enterprises (LGBTBEs); and Disability-Owned Business Enterprises (DOBEs).

The Commonwealth’s SDP promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (SDP Partners) certified or recognized by the Supplier Diversity Office (SDO). All Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

All Bidders responding to this solicitation are required to make a meaningful financial commitment (SDP Commitment) to partnering with one or SDO-certified or recognized diverse business enterprise or non-profit organization. After the contract award (if any), the total SDP Commitment shall become a contractual requirement to be met annually each Massachusetts fiscal year – July 1 through June 30 – for the duration of the contract. The minimum total SDP Commitment acceptable in responses to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments. No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Bidders and Contractors may engage SDP Partners in the following two ways:

· Subcontracting, defined as a partnership in which the SDP Partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP Partner provides products or services that are not directly related to the Contractor’s obligation with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFP applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

All Bidders must complete the SDP Plan Form found in the Attachment section of this procurement and upload it with the completed Bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet this SDP Commitment. Certified diverse Bidders may not list their own companies, or their subsidiaries and affiliates, a SDP Partners and may not meet their SDP Commitment by spending funds internally or within their own subsidiaries or affiliates.

Contractors seeking assistance in the development of their SDP Plans or in the identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Helpdesk at sdp@mass.gov. Additional SDP RFP requirements and instructions can be found in the attachments for the RFP.

F2: Mandatory RFP Documents Vendors must submit fully executed originals of the following documents and forms with its Technical Response for the submission to be considered in compliance with this RFP.

· Commonwealth Terms and Conditions (T&C) Form

· Vendor Acceptance Form

· No Contact Policy Acknowledgement

· Prompt Pay Discount Form

· Supplier Diversity Program Form All of the forms detailed above are attached to this RFP in the corresponding Appendix, Mandatory RFP Documents. The Commonwealth Terms and Conditions Form is also available through the Commonwealth of Massachusetts Executive Branch’s Operational Services Division (OSD) website, www.mass.gov/osd - OSD Forms Tab.

Though all responses and Mandatory FRP Documents are being submitted electronically via COMMBUYS, MPS will request an original wet-ink signature hard copy of the T&C form during the finalization of the Master Agreement Contract phase with selected Bidders.

F3: Sample Mandatory Contract Documents The selected Bidders will be required to execute and submit the following documents, samples of which are attached to this RFP in the corresponding Appendix, Sample Mandatory Contract Documents.

· Commonwealth of Massachusetts Standard Contract Form (and all related attachments, addenda & exhibits)

· Electronic Funds Transfer (EFT) Sign Up Form

· Verification of Taxation Reporting Information (W-9)/Massachusetts Substitute W-9 Form

· Contractor Authorized Signatory Listing These Sample Mandatory Contract Documents are provided only for review and reference and are NOT to be completed and submitted as part of the RFP solicitation process.

F4: Performance Requirements and Contract Monitoring MPS is endeavoring to deliver the best value to facilitate our needs and measure the contractor’s performance to ensure the contract is following what has been requested and what the contractor has offered. The following performance areas will be subject to measurement:

1. Timely delivery of and quality of deliverables including services, reports, billing, etc.

2. Adequate performance on engaged targets and benchmarks.

3. Accurate and appropriate application of MPS policies and procedures, as well as completeness in documentation for engaged services.

4. Availability for meetings with MPS staff throughout the life of the contract to discuss planning, progress updates, or emerging issues.

MPS shall negotiate with contractors any requirement not set forth in this RFP.

F5: Rate, Engagement Process and Contract Invoicing Rate:

As part of the application process, Bidders will be asked to provide their organization’s maximum rate of compensation to provide services through this RFP. This rate is for the highest paid professional likely to be involved with projects under this contract and will constitute the maximum staffing rate for your budgets over the initial duration of the contract. The rate should include all fringe benefits and agency overhead. At the time of contract renewal, vendors will have the opportunity to amend this rate.

Engagement Process:

Engagements will use a cost reimbursement compensation structure and utilizes Unit Rate Based compensation. The compensation structure will be reflected in engagement forms that define the scope and cost of projects.

The following information may be required on the engagement forms that define the scope and cost of projects.

The following information may be required on the engagement forms:

· Scope and maximum obligation of the project

· Any terms and conditions required by the funding source

· Specific deliverables

· A project timeline with milestones

· All subcontracts must be preapproved by MPS and must be documented in the engagement agreement.

· If applicable, a signed Confidentiality or Business Associate Agreement will be required.

· A budget narrative and a line-item cost reimbursement UFR budget which itemizes all compensation including:

· Personnel

· Supplies

· Other program support, occupancy, and agency overhead

· Travel expenses and all other expenses (if needed). In no case will the amount of the travel reimbursement expense exceed those of the agency or the IRS/GSA rate.

· Commuting expenses will not be reimbursed.

Invoicing:

Payment through Electronic Funds Transfer (EFT) is required for any contract awarded through this solicitation. If awarded, Bidders not already enrolled will be required to enroll for EFT as a contract requirement by completing the Authorization for Electronic Funds Transfer Form. Additional information will be sent at the time of contract.

Section G: RFP Evaluation G1: Introduction This section provides a description of the evaluation process and evaluation criteria that will be used to evaluate the proposals. To be deemed responsive, a Vendor’s response must provide appropriate detail to demonstrate satisfaction of each criterion and compliance with the provisions outlined in this RFP. A Vendor’s failure to submit the information requested may result in the elimination of the proposal from further evaluation.

G2: Evaluation Committee An Evaluation Committee of Probation staff members will be established to review all qualifying Vendor responses. The Evaluation Committee will be involved in each phase of evaluation as detailed in the RFP and will present its findings to the RFP Manager. The Evaluation Committee will be restricted from contact with any Vendor outside of the parameters defined in the No Contact Policy from the release date of this RFP through the end of the RFP process.

The Evaluation Committee will favorably weigh vendor proposals that address requirements and tasks succinctly and completely in a direct, coherent, and clear fashion.

The Evaluation Committee may determine that simple, one-word answers such as “agree”, “understood”, or “acknowledged” do not provide an adequate answer. In the event that the Evaluation Committee accepts such an answer to a requirement, the vendor agrees by such answer to accept, without qualification, the OCP’s interpretation of the requirement as defined by MPS.

G3: Evaluation Criteria All proposals will be scored on the following criteria:

1. Expertise in claimed area of specialization. (45%)

2. Experience providing capacity building services. (45%)

3. Supplier Diversity Program. (10%) G4: Review and Evaluation Process The evaluation process has been developed to ensure an impartial evaluation of all responses to this RFP. It encompasses the following major steps:

1. Review of Receipt of Final Responses by Deadline

2. Mandatory Documentation Compliance Review

3. Evaluation of Technical Responses

4. Pricing Proposal Review

5. Review of Experience Please note that at any time during the selection process, MPS may request any responding vendor to provide explicit written clarification of any part of its proposal.

The quality of the response to each question in the narrative is evaluated by the Evaluation Committee, who score each question according to criteria related to that question. Reviewers are instructed to evaluate each question for content, comprehensiveness, and clarity of each answer.

· SDP Form A key component of the technical review will be the evaluation of the Supplier Diversity Program form. To encourage substantial Bidder supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points shall be allocated to the evaluation of the SDP Plan submissions.

Section H: Instructions for Submission of Responses H1: Bidder Response Requirements See the Application Response Form available in the Appendix section of the RFP and on COMMBUYS. The completed application must be uploaded as part of the necessary documents referenced in this RFP for quote submission. Solely one quote may be submitted by each Bidder.

H2: COMMBUYS Submission Instructions All responses are to be submitted electronically using the online submission tools available to Bidders registered in COMMBUYS. There is no charge to register in COMMBUYS. To register, go to www.commbuys.com and click on the “Register” link on the front page. The COMMBUYS Vendor Registration Job Aide is also available for potential Bidders on the COMMBUYS site.

All quotes must be received by MPS prior to the date and time (Eastern Standard Time) specified in the COMMBUYS RFP listing.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments such as internet traffic and connection speed, file size, and file volume. MPS is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computer and network failure, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system which is considered the official time of record.

Bidders are encouraged to upload attachments well in advance of the Bid Submission Date. This potentially reduces disqualified submissions that can occur if an upload is not fully completed or if an attachment was errantly omitted. Prior to the Bid Opening Date listed in this RFP, documents can be deleted and revised versions can be uploaded. If a Bidder wishes to revise or delete a quote after submission, this may occur prior to the Bid Opening Date. Please review the Withdraw, Reopen, and Resubmit a Quote in COMMBUYS Job Aide for additional instructions.

If planning to submit a quote to this RFP, “No Bid” should not be checked anywhere within the Bidder submission to COMMBUYS. This includes on the General Screen and the Items tab. Checking “No Bid” sends your quote to a different location in COMMBUYS than the rest of the quotes for that Bid and runs the risk of MPS not receiving the submitted quote. Any quote submitted with the “No Bid” designation may not be reviewed.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. This endorsement attests that the Bidder or agent of the Bidder possesses authority to sign on the Bidder’s behalf and that the signatory has read and assented to all enclosed terms.

File Format and Naming Conventions Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 8 ½” x 11” paper. Unless otherwise specified, Attachments must be uploaded individually and cannot be combined in a zip file.

MPS requires that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder and the RFP number.

File Size Limits COMMBUYS will not accept files that approach or exceed 10 MB. If a large file fails to upload, the Bidder must submit the file contents in multiple files.

Section J: Other Requirements Pertaining to this RFP J1: Acceptable Forms of Signature For all 1) Currency Transaction Report (CTR) forms, including the Standard Contract Forms, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e., contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways:

1) Traditional “wet signature” (ink on paper)

2) Electronic signature that is either hand drawn using a mouse or finger from a touch screen device or an uploaded picture of the signatory’s hand drawn signature

3) Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSIgn.

If using an electronic signature, the signature must be visible, including the signatory’s name and title, and must be accompanied by the signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script or an electronic symbol, are not acceptable forms of electronic signature.

J2: Public Records All information, documents, and attachments submitted as a response to this RFP are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s.10, and to c. 4, s. 7, ss. 26. Bidders must be aware that checking the “Confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

J3: Background Checks All staff members and subcontractors of the Vendors assigned to work on the resulting contract with MPS may be required to successfully complete various criminal background checks required to access and work with various data bases, and to sign a Confidentiality Statement prior to beginning work on a project regardless of the individual’s work location.

J4: Vendor Activation Requirements Awarded vendors must be active in the Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered, a Vendor will be issued a Vendor Code number, also known as a “VC” number. The VC number is used for all contracts that a Vendor has with state agencies. An organization with existing state contracts or a Vendor who has had state contracts with any state agency in the past has been registered in MMARS and does not need to resubmit paperwork again unless existing information in MMARS requires updating. Upon notification of a contract award to this RFP, awarded Vendors not already registered in MMARS will be sent the required paperwork to be completed before a contract will be awarded which includes a W-9 form, Electronic Funds Transfer (EFT), and Contractor Authorized Signatory Listing.