RFP Family Peer Support and Navigation Services.Final.21-18369.pdf

STATE OF MARYLAND

DEPARTMENT OF HEALTH/

BEHAVIORAL HEALTH ADMINISTRATION

(MDH/BHA)

REQUEST FOR PROPOSALS (RFP)

FAMILY PEER SUPPORT AND NAVIGATION

SERVICES

RFP NUMBER: 21-18369

ISSUE DATE: FEBRUARY 11, 2020

NOTICE

A Prospective Offeror that has received this document from a source other than eMarylandMarketplace

(eMMA) https://procurement.maryland.gov should register on eMMA. See Section 4.2.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Family Peer Support and Navigation Services

Solicitation #: 21-183699

RFP Document

RFP for Maryland Department of Health/Behavioral Health Administration Page ii of 100

VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key

Information Summary Sheet below for contact information).

Title: Family Peer Support and Navigation Services

Solicitation No: 21-183699

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

Other commitments preclude our participation at this time

The subject of the solicitation is not something we ordinarily provide

We are inexperienced in the work/commodities required

Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

The scope of work is beyond our present capacity

Doing business with the State is simply too complicated. (Explain in REMARKS section)

We cannot be competitive. (Explain in REMARKS section)

Time allotted for completion of the Proposal is insufficient

Start-up time is insufficient

Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

Proposal requirements (other than specifications) are unreasonable or too risky (Explain in

REMARKS section)

MBE or VSBE requirements (Explain in REMARKS section)

Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

Payment schedule too slow

Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

RFP for Maryland Department of Health/Behavioral Health Administration Page iii of 100

STATE OF MARYLAND

DEPARTMENT OF HEALTH/

BEHAVIORAL HEALTH ADMINISTRATION (MDH/BHA)

KEY INFORMATION SUMMARY SHEET

Request for Proposals Services - Family Peer Support & Navigation Services

Solicitation Number: 21-18369

RFP Issue Date: February 11, 2020

RFP Issuing Office: Maryland Department of Health/Behavioral Health Administration

(MDH/BHA)

Procurement Officer: Dana Dembrow

Procurement Officer

Maryland Department of Health

Office of Procurement and Support Services

201 West Preston St., Rm. 416A

Baltimore, MD 21201

Phone: (410) 767-0974 Fax: (410) 333-5958 e-mail: dana.dembrow1@maryland.gov

Contract Monitor: Laura Burns-Heffner

Behavioral Health Administration

55 Wade Avenue, Catonsville, Maryland 21228

Laura.burns-heffner@maryland.gov

Proposals are to be sent to: MDH/Office of Procurement and Support Services

201 West Preston Street, Room 416A

Baltimore, MD 21201

Attention: Afua Tisdale

Pre-Proposal Conference: February 25, 2019 at 10:00 AM Local Time

Spring Grove Hospital Center

55 Wade Avenue, Catonsville, MD 21228

Dix Bldg, Lower Level Conference RM

See Attachment A for directions and instructions.

Questions Due Date and Time March 10, 2020 at 10:00 AM Local Time

Proposal Due (Closing) Date and Time:

March 30, 2020 @ 2:00 PM Local Time

Offerors are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page ii).

MBE Subcontracting Goal: 2%

VSBE Subcontracting Goal: 2% mailto:dana.dembrow1@maryland.gov

RFP for Maryland Department of Health/Behavioral Health Administration Page iv of 100

Contract Type: Firm Fixed Price

Contract Duration: Three (3) year base period with two (2) one-year option periods.

Primary Place of

Performance:

As proposed by Offeror

SBR Designation: No

Federal Funding: No

RFP for Maryland Department of Health/Behavioral Health Administration Page v of 100

TABLE OF CONTENTS – RFP

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Responsibilities and Tasks

2.4 Deliverables

2.4.2 Deliverable Acceptance

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Disaster Recovery and Data

3.6 Insurance Requirements

3.7. Security Requirements

3.8 Problem Escalation Procedure

3.9 SOC 2 Type 2 Audit Report

3.10 Experience and Personnel

3.11 Substitution of Personnel

3.12 Minority Business Enterprise (MBE) Reports

3.13 Veteran Small Business Enterprise (VSBE) Reports

3.14 Work Orders

3.15 No-Cost Extensions

4 Procurement Instructions

4.1 Pre-Proposal Conference

4.2 eMaryland Marketplace (eMM)

4.3 Questions

4.4 Procurement Method

4.5 Proposal Due (Closing) Date and Time

4.6 Multiple or Alternate Proposals

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4.7 Economy of Preparation

4.8 Public Information Act Notice

4.9 Award Basis

4.10 Oral Presentation

4.11 Duration of Proposal

4.12 Revisions to the RFP

4.13 Cancellations

4.14 Incurred Expenses

4.15 Protest/Disputes

4.16 Offeror Responsibilities

4.17 Acceptance of Terms and Conditions

4.18 Proposal Affidavit

4.19 Contract Affidavit

4.20 Compliance with Laws/Arrearages

4.21 Verification of Registration and Tax Payment

4.22 False Statements

4.23 Payments by Electronic Funds Transfer

4.24 Prompt Payment Policy

4.25 Electronic Procurements Authorized

4.26 MBE Participation Goal

4.27 VSBE Goal

4.28 Living Wage Requirements

4.29 Federal Funding Acknowledgement

4.31 Non-Disclosure Agreement

4.32 HIPAA - Business Associate Agreement

4.33 Nonvisual Access

4.34 Mercury and Products That Contain Mercury

4.35 Location of the Performance of Services Disclosure

4.36 Department of Human Services (DHS) Hiring Agreement

4.37 Small Business Reserve (SBR) Procurement

4.38 Maryland Healthy Working Families Act Requirements

5 Proposal Format

5.1 Two Part Submission

5.2 Proposal Delivery and Packaging

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5.3 Volume I - Technical Proposal

5.4 Volume II – Financial Proposal

6 Evaluation and Selection Process

6.1 Evaluation Committee

6.2 Technical Proposal Evaluation Criteria

6.3 Financial Proposal Evaluation Criteria

6.4 Reciprocal Preference

6.5 Selection Procedures

6.6 Documents Required upon Notice of Recommendation for Contract Award

7 RFP Attachments & Appendices

Attachment A. Pre-Proposal Conference Response Form

Attachment B. Financial Proposal Instructions & Form

Attachment C. Proposal Affidavit

Attachment D. Minority Business Enterprise (MBE) Forms

Attachment E. Veteran-Owned Small Business Enterprise (VSBE) Forms

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment G. Federal Funds Attachments

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment I. Non-Disclosure Agreement (Contractor)

Attachment J. HIPAA Business Associate Agreement

Attachment K. Mercury Affidavit

Attachment L. Location of the Performance of Services Disclosure

Attachment M. Contract

Attachment N. Contract Affidavit

Attachment O. DHS Hiring Agreement

Appendix 1. – Abbreviations and Definitions

Appendix 2. Offeror Information Sheet

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1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

There are no Offeror Minimum Qualifications for this procurement.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

RFP for Maryland Department of Health/Behavioral Health Administration Page 2 of 100

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Maryland Department of Health, Behavioral Health Administration (MDH/BHA or the

“Administration”) is issuing the Request for Proposals (RFP) in order to implement and provide a statewide system of Family Peer Support and Navigation Services to families with children, adolescents, young adults, and loved ones with a mental health, substance use, problem gambling, and/or co-occurring disorder.

2.1.2 Specifically, the Contractor will provide: 1) Family Peer Support and Navigation services for families with loved ones experiencing mental health, substance use, problem gambling and/or co-occurring disorders; and 2) a Good Samaritan Ambassador Project using trained Family Peer

Support and Navigation Specialists.

2.1.3 It is the State’s intention to obtain goods and services, as specified in this RFP, from a Contract between the selected Offeror and the State.

2.1.4 The MDH/BHA intends to make a single award as result of this RFP. See RFP Section 4.9

Award Basis for more Contract award information.

2.1.5 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Offeror

(the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.2 Background and Purpose

2.2.1 The BHA’s vision is “Improved health, wellness and quality of life for individuals across the lifespan through a seamless and integrated behavioral health system of care.” Its mission states that “BHA will, through publicly-funded services and supports, promote recovery, resiliency, health and wellness for individuals who have, or are at risk for, emotional, substance-related, addictive, and/or psychiatric disorders to improve their ability to function effectively in their communities.” The types of services offered within the fee for service system include outpatient mental health and substance use services, intensive outpatient substance use services, partial hospitalization, lab services, health homes, care coordination, respite care, targeted case management, specialty 1915(i) intensive services, specialized transitional aged youth services, recovery housing and supports, residential treatment, withdrawal management, medication assisted treatment, psychiatric and residential rehabilitation services, mobile treatment, assertive community treatment, crisis services, a range of evidence-based practices, and other specialized programs. In addition to its community services, BHA also operates five State psychiatric hospitals and two residential treatment facilities for youth. Other non-fee for service functions include responsibility for health promotion and prevention activities such as primary substance use disorder (SUD), overdose and suicide prevention, early intervention and wellness services, problem gambling, and tobacco smoking cessation.

2.2.2 Family Peer Support and Navigation is the non-clinical practice for providing emotional assistance and practical guidance to another person experiencing distress and/or lack of information regarding a family member or loved one with a mental health, substance use, problem gambling disorder and/or co-occurring disorder. Family Peer Support has been a part of the mental health service system for children and adolescents for approximately 25 years. More recently, the importance of family peer support and navigation services for young adults with mental health issues has been recognized. Specialized approaches have been developed to take

RFP for Maryland Department of Health/Behavioral Health Administration Page 3 of 100 into account the different circumstances that come to bear when a youth attains the age of majority and enters the adult service system. Over the past several years, the value of Family

Peer Support and Navigation Services has been embraced within the substance use and problem gambling service systems as well.

2.2.3 Family Peer Support and Navigation Services are proven and effective components in the overall approach to serving families who have children, youth and young adults, or loved ones with a mental health, substance use, problem gambling, and/or co-occurring disorder. Therefore, BHA is interested in consolidating any prior Family Peer Support and Navigation Service programs, along with a Good Samaritan Ambassador Program into one statewide system of service.

2.2.4 BHA currently funds programs for Family Peer Support and Navigation Services for families with children and adolescents with mental health disorders; and for families with young adults, or loved ones with substance use, problem gambling, and/or co-occurring disorders. Family Peer

Support and Navigation Specialists in these programs have Lived Experience with family members affected by these disorders, and provide peer to peer support and information on how to access or “navigate” the system of care.

2.2.5 BHA also contracts for a Good Samaritan Ambassador Project to educate the public about the

Maryland Good Samaritan Law and its intent. The Good Samaritan Ambassador Project consists of a cadre of trained Family Peer Support and Navigation Specialists who also serve as Good

Samaritan Ambassadors that go out into the community and educate the public about the Good

Samaritan Law. Maryland Code Annotated, Criminal Procedure Article, § 1-210 (Good

Samaritan Law) provides immunity to any person who seeks, provides, or assists in seeking medical assistance for someone else or themselves, as the result of ingesting a criminal substance, either by alcohol consumption by a minor or the ingestion of an illegal substance. The law protects a person from arrest, charge or prosecution from six misdemeanors in the Criminal Law

Article: § 5-601: Possessing or Administering CDS; § 5-619: Drug Paraphernalia; § 5-620:

Controlled Paraphernalia; § 10-114: Underage Possession of Alcohol; § 10-116: Obtaining

Alcohol for Underage Consumption; § 10-117: Furnishing for or allowing underage consumption of alcohol. The purpose of the law is to encourage any person that is experiencing or observing a medical emergency to seek help without fear of arrest or prosecution. This project includes a strategic planning process with BHA, and all information disseminated about the Good Samaritan

Law is pre-approved by BHA. These pre-approved print and verbal messages, called

“messaging”, consist of printed and verbal information provided in a consistent manner through in-person meetings, forums, town hall discussions, etc. The Ambassadors delivering this messaging are required to be family members/loved ones and/or advocates who have Lived

Experience with someone who has a substance use disorder, or co-occurring disorder, or someone who engages in underage drinking.

2.3 Responsibilities and Tasks

2.3.1 Family Peer Support and Navigation Service Program

The Contractor shall:

RFP for Maryland Department of Health/Behavioral Health Administration Page 4 of 100

2.3.1.1 Establish and promote mechanisms for families to request peer support and navigation services to include at a minimum, one dedicated telephone line and email address.

2.3.1.2 Provide telephone, electronic, and in-person education and support to family members and their loved ones of an individual with a mental health, substance use, problem gambling, and/or co-occurring disorder to improve their ability to navigate and utilize the social, legal, educational and health care systems.

2.3.1.3 Connect family members and their loved ones with a mental health, substance use, problem gambling, and/or co-occurring disorder to appropriate accredited treatment and/or associated support services in the community in order to improve quality of life, prevent relapse, and sustain recovery.

2.3.1.4 Provide family members and their loved ones with resource materials regarding: local mental health, substance use, problem gambling, and/or co-occurring disorders; Maryland-specific information on how to access screening and referral for treatment; national resources;

recovery support meetings; educational and support group for families; therapeutic and/or pro-social recreation; volunteer training opportunities; and other services designed to meet the needs of loved ones and the person in recovery.

2.3.1.5 Provide role modeling and advocacy for those coping with a loved one’s mental health, substance use, gambling, and/or co-occurring disorder.

2.3.1.6 Provide and document education and support to family members impacted by or identify a need for assistance in caring for someone with a mental health, substance use, problem gambling and/or co-occurring disorder. Provide and document statewide outreach and distribution of information to community based groups, organizations, social and somatic care agencies about the Family Peer Support and Navigation Services program; Assist in the development of policies and procedures for receiving and following up with referrals from the

Center of Excellence on Problem Gambling (CEPG)’s Helpline Line, and update, quarterly and/or other policy and procedures as needed.

2.3.1.7 Be available to assist in providing Family Peer Support and Navigation Services information during Statewide or regional trainings, such as the BHA Annual Conference or as scheduled by the staff of the MD Center of Excellence on Problem Gambling.

2.3.1.8 Assist in the development of materials for print and media public awareness initiatives to ensure inclusion of mental health, substance use, problem gambling, and/or co-occurring disorder signs, symptoms, and referral for assistance.

2.3.1.9 Offer monthly groups to support families in building the necessary skills and identifying resources to better respond to and address the needs of youth or young adult family members with mental health, substance use and/or problem gambling disorders to:

A. Strengthen the relationship between the family member and the youth person they are caring for;

B. Understand the role of family in the recovery process; and

C. Share information, resources, and fellowship.

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2.3.1.10 As a part of the above requirements, provide a plan to deliver education and support to approximately 1,500 families statewide in year one, with an increase to approximately 2,000 families in subsequent years across three contact levels:

A. Level 1 (brief contact) is a one-time contact with a family or loved one that does not require any follow-up assistance and may or may not provide their contact information. Approximately 35-40% of families requesting service will fall into this category.

B. Level 2 contact is a family or loved one that requires up to four hours a month of one-to-one support. Approximately 40% of families requesting service will fall into this category.

Level 3 contact is a family or loved one that requires more than 4 hours of one-to-one support monthly. Approximately 20-25% of families requesting service will fall into this category.

2.3.1.11 Provide and implement Family Peer Support and Navigation Services training for Family Peer

Support and Navigation Specialists. Training curricula must include content focused on mental health, substance use, Good Samaritan Law, problem gambling, and co-occurring disorders.

2.3.1.12 Develop and implement an outreach program to increase the numbers of families served in the problem gambling area, or any of the subject areas or jurisdictions that are not proportionately represented.

2.3.1.13 Develop and distribute outreach materials that can be used to train stakeholders and educate the community-at-large about the Family Peer Support and Navigation Service program and the

Good Samaritan Law. A maximum of 10% of the total budget can be spent on development and printing of these materials in year 1 unless BHA gives special approval for higher spending. In subsequent years, a maximum of 3% may be used for this purpose. Outreach materials must be approved by BHA Contract Monitor during the development process, with final approval prior to printing and distribution of any materials.

2.3.1.14 Develop and implement Family Peer Support and Navigation Services Program policies and procedures within 30 days of award. Program policies must be submitted to BHA Contract

Monitor for approval.

2.3.1.15 Conduct and provide results of an annual written family satisfaction survey in a format approved by BHA Contract Monitor.

2.3.1.16 Annually update information on national resources and issues in the provision of

Family Peer Support and Navigation Services.

2.3.1.17 Establish a procedure and mechanism for receiving calls transferred from the Center of

Excellence on Problem Gambling’s Help Line, in collaboration with and approval of the Center of Excellence on Problem Gambling.

2.3.1.18 Establish and document monthly meetings at a location mutually agreeable to the Contractor and with designated staff of the Contractor and the Center of Excellence on Problem Gambling to address any issues, barriers, or concerns with the referral process for family members. The

Contractor will initiate the first of these monthly meetings within 60 days of award.

2.3.1.19 Establish a procedure and mechanism for receiving calls transferred from State Crisis Hotline

Program during business hours, and a call back system for any calls received after hours, in collaboration with State Crisis Hotline Program and BHA.

2.3.1.20 Participate in calls or in-person meeting with the BHA Contract Monitor and associated staffs for the State Crisis Hotline program in order to review call transfer procedures and mechanisms, written materials, progress, and troubleshoot any problem areas as needed or as directed by the BHA Contract Monitor.

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2.3.2 Good Samaritan Ambassador Project

2.3.2.1 Develop and implement a Good Samaritan Ambassador Project plan involving the use of Family

Peer Support and Navigation Specialists to provide outreach, education, and BHA pre-approved messaging on the Good Samaritan Law. The project plan must include provision of materials and education in all 24 jurisdictions in Maryland to reach a minimum of 16,000 persons.

2.3.2.2 Contractor must:

A. Develop Good Samaritan Ambassador program policies and procedures within 30 days of award for BHA approval.

B. Maintain current knowledge of updates in local or statewide regulations related to the Good

Samaritan Law.

C. Coordinate with BHA within 30 days of award to create BHA approved messaging for

Ambassadors that include the creation of script/talking points to be used by the Ambassadors when talking with individuals and groups. Contractor is not permitted to use messaging or materials that are not approved by BHA.

D. Provide presentations containing approved messaging to a minimum of 125 specific audiences statewide, covering all jurisdictions. These audiences could include support groups, community and faith-based leaders, local law enforcement, judges and courts, etc.

E. Collaborate with BHA within 30 days of award and throughout campaign as needed to create, print, and circulate any other needed resource materials.

F. Ensure that Ambassadors provide their contact information to those with whom they engage and document further 1-1 contact with individuals regarding Good Samaritan Law information.

G. Maintain responsibility for the printing and distribution of all materials developed within the planning process and during subsequent Contract years unless otherwise specified by BHA.

All developed materials must be approved by BHA

2.3.2.3 Funding for the Good Samaritan Ambassador program shall not exceed 5% of total budget unless otherwise authorized by BHA.

2.3.3 Contract Monitoring and Audits

The Department may periodically review a sampling of family peer support cases.

The Contractor shall:

1) Cooperate with the Department in the performance of any Contract Monitoring functions. The

Contract Monitor may request the Family Peer Support Specialist and/or the Contractor’s

Director to be present during the designated Contract Monitoring session.

2) Cooperate with the Department for announced or unannounced Contract Monitoring visits as deemed appropriate by the Department.

Permit the Contract Monitor or designee access to any or all materials determined to be needed to monitor conditions of the contract, including, but not limited to case files, or other fiscal, personnel, or sub-contractor records. The Department may also monitor meetings, conferences, trainings, etc. as deemed appropriate by the Department.

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2.4 Deliverables

The Contractor must provide monthly progress reports, including but not limited to data and progress toward associated outcome performance measures.

Data items to be included:

A. Family Peer Support and Navigation Service Program:

1) Total # of Family Peer Support and Navigation Specialist referrals received by Contractor

(self or agency referral) for that month.

2) Total # of new families served by Contractor by service area (Problem Gambling, Substance

Use Disorder, Mental Health) and by jurisdiction each month.

3) Total # of continuing families served by Contractor (by service area and by jurisdiction) each month. Of the above three areas,

a) Total # of families provided Level 1 Brief Contact only,

b) Total # of families provided Level 2 Contact (up to four hours),

c) Total # of families provided Level 3 Contact (over 4 hours), and

d) Total # of referrals made by Family Peer Support and Navigation Specialists (by service area and jurisdiction) each month to include type of referral (social service, medical, behavioral health, etc.)

4) Description of all outreach activities provided by service area and jurisdiction each month.

5) Total number of groups (Section 2.3.1.6) provided to support families in building skills and identifying resources; provided by service area and jurisdiction each month.

B. Good Samaritan Ambassador Project:

1) Total # of and list of specific audience types (groups, organizations, and agencies) reached by jurisdiction.

2) Total approximate number of individuals reached in these audiences and mechanism for how audiences were reached:

a) Provision of printed materials,

b) In-person group presentations.

3) Total # of 1-1 follow-up contacts with individuals regarding Good Samaritan Law information.

Progress reports for Family Peer Support and Navigation Services and The Good Samaritan

Ambassador Projects are due on the 15th of each month. Quarterly reports are due the 15th of the month following the end of each quarter, and the Annual Report is due 30 days following the end of the State fiscal year.

Report content and format for all reports will be determined in collaboration with, and pre-approved by, BHA, no later than 60 days post award.

2.4.1 Deliverable Submission

A. For every deliverable, the Contractor shall request the Contract Monitor confirm receipt of that deliverable by sending an e-mail identifying the deliverable name and date of receipt.

B. For any written deliverable, the Contract Monitor may request a draft version of the deliverable, to comply with the minimum deliverable quality criteria listed in Section 2.4.3 Minimum

Deliverable Quality. Drafts of each final deliverable, except status reports, are required at least

RFP for Maryland Department of Health/Behavioral Health Administration Page 8 of 100 two weeks in advance of when the final deliverables are due (with the exception of deliverables due at the beginning of the project where this lead time is not possible, or where draft delivery date is explicitly specified). Draft versions of a deliverable shall comply with the minimum deliverable quality criteria listed in Section 2.4.3 Minimum Deliverable Quality.

2.4.2 Deliverable Acceptance

A. A final deliverable shall satisfy the scope and requirements of this RFP for that deliverable, including the quality and acceptance criteria for a final deliverable as defined in Section 2.4.4

Deliverable Descriptions/Acceptance Criteria.

B. The Contract Monitor shall review a final deliverable to determine compliance with the acceptance criteria as defined for that deliverable. The Contract Monitor is responsible for coordinating comments and input from various team members and stakeholders. The Contract

Monitor is responsible for providing clear guidance and direction to the Contractor in the event of divergent feedback from various team members.

C. In the event of rejection, the Contract Monitor will formally communicate in writing any deliverable deficiencies or non-conformities to the Contractor, describing in those deficiencies what shall be corrected prior to acceptance of the deliverable in sufficient detail for the

Contractor to address the deficiencies. The Contractor shall correct deficiencies and resubmit the corrected deliverable for acceptance within a mutually agreed-upon time period for correction.

2.4.3 Minimum Deliverable Quality

The Contractor shall subject each deliverable to its internal quality-control process prior to submitting the deliverable to the State.

Each deliverable shall meet the following minimum acceptance criteria:

A. Be presented in a format appropriate for the subject matter and depth of discussion.

B. Be organized in a manner that presents a logical flow of the deliverable’s content.

C. Represent factual information reasonably expected to have been known at the time of submittal.

D. In each section of the deliverable, include only information relevant to that section of the deliverable.

E. Contain content and presentation consistent with industry best practices in terms of deliverable completeness, clarity, and quality.

F. Meets the acceptance criteria applicable to that deliverable, including any State policies, functional or non-functional requirements, or industry standards.

G. Contains no structural errors such as poor grammar, misspellings or incorrect punctuation.

H. Must contain the date, author, and page numbers. When applicable for a deliverable, a revision table must be included.

I. A draft written deliverable may contain limited structural errors such as incorrect punctuation, and shall represent a significant level of completeness toward the associated final written deliverable. The draft written deliverable shall otherwise comply with minimum deliverable quality criteria above.

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2.4.4 Deliverable Descriptions/Acceptance Criteria

In addition to the items identified in the table below, the Contractor may suggest other subtasks, artifacts, or deliverables to improve the quality and success of the assigned tasks.

Deliverables Summary Table

ID # Deliverable

Description

Acceptance Criteria Due Date / Frequency

Family Peer Support and Navigation

Service Program

Monthly Report

Items to be included are found in Section 2.4.A.

Contract Monitor will review or reject.

Minimum Deliverable

Quality must match the requests found in

Section 2.4.3.

Due on the 15th of each month

Good Samarian

Ambassador Project

Monthly Report

Items to be included are found in Section 2.4.B.

Contract Monitor will review or reject.

Minimum Deliverable

Quality must match the requests found in

Section 2.4.3.

Due on the 15th of each month

Family Peer Support and Navigation

Service Program

Annual Report

Items to be included are found in Section 2.4.A.

Contract Monitor will review or reject.

Minimum Deliverable

Quality must match the requests found in

Section 2.4.3.

Due Annually, on the

30th of the month following the end of each State fiscal year.

Good Samarian

Ambassador Project

Annual Report

Items to be included are found in Section 2.4.B.

Contract Monitor will review or reject.

Minimum Deliverable

Quality must match the requests found in

Section 2.4.3.

Due Annually, on the

30th of the month following the end of each State fiscal year.

*The deliverables summary table may not list every contractually-required deliverable. Offerors and

Contractors should read the RFP thoroughly for all Contract requirements and deliverables.

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3 Contractor Requirements: General

3.1 Contract Initiation Requirements

A. Contractor shall schedule and hold a kickoff meeting within 10 Business Days of NTP Date. At the kickoff, the Contractor shall furnish an updated Project Schedule describing the activities for the Contractor, the State, and any third parties for fully transitioning to the Contractor’s

Solution.

3.2 End of Contract Transition

3.2.1 The Contractor shall provide transition assistance as requested by the State to facilitate the orderly transfer of services to the State or a follow-on contractor, for a period up to 60 days prior to Contract end date, or the termination thereof. Such transition efforts shall consist, not by way of limitation, of:

A. Provide additional services and support as requested to successfully complete the transition;

and

B. Maintain the services called for by the Contract at the required level of proficiency.

3.2.2 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Contract Monitor. The Contract Monitor may provide the Contractor with additional instructions to meet specific transition requirements prior to the end of the Contract.

3.2.3 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of State personnel or a third party, as directed by the Contract

Monitor.

3.2.4 The Contractor shall support end-of-Contract transition efforts with technical and project support to include but not be limited to:

A. The Contractor shall provide a draft Transition-Out Plan 120 Business Days in advance of

Contract end date.

B. The Transition-Out Plan shall address at a minimum the following areas:

1) Any staffing concerns/issues related to the closeout of the Contract;

2) Communications and reporting process between the Contractor, the MDH/BHA and the Contract Monitor;

3) Security and system access review and closeout; and

4) Knowledge transfer, to include review with the MDH/BHA the procedures and practices that support the business process and current system environments.

3.3 Invoicing

3.3.1 General

A. The Contractor shall e-mail each signed invoice to the Contract Monitor at the email provided in the Key Information Sheet and BHA Fiscal Office at BHA-fiscal.invoices@maryland.gov.

B. All invoices for services shall be verified by the Contractor as accurate at the time of submission.

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C. An invoice not satisfying the requirements of a Proper Invoice (as defined at COMAR

21.06.09.01 and .02) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1) Contractor name and address;

2) Remittance address;

3) Federal taxpayer identification (FEIN) number, social security number, as appropriate;

4) Invoice period (i.e. time period during which services covered by invoice were performed);

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

C. Invoices that contain both fixed price and time and material items shall clearly identify each item as either fixed price or time and material billing.

D. The Administration reserves the right to reduce or withhold Contract payment in the event the

Contractor does not provide the Administration with all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the

Contract until such time as the Contractor brings itself into full compliance with the Contract.

E. Any action on the part of the Administration, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article

§§ 15-215 through 15-223 and with COMAR 21.10.04.

F. The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor; however, is not exempt from such sales and use taxes and may be liable for the same.

G. Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the

Contract. In no event shall any invoice be submitted later than 60 calendar days from the

Contract termination date.

3.3.2 Invoice Submission Schedule

The Contractor shall submit invoices monthly with submission of data report.

A. For items of work for which there is annual pricing, see Attachment B– Financial Proposal

Form, those items shall be billed in equal monthly installments for the applicable Contract year in the month following the performance of the services.

3.3.3 Deliverable Invoicing

A. Deliverable invoices shall be accompanied by notice(s) of acceptance issued by the State for all invoices submitted for payment.

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B. Payment for deliverables will only be made upon completion and acceptance of the deliverables as defined in Section 2.4.

3.3.4 For the purposes of the Contract an amount will not be deemed due and payable if:

A. The amount invoiced is inconsistent with the Contract;

B. The proper invoice has not been received by the party or office specified in the Contract;

C. The invoice or performance is in dispute or the Contractor has failed to otherwise comply with the provisions of the Contract;

D. The item or services have not been accepted;

E. The quantity of items delivered is less than the quantity ordered;

F. The items or services do not meet the quality requirements of the Contract;

G. If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

H. If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

I. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the

Contract and compliance with its provisions.

3.3.5 Travel Reimbursement

Travel will not be reimbursed under this RFP.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

MBE liquidated damages are identified in Attachment M.

3.4.2 Liquidated Damages other than MBE

THIS SECTION IS INAPPLICABLE TO THIS RFP.

3.5 Disaster Recovery and Data

The following requirements apply to the Contract:

3.5.1 Redundancy, Data Backup and Disaster Recovery

A. Unless specified otherwise in the RFP, Contractor shall maintain or cause to be maintained disaster avoidance procedures designed to safeguard State data and other confidential information, Contractor’s processing capability and the availability of hosted services, in each case throughout the Contract term. Any force majeure provisions of the Contract do not limit the Contractor’s obligations under this provision.

B. The Contractor shall have robust contingency and disaster recovery (DR) plans in place to ensure that the services provided under the Contract will be maintained in the event of disruption to the Contractor/subcontractor’s operations (including, but not limited to, disruption to information technology systems), however caused.

1) The Contractor shall furnish a DR site.

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2) The DR site shall be at least 100 miles from the primary operations site, and have the capacity to take over complete production volume in case the primary site becomes unresponsive.

C. The contingency and DR plans must be designed to ensure that services under the Contract are restored after a disruption within twenty-four (24) hours from notification and a recovery point objective of one (1) hour or less prior to the outage in order to avoid unacceptable consequences due to the unavailability of services.

D. The Contractor shall test the contingency/DR plans at least twice annually to identify any changes that need to be made to the plan(s) to ensure a minimum interruption of service.

Coordination shall be made with the State to ensure limited system downtime when testing is conducted. At least one (1) annual test shall include backup media restoration and failover/fallback operations at the DR location. The Contractor shall send the Contract

Monitor a notice of completion following completion of DR testing.

E. Such contingency and DR plans shall be available for the MDH/BHA to inspect and practically test at any reasonable time, and subject to regular updating, revising, and testing throughout the term of the Contract.

3.5.2 Data Export/Import

A. The Contractor shall, at no additional cost or charge to the State, in an industry standard/non-proprietary format:

1) Perform a full or partial import/export of State data within 24 hours of a request; or

2) Provide to the State the ability to import/export data at will and provide the State with any access and instructions which are needed for the State to import or export data.

B. Any import or export shall be in a secure format per the Security Requirements.

3.5.3 Data Ownership and Access

A. Data, databases and derived data products created, collected, manipulated, or directly purchased as part of a RFP are the property of the State. The purchasing State agency is considered the custodian of the data and shall determine the use, access, distribution and other conditions based on appropriate State statutes and regulations.

B. Public jurisdiction user accounts and public jurisdiction data shall not be accessed, except (1) in the course of data center operations, (2) in response to service or technical issues, (3) as required by the express terms of the Contract, including as necessary to perform the services hereunder or (4) at the State’s written request.

C. The Contractor shall limit access to and possession of State data to only Contractor Personnel whose responsibilities reasonably require such access or possession and shall train such

Contractor Personnel on the confidentiality obligations set forth herein.

D. At no time shall any data or processes – that either belong to or are intended for the use of the

State or its officers, agents or employees – be copied, disclosed or retained by the Contractor or any party related to the Contractor for subsequent use in any transaction that does not include the State.

E. The Contractor shall not use any information collected in connection with the services furnished under the Contract for any purpose other than fulfilling such services.

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3.5.4 Provisions in Sections 3.5.1 – 3.5.3 shall survive expiration or termination of the Contract.

Additionally, the Contractor shall flow down the provisions of Sections 3.5.1-3.5.3 (or the substance thereof) in all subcontracts.

3.6 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

3.6.1 The following type(s) of insurance and minimum amount(s) of coverage are required:

A. Commercial General Liability - of $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and $1,000,000 annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Errors and Omissions/Professional Liability - $1,000,000 per combined single limit per claim and $3,000,000 annual aggregate.

C. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of $1,000,000 per loss, and a minimum single loss retention not to exceed

$10,000. The State of Maryland and the Administration should be added as a “loss payee.”

D. Cyber Security / Data Breach Insurance – (For any service offering hosted by the

Contractor) ten million dollars ($10,000,000) per occurrence. The coverage must be valid at all locations where work is performed or data or other information concerning the State’s claimants or employers is processed or stored.

E. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Compensation Act, and the Federal Employers’ Liability Act, to not be less than. One million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

F. Automobile or Commercial Truck Insurance - The Contractor shall maintain Automobile or

Commercial Truck Insurance (including owned, leased, hired, and non-owned vehicles) as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of

Maryland.

3.6.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation

Insurance and professional liability.

3.6.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are cancelled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

3.6.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

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3.6.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the

Contractor shall provide certificates of insurance annually, or as otherwise directed by the

Contract Monitor.

3.6.6 Subcontractor Insurance

The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

3.7. Security Requirements

The following requirements are applicable to the Contract:

3.7.1 Employee Identification

A. Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor

Personnel shall provide additional photo identification.

B. Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

C. Contractor shall remove any Contractor Personnel from working on the Contract where the

State determines, in its sole discretion that Contractor Personnel has not adhered to the

Security requirements specified herein.

D. The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the

Contract.

3.7.2 Security Clearance / Criminal Background Check

A. A criminal background check for each Contractor Personnel providing services shall be completed prior to each Contractor Personnel providing any services under the Contract.

F. The Contractor shall obtain at its own expense a Criminal Justice Information System (CJIS)

State and federal criminal background check, including fingerprinting, for all Contractor

Personnel listed in sub-paragraph A. This check may be performed by a public or private entity.

G. The Contractor shall obtain from each individual required to obtain a criminal background check a statement permitting a criminal background check.

H. The Contractor shall provide certification to the MDH/BHA that the Contractor has completed the required criminal background check described in this RFP for each required

Contractor Personnel prior to assignment, and that the Contractor Personnel have successfully passed this check.

I. Persons with a criminal record may not perform services under the Contract unless prior written approval is obtained from the Contract Monitor. The Contract Monitor reserves the right to reject any individual based upon the results of the background check. Decisions of the Contract Monitor as to acceptability of a candidate are final. The State reserves the right

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3.7.3 On-Site Security Requirements

THIS SECTION IS INAPPLICABLE TO…