RFQ for TAO Leadership Coaching_pdf.pdf

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

DEPARTMENT OF TRANSITIONAL ASSISTANCE

1 ASHBURTON PLACE, 5TH FLOOR, BOSTON, MA 02108

Request for Quote (RFQ) PRF76: Management Consultants, Program Coordinators and Planners Services

Leadership Coaching Services

COMMBUYS Bid#: BD-26-1112-WEL60-60000-128372

April 21, 2026

COMMONWEALTH OF MASSACHUSETTS

Department of Transitional Assistance

PRF76: Leadership Coaching Services

BD-26-1112-WEL60-60000-128372

RFQ Template Version 4.0 (Updated 12/19/2024) Page 1 of 13

Table of Contents

1. Procurement Background and Purpose

2. Authorizing Statewide Contract

3. Procurement Information Summary

4. Estimated Procurement Calendar

5. COMMBUYS and Procurement Process

5.1 COMMBUYS Market Center

5.2 COMMBUYS Registration

5.3 Online Questions (Bid Q&A)

5.4 Bid Amendments

5.5 Oral Presentations

5.6 Best and Final Offer

5.7 Reasonable Accommodation

5.8 Public Records

5.9 Costs

5.10 Bidder Communication

6. Single or Multiple Contractors

7. Engaging Vendors after Initial Contract Award

8. Expected Duration

9. Work Schedule and Location

10. About the Department of Transitional Assistance

11. Diversity, Equity, and Inclusion (DEI)

12. Performance and Business Specifications

12.1 Purchase Objectives

12.2 Required Scope of Work

13. Required Bidder Experience and Qualifications

14. Payment Structure

15. Billing Procedures

16. Communication Between DTA and Vendor

17. Funding

18. Subcontracting

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19. Small Business Purchasing Program

19.1 Program Background

19.2 SBPP Award Preference

19.3 SBPP Participation Eligibility

19.4 SBPP Compliance Requirements

19.5 Program Resources and Assistance

20. Response Requirements

21. Review, Evaluation, Award, and Engagement Process

22. Performance Requirements and Monitoring

23. Instructions for Submission of Responses

24. RFQ Attachments

25. Acceptable Forms of Signature

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1. Procurement Background and Purpose

The Department of Transitional Assistance (“DTA” or “the Department”) is seeking vendors to provide leadership coaching services. Selected vendors through this Request for Quotes (“RFQ”) will sign a Statement of Work (“SOW”) under which the scope of work described within this RFQ will be authorized.

2. Authorizing Statewide Contract

This RFQ is being is issued under Statewide Contract PRF76: Management Consultants, Program Coordinators and Planners Services. All of the terms and conditions of the Statewide Contract PRF76 are incorporated herein and made a part hereof. Conflicting or additional terms, conditions or agreements shall be considered to be superseded and void. Only vendors that have been awarded the PRF76 contract by Operational Services Division (“OSD”) in the category named in this RFQ are eligible to respond.

3. Procurement Information Summary

Purchasing Department Department of Transitional Assistance Address One Ashburton Place, 5th Floor City, State Zip Code Boston, MA 02108 Procurement Contact Person Maxence Metayer E-Mail Address maxence.metayer2@mass.gov RFQ Name/Title Leadership Coaching Services Authorizing Statewide Contract

PRF76: Management Consultants, Program Coordinators and Planners Services

Authorizing Statewide Contract Category (if applicable)

Category 3: Professional Development Services

COMMBUYS Bid Number BD-26-1112-WEL60-60000-128372

4. Estimated Procurement Calendar

The following calendar reflects DTA’s estimated timeframes for this procurement. All dates below are estimates and are subject to change. All times are represented in Eastern Standard Time (EST). Late actions or submissions from vendors on any of the following deadlines will not be considered. Bidders are required to monitor COMMBUYS for changes to the Estimated Calendar for this Bid.

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Activity Date Time RFQ Release Date April 21, 2026 N/A Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

April 24, 2026 3:00 PM

Official Answers for Bid Q&A Published (Estimated) April 28, 2026 3:00 PM Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

May 1, 2026 3:00 PM

Estimated Contract Start Date May 11, 2026 N/A

5. COMMBUYS and Procurement Process

5.1 COMMBUYS Market Center

COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

It is each Bidder’s responsibility to check COMMBUYS for:

Any amendments, addenda, or modifications to this Bid, and Any Bid Q&A records related to this Bid.

The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

5.2 COMMBUYS Registration

Bidders may elect to register for a free COMMBUYS Seller account which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: 1) they will maintain an active seller account in COMMBUYS; 2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes;

3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as

RFQ Template Version 4.0 (Updated 12/19/2024) Page 5 of 13 added functionality for the COMMBUYS system is activated; and 4) in the event the Commonwealth adopts an alternate e-procurement platform, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

COMMBUYS uses terminology with which bidders must be familiar to conduct business with the Commonwealth. To view this terminology and to learn more about COMMBUYS, please visit the Learn about COMMBUYS Resources page on mass.gov.

5.3 Online Questions (Bid Q&A)

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Deadline for Submission of Questions” date and time indicated in the Estimated Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS 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 DTA, including requests for clarification. DTA 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 Bidder/Awarded contractor and DTA to be lost or rejected by any means including email or spam filtering.

Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.

5.4 Bid Amendments

DTA reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. DTA and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

5.5 Oral Presentations

If determined to be in the best interest of the Commonwealth, DTA may require Bidders to present detailed information regarding their proposal prior to award.

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5.6 Best and Final Offer

Bidders are expected to present their best offer in their initial proposal. At the sole discretion of DTA, DTA may negotiate a change in any element of performance or cost which better meets the needs of the agency or results in lower costs or a more cost effective or better value. DTA is in no way obligated to negotiate any aspect of a Bidder’s proposal and may accept any proposal without negotiation.

5.7 Reasonable Accommodation

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFQ information in an alternative format, must communicate such requests in writing to the Procurement Contact Person. Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFQ. DTA reserves the right to reject unreasonable requests.

5.8 Public Records

All responses and information submitted in response to this RFQ are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes, including marking by bidders of information as confidential during the quote submission process in COMMBUYS, shall be disregarded.

5.9 Costs

Costs which are not specifically identified in the bidder’s response and accepted by DTA as part of a contract will not be compensated under any contract awarded pursuant to this RFQ. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFQ.

5.10 Bidder Communication

Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the SSST regarding this RFQ except as specified in this RFQ, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFQ. Bidders may contact the contact person for this RFQ in the event this RFQ is incomplete or the bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

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6. Single or Multiple Contractors

DTA is looking to engage with one (1) qualified vendor for this project. However, DTA may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

7. Engaging Vendors after Initial Contract Award

If, over the life of the contract, DTA determines that additional vendors may be needed, these may be drawn from other qualified Bidders that responded to this RFQ. If necessary to meet the requirements of DTA, the RFQ may be reopened to obtain additional Bids.

8. Expected Duration

The actual start date will be the date the SOW is executed by the parties. The engagement is expected to begin on approximately the start date identified in Section 4: Estimated Procurement Calendar. The contract term will be six (6) months from the start date.

9. Work Schedule and Location

Services will be delivered either remotely or in person in western Massachusetts.

10. About the Department of Transitional Assistance

DTA’s mission is to assist and empower low-income individuals and families to meet their basic needs, improve their quality of life, and achieve long-term economic self-sufficiency. DTA offers a comprehensive system of programs and supports to help individuals and families achieve greater economic self-sufficiency, including food and nutritional assistance, economic assistance, and employment supports.

DTA is the state agency responsible for administering certain programs that assist and empower low-income individuals and families to meet their basic needs, improve their quality of life, and achieve long term economic self-sufficiency. Among many programs that support this goal, DTA operates the Supplemental Nutrition Assistance Program (SNAP), which works to increase food security and reduce hunger by providing access to food and a healthful diet. In addition, DTA provides economic assistance through the Transitional Aid for Families with Dependent Children (“TAFDC”) program and the Emergency Aid to the Elderly, Disabled and Children (EAEDC) program. DTA also manages other unique benefit types issued via the EBT system, such as the State Supplement Program (“SSP”) and the Healthy Incentive Program (“HIP”).

DTA is organized into 21 local Transitional Assistance Offices (TAOs) and one central office. TAOs are responsible for providing direct services to clients. The agency’s administrative office houses the Office of the Commissioner, senior management, policy, quality management, program integrity, operations, legal, finance and other administrative units.

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11. Diversity, Equity, and Inclusion (DEI)

Over the last several years, DTA has renewed its focus on incorporating DEI benchmarks and standards into its work and ensuring that policies and procedures are developed with an equitable lens.

Specifically, DTA is committed to:

a. Fostering an inclusive culture where staff and clients from all backgrounds and abilities are welcome and supported in their goals;

b. Respecting and valuing the diverse experiences and backgrounds of our employees and clients;

and

c. Striving to develop a work environment where performance, achievement, and diversity are a strategic advantage and will support the agency’s ability to improve service delivery to our clients.

12. Performance and Business Specifications

12.1 Purchase Objectives

The objective of this contract is to provide leadership coaching to a group of DTA managers located in a single facility location. The location houses two separate but related DTA operational units. First, it houses a client facing TAO responsible for assisting low-income individuals and families to access food and cash benefits in person, online, or over the phone.

Second, it houses a specialized unit that serves a similar function but does not see clients in person. The units are on different floors of the building but share certain operational activities.

DTA is seeking a leadership coach to assist with the following growth areas for the leadership team in both the TAO and the specialized unit:

Improve day-to-day leadership effectiveness, team functioning, and overall office performance;

Communicating clearly and consistently with staff;

Delegating responsibilities and strengthening shared accountability;

Handling sensitive employee matters with professionalism and confidentiality;

Managing emotionally charged situations with composure and skill;

Ensuring fairness, consistency, and awareness of impact;

Planning ahead for staffing needs and coverage;

Preparing for and reflecting on difficult conversations;

Strengthening judgment, pacing, and response strategies; and Increasing self-awareness of patterns and triggers.

Progress will be reflected in observable shifts such as:

• More consistent and proactive communication with staff;

• Improved handling of sensitive situations;

• Increased delegation and shared accountability;

• More thoughtful, less reactive responses;

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• Greater consistency and fairness in management practices; and

• Improved coordination of staffing and coverage.

12.2 Required Scope of Work

The selected bidder will:

• Hold information gathering sessions with the project sponsor and members of the group receiving coaching;

• Use the information provided to plan group and individual coaching sessions to achieve the objectives and results described in Section 12.1: Purchase Objectives;

• Facilitate, and conduct group and individual coaching sessions according to the established plan;

• Provide learning material to inform the coaching sessions including assigned reading and/or simple practical frameworks for use in day to day work;

• Debrief with project sponsors to share updates on progress, observations, opportunities, and needs for the group receiving coaching; and

• Provide a written summary of key practices and agreements and recommendations for sustaining progress.

13. Required Bidder Experience and Qualifications

Bidders must have experience providing services of similar scale and scope for government organizations.

14. Payment Structure

This contract will be a maximum obligation engagement. Bidders must identify the proposed hours and hourly billing rate for each phase of work. The selected bidder will submit an invoice after each phase of work and must propose a billing schedule in its response for approval by DTA.

15. Billing Procedures

To receive payment for the scope of work described in this RFQ, the vendor must submit an invoice electronically to dta.electronic-invoices@massmail.state.ma.us and cc the DTA Contract Manager.

Invoices must also identify the contract number (Doc ID) that will be provided on the final contract to the selected bidder. DTA may establish special invoicing requirements during the close of the state fiscal year or based on relevant reporting deadlines. The successful vendor must comply with these deadlines.

16. Communication Between DTA and Vendor

The selected vendor(s) must designate a single staff member to serve as the primary point of contact for DTA regarding day to day management of this contract, scheduling, quality management, and billing.

This person will be considered the vendor’s Contract Manager.

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17. Funding

Funding for this contract is subject to appropriation.

18. Subcontracting

If a partnership would enable a Bidder to deliver the best value for the Commonwealth, Bidders are encouraged to enter into subcontract relationships. DTA will enter into a SOW with the successful prime Bidder. The Bidder’s use of subcontractors is subject to the provisions of the Commonwealth Terms and Conditions and Standard Contract Form, as well as other applicable terms of this Statewide Contract.

Prior approval of DTA is required for any subcontracted service of the Contract. Bidders are responsible for the satisfactory performance and adequate oversight of their subcontractors.

19. Small Business Purchasing Program

19.1 Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business as described below.

19.2 SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The SST will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SST’s best value evaluation criteria.

19.3 SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS:

1) Have its principal place of business in the Commonwealth of Massachusetts;

2) Been in business for at least one year;

3) Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4) Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

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Non-profit firms must additionally be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and by tax exempt under Section 501(c) of the Internal Revenue Code.

19.4 SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status by Bidders and Contractors will result in disqualification from consideration, and could result in debarment, contract termination, and other actions. To learn more about SBPP, including how to apply, visit the SBPP Webpage.

19.5 Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

20. Response Requirements

Bidders must provide the following information in their response:

• Identify the vendor’s identifying information, including:

o Vendor Customer Code (VCC) or Employer Identification Number (EIN), o W9: Request for Taxpayer Identification Number and Certification (available here:

https://www.irs.gov/pub/irs-pdf/fw9.pdf), and o Contractor Authorized Signature Listing (available here:

https://www.mass.gov/doc/mrs-contractor-authorized-signatory-form/download).

• Describe the proposed approach, activities, and deliverables to meet each objective described in Section 12.1: Purchase Objectives. Define whether services will be delivered in person, remotely, or both.

• Identify the estimated number of hours required to complete each phase of work, the hourly billing rate for the coach, the summary cost per phase of work (based on the number of hours proposed and the hourly billing rate), and the approximate estimate for the duration of each phase.

• Identify the proposed coach by name and provide a summary of their qualifications.

• Identify three (3) references who can attest to the bidder’s ability to deliver the required services including organization name and individual’s name, title, email address, and phone number.

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21. Review, Evaluation, Award, and Engagement Process

The Review Team will consist of DTA staff. Any submission that fails to meet the response requirements of the RFQ will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the Bidder to make minor corrections to the submission.

The Review Team will evaluate each section of the Bidder’s proposal, taking into consideration its comprehensiveness, responsiveness and clarity, as it pertains to the vendor’s qualifications and approach in providing the required services outlined in Section 12: Performance and Business Specifications. The selected Bidder will be chosen based on its ability to meet the SOW requirements and a determination that contracting with the Bidder will provide best value to the Commonwealth.

DTA will execute the SOW, per the PRF76 requirements, with the top scoring bidder based on the following:

• Bidder demonstrates best practice approach with DTA objectives as defined in Section 12:

Performance and Business Specifications (maximum 65 points)

• References attest to the bidder’s ability to implement the required scope of work (maximum 5 points)

• Bidder’s cost proposal is reasonable and reflective of the appropriate level of effort required to execute this scope of work (maximum 30 points)

Once the SOW is signed, the selected vendor is authorized to deliver the required scope of work.

DTA retains the option to amend the SOW for the services requested in this RFQ as long as PRF76 remains in effect and the vendor continues to be qualified thereunder. The decision to amend will be based on available appropriation(s), service needs, and vendor performance. In the event DTA intends to amend this SOW, DTA will negotiate the amendment directly with the vendor at that time. Any future amendment will use the labor rates provided in the vendor’s response to this RFQ; non-labor rates will be negotiated at the time of the amendment.

22. Performance Requirements and Monitoring

The following performance areas will be subject to performance measure and monitoring:

1. Timely Receipt of Deliverables

2. Responsiveness to DTA Inquiries

3. Quality of Craftsmanship of Deliverables

4. Performance Targets/Benchmarks

5. Attendance at scheduled meetings

Results of the performance measure and monitoring processes will be discussed with vendor in order to assure ongoing quality service provision.

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23. Instructions for Submission of Responses

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFQ. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

24. RFQ Attachments

Appendix A: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Appendix B: Commonwealth Terms & Conditions https://www.macomptroller.org/wp-content/uploads/form_commonwealth-terms-and-conditions.pdf

25. Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, 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: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. 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, include the signatory’s name and title, and must be accompanied by a 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.