RFR_0805MCD_SLPI_Evaluators_AMENDMENT.docx

AMENDMENT TO

RFR 08-05-MCD: Interviewer/Raters for Sign Language Proficiency Interview (SLPI) Assessment Instrument – Multiple Positions

Boston, MA 02111

617-740-1635 voice, 617-740-1735 TTY

1. DESCRIPTION OR PURPOSE OF PROCUREMENT:

In July 2001 the Massachusetts Commission for the Deaf and Hard of Hearing (MCDHH) and the Massachusetts Department of Early and Secondary Education (DESE, formerly Department of Education or DOE) entered into an agreement to collaboratively improve the provision of educational and special education services for students in Massachusetts schools who are deaf or hard of hearing. In the Memorandum Of Understanding (MOU) formalizing this agreement, recently extended for a third three-year term, the two agencies agreed to focus on improving the quality of sign language communication used by teachers, related service personnel and other staff working in education (K-12) environments with students who are deaf or hard of hearing. To achieve this end MCDHH initiated several specific projects and may undertake additional related activities during the period of the MOU.

One of the projects already underway is the implementation of the Sign Language Proficiency Interview (SLPI), a nationally recognized instrument to assess a person’s ability to use sign language. The SLPI, briefly described in an Appendix to this document, involves the evaluation of candidates’ sign communication abilities by a panel of trained Interviewer/Raters. Our project experience so far shows that the SLPI is an appropriate and accurate assessment instrument for teacher skill in sign communication ranging from signed English to American Sign Language (ASL).

MCDHH is seeking to develop a list of pre-qualified individuals, total number between six and twelve, to serve as SLPI Interviewer-Raters. To maintain this size roster of pre-qualified individuals, MCDHH will also periodically offer new candidate trainings.

The key tasks of SLPI Interviewers/Raters are to evaluate the sign language skill of individuals using the established instrument of the Sign Language Proficiency Interview; reach consensus as to the individuals’ SLPI scores; and contribute to the writing of final reports. The project plan at this time is to evaluate students who will graduate from state approved teacher training projects this year and subsequent years (an estimated 8-10 students/year). Teachers who are eligible for re-licensure (approximately 90 individuals) will also be evaluated over the next 2-3 years, an estimated 25-30 evaluations annually. Performance details, contractor qualifications, and application procedure are contained in Sections 7 and 8 of this solicitation.

An Internal Revenue Service SS-8 test was performed and indicates that the individuals providing these services are appropriately characterized as Independent Contractors rather than Contract Employees.

2. ACQUISITION METHOD:

Outright purchase

Rental

Term lease

Tax exempt lease purchase (TELP)

License

Other

3. SINGLE OR MULTIPLE CONTRACTOR:

Single Contractor

Multiple Contractors

X Multiple Contractors, added throughout the contract’s term on a “rolling enrollment” basis

4. SINGLE OR MULTIPLE DEPARTMENT PARTICIPATION:

Only Procuring Department may Contract Under This RFR

This is a Statewide Contract

5. ANTICIPATED DURATION OF CONTRACT AND ANY RENEWAL OPTIONS:

6 ANTICIPATED EXPENDITURES, FUNDING OR COMPENSATION FOR EXPECTED DURATION:

Contract Will Have a Maximum Obligation Amount

Contract Subject to Quotes by Pre-Qualified List of Contractors

Will Federal funds be used in this contract?

No

If Yes, to What Extent?

Funding is Federal in origin, coming to MCDHH from the Commonwealth Department of Education via Interagency Service Agreement (ISA). Funding is 100% Federal.

7. CONTRACT PERFORMANCE AND SPECIFICATIONS:

The Sign Language Proficiency Interview (SLPI) is a nationally recognized instrument to assess a person’s ability to use sign language. The SLPI, briefly described in an Appendix to this document, involves the evaluation of candidates’ sign communication abilities by a panel of trained Interviewer/Raters. Our project experience so far shows that the SLPI is an appropriate and accurate assessment instrument for teacher skill in sign communication ranging from signed English to American Sign Language (ASL).

MCDHH is seeking to develop a list of pre-qualified individuals, total number between six and twelve, to serve as SLPI Interviewer-Raters. To maintain this size roster of pre-qualified individuals, MCDHH will also periodically offer new candidate trainings.

Interviewer/Rater Qualifications: As established by the developers of the SLPI instrument, all Interviewer/Raters must:

· Be highly skilled signers. This skill level is generally indicated by a SLPI rating in the Advanced Plus to Superior Plus Skill Level Range. [Refer to Appendix II for definitions of skill levels.] For individuals who have not previously taken the SLPI, this skill level may also be indicated by:

1. Native signer (Deaf parents)

2. Attendance at a residential school for Deaf students

3. American Sign Language Teachers Association Certification (ASLTA)

4. Interpreter Certification at CI and CT, CDI/RSC, or NIC Advanced levels

5. Model of upper range of SLPI Rating Scale; that is, persons who comfortably communicate in sign language only and who are considered good models of American Sign Language (ASL)

· Have a positive and supportive attitude toward SLPI as part of an integrated ASL communication skills assessment/development program for staff

· Be able to function in a professional manner as an SLPI Team Member, including maintenance of strict confidentiality relative to SLPI results

· Possess well-developed skills of critical thinking and analysis, especially as applied to linguistic assessment of ASL communication

· Be able to work in a team where consensus decisions may be necessary.

Interviewer/Rater Key Tasks: The key tasks of SLPI Interviewers/Raters are to evaluate the sign language skill of individuals using the established instrument of the Sign Language Proficiency Interview; reach consensus as to the individuals’ SLPI scores; and contribute to the writing of final reports. The project plan at this time is to evaluate students who will graduate from state approved teacher training projects this year and subsequent years (an estimated 8-10 students/year). Teachers who are eligible for re-licensure (approximately 90 individuals) will also be evaluated over the next 2-3 years, an estimated 25-30 evaluations annually.

Interviewer/Rater Time Commitment: In order to establish the validity and reliability of ratings by the team of SLPI Interviewer/Raters, and in order for MCDHH and DESE (DOE) to achieve their goal of making the SLPI assessment available to K-12 teachers in Massachusetts, it is essential that Interviewer/Raters be available to conduct interviews and ratings over a period of time. Applicants should expect to be available 1-2 days per month throughout the calendar year in order to assess prospective teachers and other personnel as needed.

It is MCDHH’s and DESE’s ultimate goal to hold SLPI assessments at different sites across the Commonwealth. Interviewer/Raters should have the flexibility and ability to convene at locations other than Boston. Difficulty traveling to sites within Massachusetts will not, in and of itself, exclude individuals from consideration; however, prospective applicants who anticipate in-state travel to be a potential problem should indicate so on their letter of application.

Employer Commitment: In recognition of our significant investment in training and the time commitment we are requesting, the applicant’s employer must provide a letter indicating support of the applicant’s participation in this program. For applicants engaged in classroom teaching, MCDHH will reimburse the employers for the cost of substitute teachers. A request for reimbursement must be made in writing at least two weeks in advance.

Interviewer/Rater Training: As noted above, MCDHH’s goal is to have a pre-qualified roster of six to twelve SLPI Interviewer/Raters available at all times. If MCDHH determines that the pool of individuals requires expansion, SLPI Interviewer/Rater training sessions will be offered. Individuals who have applied for Interviewer/Rater positions and not yet undergone training will have first option on training slots, followed by other qualified individuals.

Interviewer/Rater Compensation: There are three components to work as SLPI Interviewer/Raters:

· Conducting interviews with candidates in order to obtain a taped language sample – Interviewer/Raters will receive compensation at the rate of $100 per hour, paid to the next half hour

· Conducting evaluations and writing the evaluation report – Interviewer/Raters will receive compensation at the rate of $75 per hour, paid to the next half hour

· Conducting evaluations and ratings with volunteer candidates in order to reinforce training and validate team ratings – Interviewer/Raters will receive compensation at the rate of $50 per hour, paid to the next half hour

· Attending SLPI refresher training(s) – Interviewer/Raters will receive a stipend of $100 per day.

Interviewer/Raters will receive a mileage allowance at the Commonwealth rate ($0.45 per mile at this time) for travel to and from SLPI training and assessment sites. If the Interviewer/Rater lives more than two hours from the training or assessment site, he or she may request reimbursement for overnight accommodations. This request must be made in writing at least two weeks in advance of the scheduled training or assessment date.

Additional Information: All Interviewer/Raters who have not participated in a SLPI assessment prior to training must do so during the training. Participants must achieve a rating in the Advanced Plus to Superior Plus range to become an Interviewer/Rater. As emphasized by the developers of the SLPI, participation in a SLPI training workshop is a prerequisite, but not a guarantee, that the individual will become a SLPI Interviewer/Rater.

MCDHH reserves the right to adjust the compensation rates paid to SLPI Interviewer/Raters and/or the size of the Interviewer/Rater pool if appropriate during the life of the contract including its amendments-to-renew.

8. INSTRUCTIONS FOR SUBMISSION OF RESPONSES, DEADLINES, AND EVALUATION OF RESPONSES:

Interested individuals are invited to submit an application packet consisting of the following items:

· Letter of application which cites the individual’s interest in and qualifications for serving as a SLPI Interviewer/Rater

· Documentation of the individual’s SLPI evaluation report, including score and date of assessment, if individual has taken the SLPI

· Current resume

· Letter of commitment from the applicant’s current employer

· Names and contact information for at least two professional references whom MCDHH may contact at its discretion

· Any additional information, including but not limited to copies of teacher and professional certifications, that will support the Bidder’s qualifications as listed in Section 7, above

At the discretion of MCDHH, individual applicants who have not taken the SLPI may be asked to provide a videotaped sign language conversation with a skilled signer who is Deaf. This videotaped conversation will then be sent to the SLPI Trainers for review. Based on this review, SLPI Trainers may make recommendations relative to the individual’s participation in the SLPI Interviewer/Rater training workshop.

Bids lacking any of these components may be deemed non-responsive and may be excluded from further consideration by MCDHH.

One original and one copy of the complete application packet should be sent to Ms. Jane Sokol Shulman at the address on the first page of this RFR. An electronic copy of the letter, resume, and supplementary information (if included) in MS Word-readable format may be submitted in lieu of a U.S. mailed paper application.

All proposals deemed responsive will be evaluated by a team of MCDHH staff from several departments and functional areas. Individuals not affiliated with MCDHH may be invited to participate in evaluation at the discretion of MCDHH.

Each responsive proposal package will be reviewed according to the bullet points under “Contractor Qualifications,” with each bullet point weighted equally.

The winning Contractors will be required to complete a number of standard Commonwealth of Massachusetts forms. These forms shall include, but not be limited to:

· Standard Contract form

· Contractor Authorized Signature Verification Form

· Consultant Contractor Mandatory Submission form

· Authorization for Electronic Funds Payment

· Standard Commonwealth Terms and Conditions

· Commonwealth W-9 Form

Copies of these forms are available through the Comm-PASS Forms & Information Page at http://www.comm-pass.com/comm-pass/forms.html.

9. ADDITIONAL INFORMATION – MCDHH-SPECIFIC TERMS:

a) The Bidder is responsible for any and all costs associated with the preparation of the RFR response.

b) All response submissions, regardless of whether a contract is ultimately awarded to a particular Bidder, become the property of the Massachusetts Commission for the Deaf and Hard of Hearing.

c) The Agency may, during response review or at any time prior to selection, cancel a Request for Response or reject any or all responses if the Agency determines that such action is in the best interest of the Commonwealth.

d) The Commission for the Deaf and Hard of Hearing and the Commonwealth of Massachusetts make no guarantee that any commodities or services will be purchased from any contract resulting from this RFR.

e) MCDHH reserves the right to renegotiate and adjust rates, performance terms, and/or performance measures at any time during the life of the statewide contract.

f) All materials developed by the winning Contractors under this contract such as hand-outs, outlines, mailing lists, workshop agenda, publicity notices, and other materials will remain the property of the Massachusetts Commission for the Deaf and Hard of Hearing.

g) The Massachusetts Commission for the Deaf and Hard of Hearing anticipates monitoring and evaluating the Contractor’s performance on an ongoing basis. Any contract resulting from this solicitation may be terminated at any time if the Contractor is unable to meet performance standards after given a reasonable opportunity to improve performance.

h) This Request for Response is developed in good faith based on needs known at the time of document preparation. Should additional information become available during the term of this contract suggesting the advisability of a different strategy and/or additional contract goals or performance benchmarks, MCDHH reserves the right to modify the contract accordingly, including adjusting the contract term, dates of performance, and/or contract maximum obligation.

10. COMMONWEALTH OF MASSACHUSETTS STANDARD RFR PROVISIONS:

Refresh Date: November 1, 2005

In general, most of the required contractual stipulations are referenced in the Standard Contract Form and Instructions and the Commonwealth Terms and Conditions (either version). However, the following RFR provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00:

The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

Items with the text, " Required for POS Only" specify a requirement for Purchase of Service (POS) human and social services procured under 801 CMR 21.00, Procurement of Commodities or Services, Including Human and Social Services and 808 CMR 1.00, Compliance, Reporting and Auditing for Human and Social Service.

Affirmative Market Program (AMP). Massachusetts Executive Order 390 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Affirmative Market Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. All bidders must follow the requirements set forth in the AMP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of AMP objectives, the Affirmative Market Program (AMP) Plan for large procurements greater than $50,000 will be evaluated at 10% or more of the total evaluation. Once an AMP Plan is submitted, negotiated and approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SOMWBA certified contractors to fulfill their own AMP expenditure benchmarks. M/WBE participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an AMP Plan is mandated only for large procurements over $50,000.

This RFR will contain some or all of the following components as part of the Affirmative Market Program Plan submitted by bidders:

· Sub-contracting with certified M/WBE firms as defined within the scope of the RFR,

· Growth and Development activities to increase M/WBE capacity,

· Ancillary use of certified M/WBE firms,

· Past Performance or information of past expenditures with certified M/WBEs and

· Additional incentives for bidders to commit to at least one certified MBE and WBE in the submission of AMP plans.

A Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), M/Non-Profit, or W/Non-Profit, is defined as such by the State Office of Minority and Women Business Assistance (SOMWBA). All certified businesses that are included in the bidder’s AMP proposal are required to submit an up to date copy of their SOMWBA certification letter. The purpose for this certification is to participate in the Commonwealth’s Affirmative Market Program for public contracting. Minority- and Women-Owned firms that are not currently certified but would like to be considered as an M/WBE for the purpose of this RFR should submit their application at least two weeks prior to the RFR closing date and submit proof of documentation of application for consideration with their bid proposal. For further information on SOMWBA certification, contact their office at 1-617-973-8692 or via the Internet at mass.gov/somwba.

Affirmative Market Program Subcontracting Policies. Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder’s Affirmative Market Program (AMP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.

Best Value Selection and Negotiation. The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

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

Comm-PASS. If this RFR has been distributed electronically using the Comm-PASS system, RFR attachments that are referenced are incorporated by reference into the RFR and are available as separate files within the Forms tab and Specifications tab of the Comm-PASS Solicitation record. OSD Forms are also available at www.mass.gov/osd under the Related Links section. While Comm-PASS offers optional, value-added, automated Comm-PASS Subscription Service on an annual-fee basis, all bidders are solely responsible for obtaining and completing the required attachments that are identified in this RFR and for checking Comm-PASS for any addenda or modifications that are subsequently made to this RFR or attachments. The Commonwealth and its subdivisions accept no liability for and will provide no accommodation to bidders who fail to check for amended RFRs/Requests for Quotes (RFQs) or any other procurement opportunities and subsequently submit inadequate or incorrect responses. Bidders are advised to check the Last Changed Date field on the Summary page or the Amendment History within the Other Information tab of RFRs for which they intend to submit a response in order to ensure that they have the most recent RFR files. Bidders may not alter (manually or electronically) the RFR language or any RFR component files. Modifications to the body of the RFR, specifications, terms and conditions, or which change the intent of this RFR are prohibited and may disqualify a response.

Comm-PASS Subscription Service. The Comm-PASS Subscription Service is sponsored by the Operational Services Division. This service offers a prospective bidder a secure, web-based desktop that contains tools to track and manage postings including solicitation announcements, Request for Responses (RFRs), and Contracts that match the subscriber-designated set of categories and sub-categories on the Commonwealth’s Procurement Access and Solicitation System (Comm-PASS).

Comm-PASS Basic Service will provide a subscriber with:

· Secure web-based desktop within Enhanced Comm-PASS for document management.

· A customizable profile reflecting the bidder’s product/service areas of interest.

· Refined commodity and service categories and sub-categories.

· Full-cycle, automated email alert whenever a solicitation of interest is posted or updated.

· Access to Online Bidder Forums to allow for virtual attendance and participation.

· Tools to submit bids electronically to an encrypted lock-box.

Every public purchasing entity within the borders of Massachusetts may post their solicitations on Comm-PASS at no charge. Comm-PASS has the potential to become the sole site for reviewing and responding electronically to public solicitations in Massachusetts. Fees for the Comm-PASS Subscription Service are based on costs to operate, maintain and develop the Comm-PASS system.

Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

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

Debriefing/Appeals: Debriefing. Required for POS Only. This is an optional specification for non-POS RFRs. Non-successful bidders may request a debriefing from the department. Department debriefing procedures may be found in the RFR. Non-successful POS bidders aggrieved by the decision of a department must participate in a debriefing as a prerequisite to an administrative appeal.

Debriefing/Appeals: Administrative Appeals to Departments. Required for POS Only. Not applicable to non-POS bidders. Non-successful bidders who participate in the debriefing process and remain aggrieved with the decision of the department may appeal that decision to the department head. Department appeal procedures may be found in the RFR.

Debriefing/Appeals: Administrative Appeals to OSD. Required for POS Only. Not applicable to non-POS bidders. Non-successful bidders who participate in the department appeal process and remain aggrieved by the selection decision of the department may appeal the department decision to the Operational Services Division. The basis for an appeal to OSD is limited to the following grounds:

1. The competitive procurement conducted by the department failed to comply with applicable regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 or any successor regulations, the policies in the OSD Procurement Information Center, subsequent policies and procedures issued by OSD and the specifications of the RFR; or

2. There was a fundamental unfairness in the procurement process. The allegation of unfairness or bias is one that is easier to allege than prove, consequently, the burden of proof rests with the bidder to provide sufficient and specific evidence in support of its claim. OSD will presume that departments conducted a fair procurement absent documentation to the contrary.

Requests for an appeal must be sent to the attention of the State Purchasing Agent at Room 1017, One Ashburton Place, Boston, MA 02108 and be received within fourteen (14) calendar days of the postmark of the notice of the department head’s decision on appeal. Appeal requests must specify in sufficient detail the basis for the appeal. Sufficient detail requires a description of the published policy or procedure which was applied and forms the basis for the appeal and presentation of all information that supports the claim under paragraphs 1 or 2 above. OSD reserves the right to reject appeal requests based on grounds other than those stated above or those submitted without sufficient detail on the basis for the appeal.

The decision of the State Purchasing Agent shall be rendered, in writing, setting forth the grounds for the decision within sixty (60) calendar days of receipt of the appeal request. Pending appeals to the State Purchasing Agent shall not prohibit the department from proceeding with executing contracts.

Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of the prospective bidder and awarded contractor 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 PMT, including requests for clarification. The PMT 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 the PMT to be lost or rejected by any means including email or spam filtering.

Electronic Funds Transfer (EFT). All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the OSD Forms page (www.mass.gov/osd). Additional information about EFT is available on the VendorWeb site (www.mass.gov/osc). Click on MASSfinance.

Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

The requirement to use EFT may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The PMT will consider such requests on a case-by-case basis and communicate the findings with the bidder.

Environmental Response Submission Compliance. In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all responses submitted should comply with the following guidelines:

· All copies should be printed double sided.

· All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf). To document the use of such paper, a photocopy of the ream cover/wrapper should be included with the response.

· Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable.

· Bidders should submit materials in a format which allows for easy removal and recycling of paper materials.

· Bidders are encouraged to use other products which contain recycled content in their response documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are made with recycled materials.

· Unnecessary samples, attachments or documents not specifically asked for should not be submitted.

Filing Requirements. Required for POS Only. Not applicable to non-POS bidders. Successful bidders must have filed their Uniform Financial Statements and Independent Auditor's Report (UFR), as required for current contractors, with the Operational Services Division via the Internet using the UFR eFiling application for the most recently completed fiscal year before a contract can be executed and services may begin. Other contractor qualification/risk management reporting requirements and non-filing consequences promulgated by secretariats or departments pursuant to 808 CMR 1.04(3) may also apply. In the event immediate services are required by a department, a contract may be executed and services may begin with the approval of OSD and the appropriate secretariat. However, unless authorized by OSD and the appropriate secretariat, the contractor will not be paid for any such services rendered until the UFR has been filed.

HIPAA: Business Associate Contractual Obligations. Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable.

Minimum Bid Duration. Pursuant to MGL c. 106, Section 2-205, bidders responses/bids made in response to this RFR must remain in effect for 90 days from the date of bid submission.

Northern Ireland Notice and Certification. All bidders must complete the Northern Ireland Notice and Certification form to satisfy M.G.L. c.7 section 22C, which states that no state agency may procure commodities or services from any bidder employing ten (10) or more employees in an office or other facility located in Northern Ireland unless the bidder certifies through the notice and certification form that if it employs ten or more employees in Northern Ireland, a) the bidder does not discriminate in employment, compensation or the terms, conditions and privileges of employment on account of religious or political belief, b) the bidder promotes religious tolerance within the workplace and the eradication of any manifestations of religious and other illegal discrimination and, c) the bidder is not engaged in the manufacture, distribution or sale of firearms, munitions, including rubber or plastic bullets, tear gas, armored vehicles or military aircraft for use or deployment in any activity in Northern Ireland.

Pricing: Federal Government Services Administration (GSA) or Veteran’s Administration Supply. The Commonwealth reserves the right to request from the successful bidder(s) initial pricing schedules and periodic updates available under their GSA or other federal pricing contracts. In the absence of proprietary information being part of such contracts, compliance for submission of requested pricing information is expected within 30 days of any request. If the contractor receives a GSA or Veteran’s Administration Supply contract at any time during this contract period, it must notify the Commonwealth contract manager.

Pricing: Price Limitation: The bidder must agree that no other state or public entity customer within the United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the bidder must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts.

Provider Data Management. Required for POS Only. Not applicable to non-POS bidders. The Executive Office of Health and Human Services (EOHHS) has established a Provider Data Management (PDM) business service that is integrated into the Virtual Gateway. PDM is accessible by providers with current POS contracts. Departments may require that bidders with current POS contracts submit certain RFR-required documents through PDM. These documents have been specified in the RFR. When submitting documents via PDM, bidders are required to print and sign a PDM Documentation Summary. PDM users should verify that all information is accurate and current in PDM. Bidders are required to include the signed PDM Documentation Summary in their RFR response.

Public Records. All responses and information submitted in response to this RFR 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 shall be disregarded.

Reasonable Accommodation. Bidders with disabilities that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A bidder requesting accommodation may be required to confirm his or her request in writing to the contact person. The request must state that it is based on a disability and specifically identify the accommodation desired. Although entities of the Commonwealth will make all reasonable efforts to accommodate the requests of bidders with disabilities, they reserve the right to reject unreasonable requests.

Restriction on the Use of the Commonwealth Seal. Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

Subcontracting Policies. Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

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APPENDIX I

A BRIEF DESCRIPTION OF THE

SIGN LANGUAGE PROFICIENCY INTERVIEW (SLPI)

Frank Caccamise & William Newell National Technical Institute for the Deaf (NTID) Rochester Institute of Technology (RIT) Rochester, NY 14623-5604 September 2000

The SLPI, a conversational approach to sign language communication skills assessment, is based on the Oral Proficiency Interview (OPI) (also known as the Language Proficiency Interview/LPI). Like the O/LPI, the SLPI permits interview content to vary according to the job responsibilities, background, and interests of each person interviewed. Consistent with the O/LPI, the goal of the SLPI is to assess how well people are able to use sign language for their communication needs, and, as appropriate, to assist people in development of their sign language communication skills.

The SLPI involves a one-to-one conversation between the interviewer and candidate/interviewee, with each interviewee videotaped and subsequently rated independently by SLPI raters. The basis for ratings is the SLPI Rating Scale, a standard scale based on a highly skilled, knowledgeable native/native-like signer.

The SLPI assesses American Sign Language (ASL) as it is used among skilled sign language communicators in the United States. This use includes the full range of ASL from pure, linguistic descriptions of ASL to English influenced signing. This full range is characterized by (a) meaning-based sign language vocabulary selection consistent with standardized signs in current use by skilled language users, and (b) a variety of grammatical features that are consistent with effective use of gestural/visual language for communication. These grammatical features include: (a) space, indexing, eye gaze, sign movement directionality, and body shifts to separate ideas and to identify and discuss persons, places, and objects present and not present; (b) classifiers for describing and representing persons, places, and objects and their movements (for example, use of the index finger to represent “a person”); (c) sign-word order which facilitates effective communication in gestural-visual language; and (d) facial expressions and other body movements (non-manual signals) to support and add to information communicated (for example, affirmative and negative head movements). In addition to vocabulary and grammatical features, clarity of sign production, fluency, and comprehension are important to effective communication when using a gestural-visual language, and therefore are considered in SLPI ratings. Further explanation of what is assessed by the SLPI is provided in the SLPI Training Workshop Notebook, Section 5, “Skills Important for Effective Sign Language Communication and Sign Language Proficiency Interview (SLPI) Rating Levels.”

As we have discussed consistently in SLPI presentations and published materials, follow-up is critical to successful use of the SLPI. Thus, SLPI candidates are encouraged to schedule SLPI follow-up meetings. During follow-up meetings candidates have the opportunity to meet with sign language specialists to review and discuss their SLPI videotapes as a basis for planning skill development activities based on their individual communication skills and needs.

APPENDIX II

SIGN LANGUAGE PROFICIENCY INTERVIEW (SLPI) RATING SCALEa

aAdapted from US Foreign Service Institute & ACTFL LPI Rating Scales by William Newell & Frank Caccamise bFor all SLPI rating descriptors, first statement (in bold type) always a statement of ASL communicative functioning, with all remaining statements (regular type) descriptors of ASL form (vocabulary, production, fluency, grammar, and comprehension).

March, 1999 (revised edition).

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