RFR_171626~1.doc

The Commonwealth of Massachusetts

Department of public health

TEWKSBURY HOSPITAL

Address: 365 East Street Tewksbury Ma 01876 Contact Name: Maria Beaudry Telephone #:978-851-7321x2224 Fax #:978-851-6745 Email: Maria.Beaudry@State.Ma.Us

Request for Response (RFR) Document Title: Religious Services Coordinator of Pastoral Services

ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-16-1031-ADMIN-ADM08-00000008278 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: RFR_171626 05/03/2016

Procurement Category: 94-11-00 Object Code: _JJ2____ Activity Code: _4810__

1.1 Procurement Scope and Description: Tewksbury Hospital is seeking the services of an organization to provide pastoral services to all patients, staff and significant others comprising our hospital family which ministers to the spiritual and emotional needs of all our patients regardless of race , religion, ethnicity, sexual orientation, or gender.

1.2 Background Information:

Tewksbury Hospital operates a 350 bed Joint Commission accredited hospital. Approximately 220 complex chronic medical adult patients reside on seven (7) inpatient units and 150 psychiatric clients reside on five (5) inpatient units. A full range of ancillary services are available at the site, including 24/7 nursing and medicine as well as clinical laboratory, psychiatry and psychology, radiology, respiratory care, speech pathology, occupational therapy, physical therapy, clinical dieticians, clinical social workers and pharmacy, and on-site dialysis clinic.

In addition to the main hospital site, the hospital campus is home to eight (8) residential vendor programs which provide services on a 24/7 basis. The residential programs consist of six (6) substance abuse programs, serving 275 residential clients (24/7), two (2) of which serve women with children and two (2) locked young adolescent programs, serving approximately 30 clients daily with a compliment of 65 staff.

The hospital also provides regional space to five (5) state agencies. On any given day approximately 2,500 people enter and exit the campus to work, visit, and receive services or assistance.

1.3 Applicable Procurement Law

Executive Branch Goods and Services

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Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.4 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

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Single Contractor

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Multiple Contractors

1.5 Calendar Rule Type:

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1.6 Acquisition Method:

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Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.7 Use of a Procurement by a Single or Multiple Departments:

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Limited User Contract – Restricted to Use by Issuing Entity Only.

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Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: __5__ year(s) ____months;

Anticipated Renewal Options: __1__ options to renew for ___5__ year(s) each option

Final End Date of this Contract: _06/30/2026__________

1.9 Anticipated Expenditures, Funding Or Compensation For Expected Duration

Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $__225,000.00_______

Check One (“X”):

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Contract will have a Maximum Obligation

Rate Contract: Contract will NOT have a Maximum Obligation Amount

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

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No

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications:

The organization will be responsible for providing patients and family member with Pastoral Services designated to deal with the spiritual issues that transcend denominational lines. This requires professional training and is prerequisite for all those on staff with the hospital. The Coordinator of Pastoral Services will also possess training in interdisciplinary studies, theology, scriptural studies, psychology and specific education in clinical depression; psychiatric disorders and ministry to the dying and the bereaved. Postgraduate courses in recognized divinity schools validate the credentials of the pastoral coordinator and assure the hospital institution that ministry is provided in a spiritual setting and not directed to denominational lines. Familiarity with specialized areas of medicine, including chronic and acute care, addiction issues and other medical procedures are especially useful in a healthcare setting. It will be the responsibility of the organization to subcontract in order to provide religious services of different denominations if requested by patients or family members. The awarded organization will be responsible for provision of all religious supplies (i.e. palms, communion host, etc.) associated with services.

For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

3.0 Performance Requirements and Contract Monitoring:

Supervisory Staff will:

Review daily logs for services provided

Review contractor file for positive and negative feedback as it relates to the contractor interaction with patients and staff.

Require that Individual patients spiritual needs are met.

Require timely submission of reports

Require successful completion of assigned tasks as outlined in the RFR

Review the quality of contract management data including any and all relevant incident reports and patients complaints The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement:

Timely Delivery (Commodities, Services, Reports, Billing, etc.)

Responsiveness to Departmental Inquiries

Quality of Deliverables (Commodities, Services, Reports, Incident Report, Patient Complaints etc.)

Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR

4.0 Contract Invoicing: Invoices are to be mailed on a monthly basis to Tewksbury Hospital 365 East Street Tewksbury Ma 01876 c/o Accounts Payable Dept.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. COMMBUYS Bid Solicitation for this form.

5.0 Evaluation Criteria:

Successful review of References Responsiveness to the RFR

Cost of Service

Supplier Diversity Program (SDP): The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September, 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

Additional information about SDP can be found in the Supplier Diversity Program (SDP) Plan section of the “Additional Requirements” document found on the COMMBUYS Bid Solicitation. The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the COMMBUYS Bid Solicitation.

The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.

Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation.

6.0 Estimated Procurement Calendar

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

06/06/2016 @ 3:00 pm

Deadline for Forms that require Ink Signatures.

(See Instructions for Submission of Responses below for further instruction.)

06/13/2016 Mail forms to:

Tewksbury Hospital

365 East Street Tewksbury Ma 01876 c/o Maria Beaudry

7.0 Instructions for Submission of Responses

Candidates must provide references to the type of pastoral services delivered in a hospital setting.

Bidders should submit a budget for weekly/monthly/individual services including any necessary supplies.

Provide a one page description of available services.

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

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

COMMBUYS Item Screen Vendors submitting quotes with “No Bid” checked in the item screen will not be eligible to enter into a contract with DPH. “No Charge” must be checked or a dollar amount entered in the Unit Cost Field. The “No Charge” selection will not be construed by the Purchaser to mean an offer to provide services or products at no charge.

Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

Ink Signatures

The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms:

Commonwealth Terms and Conditions (If not already on file with the Comptroller)

Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller)

Bidders who agreed to the terms and conditions of these forms electronically via COMMBUYS online Quote submission tool must still submit the above forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in must be in a .zip format.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

8.0 RFR Attachments:

The forms listed on the COMMBUYS Bid Solicitation for this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

complete and sign in blue ink as instructed in the RFR

the application.

9.0 COMMBUYS Support:

The following resources are provided to assist Bidders in submitting Quotes:

An online job aid on “Creating a Quote in COMMBUYS for DPH; Standard RFRs” Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

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 the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�.

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

Standard Template 6-8-2015