RFR 210621 Massachusetts Home Visiting Initiative revised 02-25-2020.doc

The Commonwealth of Massachusetts

Department of Public Health

{ Bureau of Family Health and Nutrition }

Address: 250 Washington St., 5th floor Contact Name: Darline Duncan Telephone: 617-624-5914 Fax: 617-624-5990

Email: darline.duncan@state.ma.us

Request for Response (RFR)

Document Title: Massachusetts Home Visiting Initiative COMMBUYS BID Number: BD-20-1031-BFHN0-BFH03-47559 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: 210621

January 14, 2020

1.0 Procurement Scope and Description:

Only vendors that hold a Bureau of Family Health and Nutrition (BFHN) Massachusetts Home Visiting Initiative (MHVI) contract in FY 2020 are eligible to apply to this procurement. While the MHVI program is currently undertaking the federally required Needs Assessment it is the expectation that the approved vendors will continue with the programming already in place. Once the Needs Assessment is complete a new open procurement will be released.

The Massachusetts Home Visiting Initiative (MHVI), the in-state name for the federal Maternal, Infant, and Early Childhood Home Visiting Initiative (MIECHV) supports implementation of Evidence-Based Home Visiting (EBHV) programs in the 17 identified communities of Boston, Brockton, Chelsea, Everett, Fall River, Fitchburg, Holyoke, Lawrence, Lowell, Lynn, New Bedford, North Adams, Pittsfield, Revere, Southbridge, Springfield, and Worcester to serve the priority populations named in statute (Social Security Act, Title V, Section 511(d)(4)) and identified in the 2010 Needs Assessment. The EBHV programs are Parents as Teachers (PAT), Early Head Start Home-Based (EHS), and Healthy Families America (HFA) (including Healthy Families Massachusetts- HFM), and they provide services to pregnant and parenting families.

This contract will begin on July 1, 2020. Contracts using cost reimbursement will be available contingent on federal funding.

1.0.1 Background Information:

Maternal, Infant, and Early Childhood Home Visiting Program (MIECHV) Goals & Priority Populations The goals of MIECHV are to: (1) strengthen and improve the programs and activities carried out under Title V of the Social Security Act ; (2) improve coordination of services for at-risk communities; and (3) identify and provide comprehensive services to improve outcomes for eligible families who reside in at-risk communities. The objectives of MIECHV are to implement EBHV models that include voluntary home visiting as the primary service, to serve eligible families residing in communities identified in the 2010 Needs Assessment and the most current statewide needs assessment, target outcomes specified in the authorizing legislation, and ensure the provision of high quality home visiting by coordinating with the statewide early childhood systems to support the needs of those families.

The Health Resources and Services Administration (HRSA), the federal agency administering MIECHV, emphasizes that MIECHV provides an opportunity for significant collaboration and partnership at the federal, state, tribal, and community levels to improve health and developmental outcomes for children through EBHV programs. The funds are intended to assure effective coordination and delivery of critical health, development, early learning, child abuse and neglect prevention, and family support services to children and families through home visiting programs. MIECHV plays a crucial role in building high-quality, comprehensive statewide early childhood systems to support pregnant women, parents and caregivers, and children from birth through kindergarten and ultimately, to improve health and developmental outcomes.

HRSA’s priority populations for MIECHV are:

· Eligible families who reside in communities in need of such services, as identified in the statewide needs assessment; taking into account the staffing, community resource, and other requirements to operate at least one approved model of home visiting and demonstrate improvements for eligible families;

· Low-income eligible families;

· Eligible families with pregnant women who have not attained age 21;

· Eligible families that have a history of child abuse or neglect or have had interactions with child welfare services;

· Eligible families that have a history of substance use or need substance use treatment;

· Eligible families that have users of tobacco products in the home;

· Eligible families that are or have children with low student achievement;

· Eligible families with children with developmental delays or disabilities; and

· Eligible families that include individuals who are serving or formerly served in the Armed Forces, including such families that have members of the Armed Forces who have had multiple deployments outside of the United States.

The HRSA program requirements for states, territories, tribes, and their local implementing agencies (LIA) are:

· Serving high risk populations (e.g. including those outlined above)

· Fidelity to EBHV service models

· Enrollment of families (including re-enrollment and the avoidance of dual enrollment)

· Collaboration with early childhood partners and early childhood system coordination

· Reflective supervision

· Sub-recipient monitoring (e.g. state lead agencies monitoring LIAs)

In addition, Massachusetts priority populations also include families who are:

· Immigrants

· Affected by housing insecurity and/or homelessness

· Affected by domestic violence

· Affected by mental health issues This project is supported by the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services (HHS) under grant number X10MC33586 Maternal, Infant and Early Childhood Home Visiting Grant Program ($7,046,267.00). This information or content and conclusions are those of the author and should not be construed as the official position or policy of, nor should any endorsements be inferred by HRSA, HHS or the U.S. Government.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

Legal Services

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

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

Check One (“X”):

Single Contractor

FORMCHECKBOX

Multiple Contractors

1.4 Calendar Rule Type:

1.5 Acquisition Method: Fee for Service:

FORMCHECKBOX

Cost Reimbursement

Unit Rate

Other:

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

FORMCHECKBOX

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

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.

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: __1__ year

Final End Date of this Contract: _____6/30/2021___________________

1.8 Anticipated Expenditures, Funding Or Compensation For Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $5,000,000.00 Check One (“X”):

FORMCHECKBOX

Contract will have a Maximum Obligation

Rate Contract: Contract will NOT have a Maximum Obligation Amount

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

No

FORMCHECKBOX

*Providers receiving federal grant funds will be considered sub-recipients for federal grant purposes and will be required to comply with applicable federal requirements, including but not limited to sub-recipient audit requirements under OMB Circular A-133.

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.

Notice concerning rates of payment – The Department of Public Health reserves the right to change the method of payment during the life of the contract. Rates of payment and reimbursement structures may change.

Commercial Earnings Fees: Revenues generated by for-profit organizations that are awarded contracts under this RFR may not exceed expenses incurred except in cases where a ‘for profit earnings fee’ has been negotiated between the Department and the contractor and incorporated into the approved contract. Should no earnings factor be recognized in the contract, the earnings fee shall be assumed to be zero.

Start Up and Capital Budget

Any start-up costs deemed necessary will be negotiated between the purchasing Agency and the provider. Payment rates for start-up costs will be governed by 114.5 CMR 4.00 Rates for Certain Social, Rehabilitation, and Health Care Services or any successor regulation, and 808 CMR 1.00 Compliance, Reporting and Auditing for Human and Social Services. Any capital requests deemed necessary will be negotiated between the purchasing Agency and the provider and will be governed by 114.5 CMR 4.00 and any successor regulation, 808 CMR 1.00 and the Operational Services Division Purchase of Service (POS) Capital Items Procurement Policy.

2.0 Specifications

Only vendors that received a MHVI contract in FY 2020 are eligible to apply to this procurement.

MHVI will support the three in-state EBHV models: Parents as Teachers, Early Head Start Home-Based, and Healthy Families America (including Healthy Families Massachusetts) in the 17 communities of Boston, Brockton, Chelsea, Everett, Fall River, Fitchburg, Holyoke, Lawrence, Lowell, Lynn, New Bedford, North Adams, Pittsfield, Revere, Southbridge, Springfield, and Worcester. MHVI will serve pregnant and parenting families including priority-population families, with children through kindergarten who reside within the 17 communities.

Scope of Services:

Eligibility: Local Implementing Agency (Contract Awardee)

1. Only vendors that received a MHVI contract in FY 2020 are eligible to apply to this procurement

2. The applying agency will be designated a LIA and will be responsible for carrying out all contract (program, data, and fiscal) requirements.

3. There will be no subcontracts with other EBHV models with this RFR. However, agencies are strongly encouraged to collaborate with other EBHV models.

4. Agencies are strongly encouraged to collaborate with multiple stakeholders (i.e. mental health, substance use, domestic violence, etc.) to provide comprehensive services for families. Agencies are allowed to subcontract with these community providers to provide training or consultation if desired/needed.

5. LIAs will be required to participate in the annual DPH MHVI program and fiscal site visits as well as on-going program and fiscal monitoring.

6. LIAs will be required, as necessary, to participate in HRSA site visits.

7. LIAs will be required to attend the annual MHVI Grantees Meeting.

8. LIAs will be required to complete LIA surveys as disseminated.

9. MHVI is committed to implementing the program consistent with the CLAS Standards. CLAS standards support vendors to create culturally-competent organizations and systems, contribute to elimination of racial and ethnic health disparities, and make services more responsive to the client needs. MDPH MHVI requires contracted vendors to work continually to meet CLAS standards, complete the annual CLAS self-assessment, and MHVI will provide technical assistance (TA) and quality improvement support as needed.

EBHV Models & Model Fidelity

1. LIAs are required to maintain fidelity to the selected evidence-based home visiting model(s). Fidelity is defined as an applicant’s adherence to model developer requirements for implementation as well as any affiliation, certification, or accreditation required by the model developer, if applicable. These requirements include all aspects of initiating and implementing an evidence-based home visiting model, and can include elements such as: recruiting and retaining clients; providing ongoing supervision and professional development for staff; and developing an integrated resource and referral network to support client needs.

2. Noncompliance with model fidelity or national model annual performance standards could impact the programs’ receipt of MHVI funding.

3. Each selected LIA must work with their selected model developer and MHVI to ensure fidelity to the model selected during expansion and/or implementation.

Service Population

1. Priority populations are:

· Eligible families who reside in communities in need of such services, as identified in the statewide needs assessment; taking into account the staffing, community resource, and other requirements to operate at least one approved model of home visiting and demonstrate improvements for eligible families;

· Low-income eligible families;

· Eligible families with pregnant women who have not attained age 21;

· Eligible families that have a history of child abuse or neglect or have had interactions with child welfare services;

· Eligible families that have a history of substance use or need substance use treatment;

· Eligible families that have users of tobacco products in the home;

· Eligible families that are or have children with low student achievement;

· Eligible families with children with developmental delays or disabilities; and

· Eligible families that include individuals who are serving or formerly served in the Armed Forces, including such families that have members of the Armed Forces who have had multiple deployments outside of the United States.

· Immigrant families

· Families affected by housing insecurity and/or homelessness

· Families affected by domestic violence

· Families affected by mental health issues

MHVI also prioritizes the following underserved populations:

· Families with children ages three to kindergarten

· Parents over age 21 years

· Parent with multiple children

· Fathers and/or co-parents

2. Applicants must demonstrate cultural and linguistic capacity to serve the populations who reside in the community.

Group Services

1. Most national EBHV models require LIAs to provide group services to participants to support social connectedness, emotional wellness, parent-child interaction, and healthy growth and development.

2. All LIAs will be required to complete at least one parent support group series (six week series) per fiscal year. If group series are required by model developers, the model required group series may be used to fulfill the DPH requirement. Collaboration with other agencies is encouraged as appropriate when providing group services.

Participant Recruitment, Engagement, and Retention

1. Per HRSA requirements, LIAs must be at 85% service capacity. Maximum service capacity is defined as the highest number of families or households that could potentially be enrolled during a year if the program were operating with a full complement of hired and trained home visitors. The specific expectations of annual capacity (numbers per home visitor) vary by model. Capacity is defined as serving 12 families per full time equivalent (FTE) at a point in time for the HFA, HFM, and PAT programs. The capacity for EHS is 10 families per FTE at a point in time.

2. LIAs must support comprehensive recruitment, engagement, and retention plans to ensure ongoing enrollment of families. Specific components of the plan must include recruitment, enrollment, retention, disengagement, and re-enrollment of families in home visiting services. Performance with participant recruitment and retention will be a focus of quarterly reports and annual site visits by DPH staff.

3. LIAs must develop and implement policies and procedures to avoid dual enrollment. Dual enrollment refers to home visiting participant enrollment and receipt of services through more than one MHVI-supported home visiting model concurrently.

4. LIAs will develop and implement procedures to seamlessly transfer enrolled families to alternate MHVI-supported home visiting models if it best meets the interests and needs of the family for reasons including, but not limited to, re-location, eligibility, graduation, etc.

5. MHVI supports LIAs’ efforts to serve homeless families and allows flexibility with regard to geography to extend coverage to and support continuity of services for participants who may become or are at risk for homelessness.

6. LIAs must also ensure that all home visiting program participation is voluntary.

Staff Recruitment and Retention

1. MHVI expects LIAs maintain staffing levels determined during contract negotiations.

2. DPH encourages agencies to provide appropriate and competitive salaries (or hourly rates) to recruit and retain qualified staff. Current rates reported by agencies are $15-$22 per hour.

3. LIAs are allowed to hire directly or subcontract with clinical staff, other support staff, or consultants to provide topic-specific expertise or clinical support to home visiting staff. MHVI encourages agencies to consider hiring social workers or other clinicians to provide clinical support and consultation to home visiting staff and participants.

4. LIAs are required to adhere to national EBHV model supervision requirements. All LIAs are required to provide Reflective Supervision

5. LIAs are required to provide notify MHVI staff of staff departures (retirement, termination, etc.) two weeks before the anticipated end date.

6. New home visitors are expected to be seeing families within three months of the hire date.

Training

1. LIAs are required to maintain compliance with all required national model trainings expectations.

2. LIAs are required to maintain compliance with all MHVI trainings expectations.

3. MHVI trainings will provide content, screening and assessment information to support grantees in delivering high-quality EBHV services.

4. DPH encourages applicants to budget for any desired additional trainings or professional development opportunities and outline these trainings in your budget narrative.

5. A full list of required MHVI trainings is outlined in the MHVI Training and Professional Development Protocol.

6. Compliance with training requirements will be assessed annually.

Data Collection and Continuous Quality Improvement The MIECHV performance measurement system includes two types of data collection: 1) demographic, service utilization, and select clinical data indicators, and 2) performance indicators and systems outcome measures. Data collected at the LIA level are compiled and analyzed to meet annual performance reporting requirements. The following are the six Federal benchmark areas on which all programs will be required to collect and report data.

· Improvements in maternal, newborn, and child health

· Prevention of child injuries, child abuse, neglect, or maltreatment, and reduction in emergency room visits

· Improvements in school readiness and child academic achievement

· Reduction in crime or domestic violence

· Improvements in family economic self-sufficiency

· Improvements in the coordination and referrals for other community resources and supports

1. LIAs are required to collect, record, and report all data elements necessary to meet the federally mandated Maternal, Infant, and Early Childhood Home Visiting Initiative (MIECHV) Performance Measurement requirements (see HRSA.gov for more information).

2. LIAs must use the MHVI-assigned management information system (MIS) for MHVI data collection and reporting. PAT programs will use Penelope, the PAT National system; HFA will use the Efforts to Outcomes (ETO), and HFM and EHS programs will use the Participant Data System (PDS) managed by the Children’s Trust.

3. LIAs must enter all data by the 10th of each month.

4. LIAs must participate in MHVI evaluation activities as necessary and/or required. Evaluation activities may include but are not limited to interviews, focus groups, and surveys.

5. LIAs must participate in continuous quality improvement (CQI) activities using Plan, Do, Study, Act (PDSA) methodology to conduct rapid cycle tests of change to improve program performance.

Building Local and Statewide Systems LIAs are encouraged to continue to work on building and enhancing community supports, services, and systems for families with young children including but not limited to:

1. In accordance with national model expectations, LIAs are expected to maintain their own Advisory Council or participate in a local advisory council that has been specifically identified to meet the purpose of MHVI Advisory Council expectations and the home visiting programs’ goals.

2. Participation in other local advisory councils or committees.

3. Collaboration with other initiatives to support the early childhood system of care such as Housing and Urban Development (HUD) Continuum of Care meetings or local early childhood councils.

4. Participation in learning opportunities on collective impact and collaborations at the community level.

5. Partnering with local agencies to share resource, send referrals, promote programming, and co-host groups or events for families.

Trauma-Informed Agency/Care Delivery Awardees should embody a Trauma-Informed Approach in program delivery and staff management. Trauma-Informed Approach is one in which an organization realizes the impact of trauma on both its families and staff, recognizes the signs of trauma, and uses that understanding to improve client engagement, outcomes, organizational services, trauma-informed care practices, and to prevent re-traumatization (Menschner & Maul, 2016; SAMHSA, 2014). A Trauma-informed approach can also use self-care practices and procedures to help prevent burnout and turnover among home visiting program staff, which ultimately impacts retention, success, and well-being among the families served (Cairone, Karen et. al. Home Visiting Issues and Insights Creating a Trauma-Informed Home Visiting Program Issue Brief: January 2017).

Funding Specifications

1. Applicants will be able to subcontract with other community providers as needed, such as a local substance use treatment provider or mental health agency. All subcontracts are subject to DPH approval.

2. HRSA requirements note that MIECHV programs authorized by § 511 of the Social Security Act do not support the delivery or costs of direct medical, dental, or mental health services or legal services except for some limited services provided (typically by the home visitor) to the extent required in fidelity to an EBHV that meets the HHS criteria for evidence of effectiveness. Please note, if your agency has or plans on hiring a clinical specialist (social worker) they can provide activities such as but not limited to consultation, assessment, support, training, co-visits, but they cannot provide direct one-on-one clinical therapy.

3. Entertainment costs or gift cards for entertainment are not allowed. This includes tickets or passes to amusement parks, movie and museum, tickets to other entertainment activities including the zoo. Please note, many community agencies received free passes to museums, library events, etc. and these are permissible to distribute to participants.

CORI Checks

In order to ensure that employees or other persons regularly providing client or support services in any program of an EOHHS Department or in vendor agency programs funded by an EOHHS Department are appropriate for serving in their positions, a Criminal Offender Record Information (CORI) check shall be performed on candidates for positions in such programs or facilities, in accordance with 101 CMR 15.00 (EOHHS regulations governing Criminal Offender Record Checks). These regulations establish a core standardized policy regarding the review of criminal records for employment. It is the policy of EOHHS that an individual’s background including any CORI and other relevant information be carefully considered so that the vulnerable populations served by EOHHS are protected. It is also the policy of EOHHS that qualified rehabilitated offenders are given a fair opportunity to be employed and successfully reintegrated into the workforce. In addition, as provided in 101 CMR 15.09(5), the hiring authority must comply with the requirements of the Division of Criminal Justice Information Services (formerly the CHSB) governing CORI at 803 CMR 2.00 et seq.

3.0 Performance Requirements and Contract Monitoring

LIA contract performance on the activities described above will be monitored through annual site visits, collection of performance indicators (data), technical assistance calls, and additional collection and monitoring mechanisms as appropriate.

DPH will monitor all contract activity, both fiscal and programmatic (including data). LIAs will be required to collect data required for the federally required performance measures and enter these data into the required management information system (MIS). DPH will provide TA and feedback on data collection activities through Performance Measure Reports and other data monitoring activities.

LIAs will be required to provide information for the following monitoring documents as requested by DPH:

1. Submit to DPH a Budget & Budget Narrative prior to the start of the Fiscal Year and prior to any contract amendments.

2. Training Log (as requested).

3. Comply with mid-fiscal year Fiscal Check-in via standard fiscal template.

4. Participate in Annual Site Visits (both Fiscal and Program) and provide and/or complete required site visit documentation.

5. Participate in Annual LIA Survey (as disseminated).

6. Participate, as required, in technical assistance and monitoring phone calls to discuss relevant program expectations.

7. CLAS self-assessment.

Contract required documents: Submit to DPH written policies and procedures, Signatory Form, CLAS standards, Terms & Conditions, Memo including Security/Confidentiality upon award of contract and as requested each fiscal year.

Contract funding will be contingent upon the LIA meeting contract requirements, performance measures including caseload capacity, and fiscal spend down.

4.0 Contract Invoicing

I. Cost Reimbursement Contracts:

· DPH billing procedures through the EIM/ESM system require that contracted providers submit an invoice, on a monthly basis, for all services provided in the previous month.

· DPH requires that this invoice be authorized in EIM-ESM no later than the 14th day of the month, following service delivery. This includes a zero invoice if no services were provided.

· The only exceptions will be when the Bureau has been previously notified of extenuating circumstances and the request has been approved by the bureau contract manager. If corrections need to be made to previously submitted invoices, supplemental invoices must be submitted for the month in which the billing was originally submitted.

· All offsets must be reported for each UFR on the Invoice.

· Refer to the Provider Billing Booklet Reimbursement Policies and Billing in EIM for detailed invoicing requirements.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see the COMMBUYS Bid Attachment Section for this form.

5.0 Evaluation Criteria

An eligible bidder as defined in section 2.0 and completion of all applicable documents posted with this RFR in COMMBUYS.

6.0 Estimated Procurement Calendar

Deadline for Questions and Answers

All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

February 25, 2020

Email questions to Darline Duncan Darline.Duncan@state.ma.us

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

Wednesday March 4th 2020 4:00pm

Deadline for Forms that require Ink Signatures.

(See below for Submission of Responses instructions.)

Wednesday March 11th 2020 to:

Darline Duncan

250 Washington Street, 5th Floor Boston, MA 02108

7.0 Instructions for Submission of Responses

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.

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:

· 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 must 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. Attachments must be uploaded individually and cannot be combined in a zipped file.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder and the RFR number. For additional instructions about naming conventions and the document titles see the Checklist of Attachments found in the Application Response Form. The description entered during the file upload process ensures each file is readily identified by Company Name, RFR and content.

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

8.0 RFR Attachments:

The forms listed on the COMMBUYS Bid Solicitation; File attachment section 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 and return as instructed in the RFR.

9.0 COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/commbuys Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@mass.gov 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.

10.0 Other Requirements Pertaining to this RFR

Americans With Disabilities Act (ADA) Contract Compliance: Contractors must be in compliance with ADA requirements. Contract awardees must have current Policies and Procedures and facilities’ checklists (MFAT Checklist) on file and available for inspection at the administrative unit of the agency within three months of the contract award.

Coalition Engagement: In 2015, DPH established Coalition Principles and Guidelines. The intent of these Principles and Guidelines is to (1) articulate DPH’s strong support for coalition engagement; (2) establish shared language for its vendors and partners regarding community collaboration and coalition engagement; and (3) provide guidelines and direction to grantees/vendors around how DPH defines a coalition (by meeting a set of minimum requirements). It is expected that applicants for DPH funding participate in a coalition that meets the minimum requirements. Please go to the website for more detailed information on the Coalition Principles and Guidelines and minimum requirements, at http://www.mass.gov/eohhs/docs/dph/com-health/coalition-engagement-principles-and-guidelines.pdf Bidder’s to be considered for this funding must agree to participate in a coalition of their choosing that meets the minimum requirements established in the 2015 DPH Coalition Principles and Guidelines. As part of the application, agency must name a coalition they plan to participate in and describe how it will enhance the work of their proposed program.

The Community Health Training Institute managed for DPH by HRiA has developed a Listing of Coalitions, a tool to find coalitions working toward healthier communities in Massachusetts. Coalitions are able to verify in the listing whether or not they meet the minimum requirements for DPH. See http://www.hriainstitute.org/coalitions to find coalitions in your area or ones doing similar work and to verify whether or not they meet minimum requirements for coalitions. If a coalition is not listed on the HRiA roster of coalitions with verification that it meets minimum requirements, there are two options 1) register with the Community Health Training Institute’s Listing of Coalitions or 2) bidders must provide documentation to support the choice of working with their chosen coalition and that they meet the minimum requirements.

Debriefing: Upon award notification, Bidders submitting responses to this RFR and aggrieved by non-selection may request a debriefing from the Department by contacting the contact person (in writing) identified on the cover page of this RFR within fourteen (14) calendar days of the postmark of the award notification letter. A debriefing provides the bidder with an opportunity to: (1) discuss with designated DPH staff the Department’s determination relative to the bidder’s proposal and the basis for the award decision, (2) have Department staff identify any areas of weakness on the bidder’s response and suggest improvements for future procurements, and/or (3) examine lists, awards, evaluation materials and ratings from the review committee. Note that comparisons with other responses will not be made during a debriefing.

Debriefing/Appeals: Administrative Appeals to OSD. 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 Operational Services Division, Legal, Policy and Compliance Office, 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 Operational Services Division 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 Operational Services Division shall not prohibit the department from proceeding with executing contracts.

Enterprise Invoice / Service Management (EIM/ESM): If EOHHS or DPH directs contractor during the term of this amended contract to access the EIM/ESM service through the Virtual Gateway for the purpose of conducting business with either EOHHS or DPH, contractor agrees to use such services as directed and execute all required Use or Service Agreements required by the Virtual Gateway and to comply with all applicable Virtual Gateway, DPH and EOHHS policies and procedures related to such services, including policies pertaining to data security and protection of confidential information. Contractor further agrees to submit all information as directed by EOHHS or DPH including, but not limited to, invoices, contract and/or other information to DPH through these web-based applications. Contractor further agrees to take all necessary steps to ensure that it, and its subcontractors or affiliates, complies with these requirements and has access to and utilize all required web-based services in the Virtual Gateway.

National Culturally and Linguistically Appropriate Services (CLAS) Standards When releasing their report “Unequal Treatment” the Institutes of Medicine concluded “race disparities in health outcomes persist even after the significant efforts of multiple programs and accounting for risks such as low income, poor education and cigarette smoking.” The national Culturally and Linguistically Appropriate Services (CLAS) Standards have been developed to offer a framework to address the structural, clinical and organizational barriers that contribute to health disparities. In 2005, the Massachusetts Department of Public Health Office of Health Equity was awarded the federal grant State Partnership Grant to Improve Minority Health. The goal of this grant is to develop and implement Massachusetts standards consistent with the nationally proposed CLAS Standards throughout the Department’s procurement and internal operations. DPH would be among the first public health agencies in the country to systematically apply these standards as a tool to eliminate racial, ethnic and linguistic health disparities.

Continued implementation of the CLAS standards will occur over the term of this contract. Providers will be required to cooperate with this effort. Such cooperation may include the submission of data relative to the CLAS standards and the implementation of CLAS-related performance requirements.

The national CLAS standards are included as an attachment to this RFR. Making CLAS Happen is a guide to providing culturally and linguistically appropriate services in a variety of public health settings. Further guidance is available at the Office of Health Equity’s website: www.mass.gov/dph/healthequity.

Provider Data Management (PDM): Pursuant to its obligation hereunder regarding the use of EOHHS Virtual Gateway Business Services, contractor agrees to complete and maintain an organizational profile in the Virtual Gateway’s Provider Data Management (PDM) system. PDM is a web-based service managed by the Executive Office of Health and Human Services (EOHHS) that presents information about a provider’s organizational structure, financial health, and state contracting activity. If your organization does not currently access and update PDM, you must contact the EOHHS Provider Data Management team at the Virtual Gateway Helpdesk at 1-800-421-0938 for assistance.

Supplier Diversity Program (SDP): Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

In support of this Executive Order, the Commonwealth tracks SDP spending through POS contracts. As a result, providers that are issued a contract from this procurement (bid) will be required to submit a “Supplier Diversity Program (SDP) Plan Form for Purchase of Service (POS)” with their Uniform Financial Report (UFR) through the Operational Services Division (OSD) eFiling site. Providers that file an UFR exemption request are to submit the SDP Plan Form for POS with their exemption request. The plan will be evaluated yearly by the Commonwealth Department with the most Purchase of Service funding to a provider during the previous fiscal year. This Department is commonly referred to as the Principal Purchasing Agency (PPA).

Bidders are to submit a copy of their most recently submitted “SDP Plan Form for POS” with their proposal to signify to the Procurement Management Team that a form has been submitted. Bidders that do not currently hold POS contracts with Commonwealth Departments, Bidders that are exempt from filing a UFR or Bidders who have not yet submitted a “SDP Plan Form for POS” with their most recent UFR are required to complete the Form and include it with their proposal. The “SDP Plan for POS” can be found in the File Attachments Section of the RFR on COMMBUYS.

While the Plan is not assigned any points in the evaluation process, the Department is unable to issue a contract to an organization that has not submitted a Plan that demonstrates a strong commitment to working with MBEs, WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs, and/or LGBTBEs.

Supplier Diversity Program (SDP) Resources: Bidders may refer to the SDP Resources for Vendors and Contractors webpage for additional program information, training and compliance resources.

Virtual Gateway Business Services: The Executive Office of Health and Human Services (EOHHS) operates a number of online business services through the Virtual Gateway. These include but are not limited to, Provider Data Management (PDM), Common Intake (IE&R), Enterprise Invoice / Service Management (EIM/ESM), Home and Community Service Information System (HCSIS), Senior Information Management System (SIMS) Service and Transition Planning System (STARS).

These services permit users to access a variety of EOHHS programs and services. Virtual Gateway business services are accessible by end users with web browsers such as Internet Explorer (6.0 or above), and a broadband Internet connection that is capable of high-speed data transmission, such as a Local Area Network (LAN), a cable modem, or DSL.

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.

� See HomVEE for more information: � HYPERLINK "http://homvee.acf.hhs.gov/" �http://homvee.acf.hhs.gov/�

� Title V of the 1935 Social Security Act provides block grant funding to all states to promote the health and well-being of women, children, and families including those with special health needs.

� For more information on the EBHV models: � HYPERLINK "http://homvee.acf.hhs.gov/" �http://homvee.acf.hhs.gov/�

� “Reflective supervision is the regular collaborative reflection between a service provider (clinical or other) and supervisor that builds on the supervisee’s use of her thoughts, feelings, and values within a service encounter.” For more information: � HYPERLINK "http://multiplyingconnections.org/become-trauma-informed/what-reflective-supervision" �http://multiplyingconnections.org/become-trauma-informed/what-reflective-supervision� or � HYPERLINK "http://www.zerotothree.org/about-us/areas-of-expertise/reflective-practice-program-development/three-building-blocks-of-reflective-supervision.html" �http://www.zerotothree.org/about-us/areas-of-expertise/reflective-practice-program-development/three-building-blocks-of-reflective-supervision.html�

MM3/M03 – Purchased Human and Social Services for Clients – Medical/Non-Medical

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