RFR 24-10-MCD Sign Language Proficiency Interview Interviewers and Raters Posting.docx

RFR 24-10-MCD SIGN LANGUAGE PROFICIENCY INTERVIEW INTERVIEWERS AND RATERS - MULTIPLE POSITIONS, ROLLING ENROLLMENT POSTING COMMBUYS Open Market Bid BD-24-1067-MCD01-MCD01-91758

COMMBUYS POSTING DATE: AUGUST 9, 2023

Specialized Educational Services

1. Description or Purpose of Procurement:

Massachusetts Commission for the Deaf and Hard of Hearing (MCDHH) and the Massachusetts Department of Early and Secondary Education (DESE) collaborate annually to improve the provision of educational and special education services for students in Massachusetts schools who are deaf or hard of hearing. One of the key annual projects is the use of the Sign Language Proficiency Interview (SLPI), a nationally recognized instrument to assess a person’s ability to use sign language. It is MCDHH’s intention to continue this project for the duration of DESE’s funding of its collaboration with our agency.

MCDHH is seeking to develop a list of pre-qualified individuals to serve as SLPI Coordinators and SLPI Interviewer/Raters. To maintain a roster of pre-qualified individuals, MCDHH will also periodically offer new candidate trainings.

The key tasks of SLPI Coordinators are to:

· Correspond with candidates, schedule evaluations, maintain files and videos

· Assign Interviewer-Raters to candidates

· Conduct interviews with candidates (the “Interview” component)

· Rate the interviews according to the established SLPI criteria and dimensions (the “Rater” component)

· Meet with the other team members and reach consensus on candidate scores on the established SLPI criteria and dimensions

· Write final reports on an equable, shared basis

· Approve all SLPI reports for submission to candidates

The key tasks of SLPI Interviewers/Raters are to:

· Conduct interviews with candidates (the “Interview” component)

· Rate the interviews according to the established SLPI criteria and dimensions (the “Rater” component)

· Meet with the other team members and reach consensus on candidate scores on the established SLPI criteria and dimensions

· Write final reports on an equable, shared basis

Due to DESE regulation, the SLPI has become part of licensure for Teachers of the Deaf and Hard of Hearing (TOD). This enhancement has put upward pressure on the number of SLPI assessments MCDHH Interviewers/Raters are called upon to do each year. Consequently, new and ongoing Interviewers/Raters may be asked to affirm a minimal time availability per month or per quarter. Performance details, contractor qualifications, and application procedure are contained in subsequent sections of this solicitation.

An Internal Revenue Service SS-8 test was performed. According to the results, the SLPI Interviewer/Rater is an Independent Contractor and not a Contract Employee.

MCDHH is accepting applications from principals only. Third-party applications from employment agencies responding on behalf of a candidate will be discarded.

The Massachusetts Commission for the Deaf and Hard of Hearing is an Equal Opportunity employer and does not discriminate on the basis of race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation, genetic information, pregnancy, ancestry or military status, in any of its activities or operations.

2. Applicable Procurement Law:

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

a. Estimated Number of Awards

The target maximum number of Contractors is thirty (30); the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

5. Entities Eligible to Use the Resulting Contract:

The Executive Office of Health and Human Services and its agencies:

· Department of Children & Families

· Department of Developmental Services

· Department of Elder Affairs

· Department of Mental Health

· Department of Public Health

· Department of Transitional Assistance

· Department of Veterans' Services

· Department of Youth Services

· Massachusetts Commission for the Blind

· Massachusetts Rehabilitation Commission

· Office for Refugees & Immigrants

· Soldiers' Home in Chelsea

· Soldiers' Home in Holyoke The Purchasing Department reserves the right to add or remove additional authorized users during the contract term

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

Ten years

Upon execution through June 30, 2034

Total Maximum Contract Duration

Ten years

Upon execution through June 30, 2034

7. Anticipated Expenditures, Funding, or Compensation:

This maximum annual amount would be distributed among all the Interviewers / Raters participating in the Program in that year.

8. Description of Program:

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 a supporting document uploaded to COMMBUYS and available from MCDHH upon request, involves the evaluation of candidates’ sign language communication abilities by a panel of trained Interviewers/Raters.

MCDHH is seeking to develop a list of pre-qualified individuals to serve as SLPI Interviewers/Raters. To maintain this roster of pre-qualified individuals, MCDHH will also periodically offer new candidate trainings.

Scope of Services:

The key tasks of SLPI Coordinators are to:

· Correspond with candidates, schedule evaluation, maintain files and videos

· Assign Interviewer/Raters to candidates

· Conduct interviews with candidates (the “Interview” component)

· Rate the interviews according to the established SLPI criteria and dimensions (the “Rater” component)

· Meet with the other team members and reach consensus on candidate scores on the established SLPI criteria and dimensions

· Write final reports on an equable, shared basis

· Approve all SLPI reports for submission to candidates

The key tasks of SLPI Interviewers/Raters are to:

· Conduct interviews with candidates (the “Interview” component)

· Rate the interviews according to the established SLPI criteria and dimensions (the “Rater” component)

· Meet with the other team members and reach consensus on candidate scores on the established SLPI criteria and dimensions

· Write final reports on an equable, shared basis

Due to DESE regulation, the SLPI has become part of licensure for Teachers of the Deaf and Hard of Hearing (TOD). This enhancement has put upward pressure on the number of SLPI assessments MCDHH Interviewers/Raters are called upon to do each year. Consequently, new and ongoing Interviewers/Raters may be asked to affirm a minimum time availability per month or per quarter. Performance details, contractor qualifications, and application procedure are contained in subsequent sections of this solicitation.

Maintaining the validity and reliability of ratings by an individual Interviewer/Rater and by the Interviewer/Rater team is key to the successful use of the SLPI. Research conducted by the developers of the SLPI demonstrated that the way to achieve this validity and reliability is for Interviewers/Raters to use the SLPI tool on a frequent basis. Applicants should therefore expect to be available 1-2 days per month throughout the calendar year.

It is MCDHH’s and DESE’s goal to hold SLPI assessments remotely. 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 in his/her letter of application.

Interviewer/Rater Training: MCDHH’s goal is to have a pre-qualified roster of 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. Additionally, SLPI Interviewer/Raters holding MCDHH contracts may be asked or required to undergo refresher training during the contract term at MCDHH’s discretion.

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.

Compensation Policies and Rates: The compensation policies and current rates for the SLPI Interviewer/Raters Program are as follows:

Interviewer/Rater Levels:

· Master Interviewer/Rater – Exceptional experience as a SLPI Interviewer/Rater; able to provide training and/or mentor service to incoming or more junior Interviewer/Raters

· Interviewer/Rater – Meets standards set forth in SLPI documentation for Interviewer/Rater skills; able to perform duties with accuracy, reliability, and validity

· Apprentice Interviewer/Rater – new SLPI Interviewer/Rater working under guidance of a Master Interviewer/Rater to acquire consistent skill level necessary to work independently

Compensation Policies and Rates:

COMPENSATION RATES

Invoice Submission – Invoices shall be submitted to MCDHH’s Administration & Finance Department at MCDHHAP@mass.gov in accordance with standard A&F Policy.

Interviewer/Rater Reimbursement for Travel-Related Costs: As noted in the chart, Interviewers/Raters will receive a mileage allowance at the Commonwealth rate for travel to and from SLPI training and assessment sites using her/his personal vehicle if travel is warranted. An Interviewer/Rater who uses a form of transportation other than driving his/her personal vehicle (e.g., commuter rail, bus, etc.) should submit receipts to be reimbursed for the actual cost of travel. An Interviewer/Rater carpooling with another Interviewer/Rater who submitted mileage for reimbursement may not also submit that same mileage for reimbursement. 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.

Adjustment of Compensation-Related Policies and Rates: MCDHH reserves the right to adjust any of these compensation-related policies and rates during the duration of this Bid Solicitation. Any and all adjustments will be done through amendment to this Request for Response and will affect all contracts in effect at that time based on this solicitation.

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.

9. Small Business Purchasing Program:

This section contains mandatory wording that must be retained in all bid solicitations even though it does not apply to RFR 24-10-MCD.

Program Background:

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

SBPP Award Preference:

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

SBPP Participation Eligibility:

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

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

2. Been in business for at least one year;

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

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

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

SBPP Compliance Requirements:

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

Program Resources and Assistance:

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

10. Supplier Diversity Program (SDP) Plan:

This solicitation is below $250,000 annually and therefore the Commonwealth’s Supplier Diversity Program Plan as set forth in Executive Order 565 is not required.

11. Environmentally Preferable Products:

This section contains mandatory wording that must be retained in all bid solicitations even though it does not apply to RFR 24-10-MCD.

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

12. Evaluation Criteria:

Application is by letter and resume. Conversational interviews will also be conducted.

Interviews will be waived for SLPI Interviewer/Raters holding contracts under COMMBUYS Bid Solicitation BD-15-1067-MCD01-MCD01-00000004124, RFR 08-05-MCD.

Bidders (potential contractors) must submit responses that meet all the submission requirements of this RFR (see Section 13). A bid that meets all the submission requirements of this RFR is called a “Responsive Bid.” Only Responsive Bids will be evaluated, scored, and ranked by the members of the Evaluation Team according to the Evaluation Criteria.

The “Criterion or Characteristic” description in the left-hand column in the table, below, is a very brief summary of the Bidder Qualifications and Requirements. Bidders are referred to Section 13 for a fuller description of each Criterion and/or Characteristic.

All Responsive Bids be scored by members of the Evaluation Team as follows:

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

· 3 points – average; meets requirements

· 1 point – absent or not mentioned; does not meet requirements

13. Instructions for Submission of Responses:

In accordance with the policies of Operational Services Division, only electronic applications submitted via COMMBUYS will be accepted in response to this RFR. For instructions concerning how to submit a Quote, please see Appendix B. Prospective bidders encountering difficulty are also encouraged to reach out to the COMMBUYS Help Desk, 1-888-627-8283 or 617-720-3197, or e-mail at OSDHelpDesk@mass.gov during normal business hours Mondays through Fridays.

Creating Bid Responses (Applications):

An individual may submit their application in English or in American Sign Language (ASL).

· English applications should be submitted using the COMMBUYS “Create a Quote” methodology noted in the preceding paragraph.

· American Sign Language (ASL) applications should consist of a letter or text document uploaded to COMMBUYS containing a YouTube link to an ASL video or Vlog containing the application itself.

Content of Bid Responses (Applications):

Applications, whether in English or in ASL, must consist of two parts and may contain an optional third part:

· Part One is a Letter of Application addressing each of the “Qualifications, Characteristics, or Experiences” in the Bid Evaluation Tool in Section 12. If the Bidder does not possess a particular “Qualification, Characteristic, or Experience” but believes they have something else that is similar, say so.

· Part Two is a Resume.

· Part Three, which is optional, is any additional information that the Bidder believes might be helpful for MCDHH to know.

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

1. Be highly skilled signers. This skill level is generally indicated by a SLPI rating in the Advanced Plus to Superior Plus Skill Level Range. For individuals who have not previously taken the SLPI, this skill level may be indicated by:

a) Native signer (Deaf parents)

b) Attendance at a residential school for Deaf students

c) American Sign Language Teachers Association Certification (ASLTA)

d) Interpreter Certification at CI and CT, CDI/RSC, or NIC Advanced levels

e) 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)

Fluency in American Sign Language does not in and of itself make an individual qualified to serve as a SLPI Interviewer/Rater. In addition to ASL skill, the fully-qualified individual must have a high level of linguistic training and knowledge, and also be able to analyze and assess a candidate’s use of language – in this case, sign language – at a highly sophisticated level and to explain lucidly to others the basis of that assessment.

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

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

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

5. Be able to explain lucidly the rationale of linguistic assessments, decisions, and thought processes so that fellow team members can understand their basis readily and easily

6. Experience making decisions in a consensus mode and setting

7. Be able and willing to perform additional tasks as necessary and as directed

8. [Optional] Experience and ability performing activities and tasks related to the administration of the SLPI Interviewing and Rating process such as scheduling, tabulating results, ensuring progress of work output, maintaining a positive work environment, and related team and task activities

SLPI Interviewer/Rater Application Package: Interested individuals or single-person businesses are invited to submit an application package consisting of the following items:

· Letter of application which cites the individual’s interest in and qualifications for serving as a SLPI Interviewer/Rater; the letter should address the individual’s experience and/or skills in each of the above seven criteria, above. If the individual is interested in serving in an administrative/coordinating role for the SLPI Interviewer/Rater project, he/she should also respond to the eighth item

· 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, if applicable

· 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 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.

One or more members of the Evaluation Team may contact one or more applicants to obtain amplification of information contained in the application package, obtain sample work product, request a personal interview, or other related information to assist in the assessment of the application materials.

What MCDHH Will Consider When Assessing Applications:

· Letter of Application

· Resume

· Optional Additional Information the Applicant Includes with Letter of Application and Resume

· Personal Interview, conducted via Zoom, Video Phone, Telephone, or other Communication Accessible Platform

MCDHH may, at its discretion, contact Bidders for clarification of information they submit.

COMMBUYS REGISTRATION

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 review the COMMBUYS Job Aid COMMBUYS Vendor Registration or go to www.COMMBUYS.com.

14. Estimated Procurement Calendar:

New Applicants – Within a month of submitting complete applications

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

15. Required Forms

Successful Bidders will be required to complete the following Commonwealth documents:

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

All successful bidders will be required to undergo a CORI (Criminal Offender Records Investigation) check before being permitted to work.

16. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

17. 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.

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

Updated: August XX, 2021