RFR 243128 DPH Honorarium Speakers Lecturers newest.docx

The Commonwealth of Massachusetts Department of public health

Address: 250 Washington Street Boston MA 02108

Contact Name: David Harvey 617-413-2601

Email : Elizabeth.Nguyen-Vu@state.ma.us

Request for Response (RFR)

Document Title: Honorarium Speakers/Lecturers

COMMBUYS BID Number: BD-23-1031-ADMIN-ADM07-86598

DPH RFR Document Number: 243128

April 3, 2023

Key RFR Information All Potential Bidder’s must read

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 Aide COMMBUYS Vendor Registration or go to www.COMMBUYS.com.

Section A: Procurement Overview

A1: Procurement Scope and Description

The Massachusetts Department of Public Health (Department) is seeking expert speakers to participate in various conferences/conventions and other Department activities. Contractors will be chosen as need arises based on the speaker’s expertise, schedule and other relevant issues related to each speaking event. Individuals or individuals operating as a sole proprietorship, or single-member LLC are eligible to apply to this RFR. In some instances, the Department may contract with an organization having exclusive access to speakers with special expertise.

DPH is procuring this as a master agreement contract, a process that creates a qualified list of consultants. Vendors who qualify and are added to the contract are not guaranteed any work from the department. As needed, bureaus, programs, and hospitals within DPH will contact vendors for specific services and negotiate and execute an engagement agreement (process described below) that describes the specific services and compensation with the selected vendor. Engagements can be executed by DPH bureaus throughout the life of the contract. References to “bureau” in this document include all Department of Public Health bureaus, offices, programs, hospitals, and laboratory.

An Employment Status Form must be completed for engagements with individuals by the bureau at the time of engagement to determine and assure that individuals on the contract are independent contractors at the time of engagement. The form affirms that 1) the individual does not devote substantially full time to the business of the department and 2) the individual provides services for more than one client at a time or to the public.

Contracts and engagements signed as a result of this solicitation are not intended to supersede any statewide contract. This RFR will replace DPH RFR#400323 currently posted on COMMBUYS under BID # S145152-vCurrent . Vendors with existing contracts under RFR400323 will have to apply to this new RFR if they want to be considered for future work with the department.

Section B: Procurement Information B1: Applicable Procurement Law

Executive Branch Goods and Services

B2: Whether Single or Multiple Contractors Are Required For Contract(s)

Check One (“X”):

B3: Calendar Rule Type

B4: Acquisition Method:

B5: Use of a Procurement by a Single or Multiple Departments

· 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.

B6: Expected Duration of Contract

month(s)

Anticipated Renewal Options option(s) to renew for year(s)

B7: Anticipated Expenditures, Funding Or Compensation For Expected Duration

Dollar Amount

Estimated annualized amount $20,000.00

Check One (“X”):

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

*Additional information for contracts with Federal Dollars:

Unique Entity Identifier: On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID also known as UEI or SAMS number. Any entity that wants to apply for federal contracts or wants to receive federal funds must register with SAM. Entities that use SAM include for profit businesses, nonprofits, government contractors or subcontractors, as well as state and local governments.

Registering with SAM.gov is free and is required for your organization to receive federal funds. Your organization can submit an application to this RFR without being registered on SAM, however if awarded your organization will need to have an active SAM account prior to contract execution.

Unspent Funds: Any funds from Capital, Trust and/or Federal Accounts designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

Section C: Performance and Contract Specifications

C1: Eligibility

Individuals or individuals operating as a sole proprietorship, or single-member LLC are eligible to apply to this RFR. In some instances, the Department may contract with an organization having exclusive access to speakers with special expertise.

C2: Scope of Services

The Massachusetts Department of Public Health (Department) is seeking expert speakers to participate in various conferences/conventions and other Department activities including but not limited to workshops, panel discussions, symposia, and roundtables. The target audience could include healthcare professionals in public and private practice, emergency medical practitioners, boards of health, hospitals, and first responders and others as needed by the Department.

Scheduled speakers will be expected to be able to provide the bureau/hospital contact person with program objectives, topic outline and CV at least two weeks prior to the program. If handouts are to be used, a copy will be sent to the bureau contact person prior to the program. Advanced notice is also required for Digital and Audio Visual support equipment.

MDPH is dedicated to promoting racial equity and eliminating inequitable morbidity and mortality due to race and other social factors for populations in Massachusetts. Inequities result from social, economic, and environmental structural factors that adversely affect certain groups of people, sometimes called the social determinants of health. Addressing racial equity focuses on the social determinants of health, incorporates cultural relevance and responsiveness, actively addresses structural and interpersonal racism, and stresses accountability for improving outcomes for all populations. It is the expectation that awarded vendors will have reviewed the attached Racial Equity Principles and where possible will incorporate elements from the principles and standards into materials and services provided through this contract.

Below are examples of past Department expert speaker requests. These are examples of that may have been procured by DPH programs in the past and may or may not be needed under this new procurement.

Bureau of Family Health and Nutrition:

· WIC Nutrition Program topics including nutrition, breast feeding, physical activity and other topics to that enhance the WIC staff’s ability to give accurate and appropriate nutrition counseling and education to participants Bureau of Infectious Disease and Laboratory Science:

Infectious Disease Prevention and Control - topics may include diagnosis and treatment of infectious disease(s), emerging and re-emerging infectious diseases, addressing the challenges of healthcare-acquired infections, role of research in prevention and control of infectious diseases.

Laboratory Testing - topics may include specimens collection, testing procedures, methodology and interpretation, interpretive techniques; practical guidelines for testing and working up of respiratory, stool, CSF, and urine cultures, blood cultures, catheter tips, genital and wound specimens.

Response to Emergency Preparedness - topics may include the challenges of coordinating a strategic response to a specific emergency event through a scenario-driven expert panel discussion/tabletop exercise.

C3: Performance Requirements and Contract Monitoring

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:

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

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

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

5. Attendance at scheduled meetings

C4: Contract Compensation Structure and Engagement Process Bidders will submit a proposal application with a maximum hourly rate along with other required documents. The Procurement Management Team (PMT) will review the submissions and finalize a maximum rate with the bidder. The rate will be for the duration of the contract. Acceptable applicants will execute a contract with the department and be placed on the master agreement list.

Individuals on this contract will be compensated using a fixed priced compensation structure. A DPH bureau will conduct an engagement process for the purpose of doing work by contacting a vendor on this contract to negotiate a fixed price for the speaking event. An executed engagement form defining the project scope, tasks, deliverables, budget, invoicing, and payments will be signed by the speaker and the bureau. The DPH Fixed Price Engagement Form is posted with this RFR for information only, engagement forms will be executed at the time of engagement.

Consultant billing must not occur more frequently than monthly. A summary invoice must be submitted by the consultant to the bureau engagement manager that details, at a minimum, the dates services were rendered, the number of hours, the work provided along with any deliverables required in the engagement document.

Payment through Electronic Funds Transfer (EFT) is required for any contract awarded through this solicitation. If awarded a contract bidders not already enrolled will be required to sign up for EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Transfer Form to the Department. Additional information will be sent at the time of contract.

Section D: RFR Evaluation

D1: Evaluation Criteria

The following components will be considered by the Evaluation Team when evaluating each submission:

1. Appropriate experience in required lecture/training topics and as a presenter.

2. Qualifications and experience deemed necessary for completion of scope of services i.e. MD, RN, RD or other relevant training.

3. Two to three references. References may be reviewed by Department staff at time of engagement.

4. Hourly fee or fee per presentation.

Section E: Estimated Procurement Calendar

RFR Release Date April 3, 2023

Deadline for Submission of RFR Q&A.1

June 1, 2028

4 pm

· david.harvey@mass.gov

Deadline for Submission of Responses

June 30, 2028

12 am

Anticipated Contract Start Date

July 1, 2023

1All 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 should be sent to the email listed in the calendar and should include the RFR title and number in the subject of the email. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Section F: Instructions for Submission of Responses

F1: Bidder Response Requirements/Instructions:

Submissions should include a completed Application Response Form, including resume and applicable licenses and or certifications, references, and rate.

· Responses should be emailed to; Elizabeth Nguyen-Vu at Elizabeth.nguyen-vu@mass.gov

· The email subject line should contain; RFR#_______ Application.

F2: 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 the attachments section of COMMBUYS for this RFR.

F4: RFR Attachments

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:

Section G: Other Requirements Pertaining to this RFR

Additional RFR requirements can be found in the document “Additional Requirements for Non POS RFRs” found in the READ folder in the attachments section of COMMBUYS for this RFR.

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

CORI Requirements: In accordance with EOHHS policy, an individual's background, including any CORI and other relevant information, must be carefully considered so that the vulnerable populations served by EOHHS are protected. It is also EOHHS policy that qualified rehabilitated offenders are given a fair opportunity to be employed and successfully reintegrated into the workforce. In accordance with this policy, prior to any work engagement, the awarded Contractor shall obtain a Standard (Employer) Access Massachusetts Criminal Offender Record Information (CORI) check on any and all individual employees who are to enter public offices of the Commonwealth or provide services to any Hiring Entity of the Commonwealth. The awarded Contractor must 1) utilize the Internet-Accessible CORI (iCORI) system maintained by the Department of Criminal Justice Information Services (DCJIS) to request and receive CORI in accordance with 801 CMR 2.00 et seq. and 2) comply with the EOHHS CORI check regulations, 101 CMR 15.00 et seq. in reviewing CORI and in documenting its hiring determination as set forth in 101 CMR 15.09. Any associated costs are the responsibility of the awarded Contractor.

Environmental Purchasing Requirements: See the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR in the Standard Required Information document posted in the attachments on COMMBUYS for this RFR.

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.

Vendor Activation Requirements: To receive a contract with state a vendor must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a vendor will be issued a Vendor Code number or a “VC” number. This VC number is used for all contracts that a vendor has with state agencies. An organization with existing state contracts or a vendor who has had state contracts with any state agency in the past has been registered in MMARS and does not need to re-submit paperwork again unless existing information in MMARS will need to be updated. Upon notification of a contract award to this RFR, vendors not already registered in MMARS will be sent the required paperwork to be completed before a contract will be awarded which includes a W-9 form, Electronic Funds Transfer (EFT) and Contractor Authorized Signatory Listing.

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