RFR DMH CAMPS Master Agreement 2026-DMH-3033-01_100825.docx

The Commonwealth of Massachusetts Executive Office of Health and Human Services

DEPARTMENT OF MENTAL HEALTH

Document Title: Request for Response for Camps for Department of Mental Health Referred Children Master Agreement

COMMBUYS Bid#: BD-26-1022-DMH08-8210C-121465

DMH Document Number: 2026-DMH-3033-01

Date: October 24, 2025

Contact Name: Elizabeth Welch, Director of Contract Administration, Audit and Systems

Email: elizabeth.welch@mass.gov

Table of Contents

Attachments in the Bid’s COMMBUYS File Attachment A Department of Public Health (DPH) Camp Regulation 105 CMR 430

SUBMIT AS PART OF RESPONSE

Response Cover Sheet and Application

MEMOS and INSTRUCTIONS DMH Standard Contract Requirements OSD Instructions for Vendors Responding to Bids via COMMBUYS OSD RFR - Required Specifications for Commodities and Services

For review: TO BE SUBMITTED ONCE APPLICANTS ARE QUALIFIED Commonwealth of Massachusetts Standard Contract Form and Instructions, Contractor Certification, and Commonwealth Terms and Conditions Contractor Authorized Signatory Listing Electronic Funds Transfer Sign-Up Form MA Form W-9 Request for Taxpayer Identification Number and Certification

Request for Application for Camps for Department of Mental Health Referred Children Master Agreement DMH Document Number: 2026-DMH-3033-01

Evaluation Tool

INTRODUCTION AND GENERAL DESCRIPTION

Issuing Entity/COMMBUYS

Document Title: Request for Application for Camps for Department of Mental Health Referred Children Master Agreement

COMMBUYS Bid#: BD-26-1022-DMH08-8210C-121465

DMH Document Number: 2026-DMH-3063-01

Date October 24, 2025

Contact Name: Elizabeth Welch, Director of Contract Administration, Audit and Systems

Email: elizabeth.welch@mass.gov

This Bid has been released on COMMBUYS. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.COMMBUYS.com. For more information on COMMBUYS, please see OSD RFR - Required Specifications for Commodities and Services, included in the COMMBUYS file of this Bid.

Providers may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFA. Modifications to the body of the Bid, specifications, terms, and conditions, or which change the intent of this Bid are prohibited and may disqualify an Application/Quote.

All attachments to this Request For Application (RFA) are included in the Bid’s COMMBUYS file. A list of the attachments that were included when this RFA was issued is set forth at the end of the Table of Contents. The attachments are incorporated into the RFA by this reference. Applicants should review the attachments with care.

General Description of the Procurement

1.2.1 Services Being Procured.

The Department of Mental Health (DMH) seeks to establish a Master List of approved camps to which the Department can send children as needed during the summer (June through Labor Day) and/or other times children are not in school.

A camp for this purpose is defined as follows:

A day or residential summer camp program, after school or school vacation program that operates on a permanent site; conducted for recreation or recreational instruction; operates for four or more days or nights; for profit or charitable purposes; and serves at least five children unrelated to the operator. Refer to the DPH regulation 105 CMR 430.000. A camp includes all programs operated under the same DPH license.

DMH seeks to include on the Master List a wide range of camps, from highly specialized camps for youth with behavioral health needs to camps operated by community organizations that all children can access.

DMH will use the camps as needed for: (1) DMH Clients living in the community; (2) children and adolescents receiving services via Children’s Behavioral Health Initiative (CBHI) through their local Community Service Agency (CSA), and (3) siblings of DMH Clients. DMH may consider using camps for other DMH Clients as appropriate.

DMH reserves the right to make contract changes and/or amendments during the term of the procurement because of new knowledge of best or promising practice.

Camp requirements and use of camps by DMH are more fully described in Section 4 of this RFA.

Service Class Information:

0. Applications.

Applications to this Request For Application (RFA) may be filed at any time up to June 1, 2036. To be considered for the First Review and Contract Award Period, Applications need to be filed by December 9, 2025, 3:00 p.m. Separate Applications must be filed for each camp an applicant wants to add to the Master Agreement List.

0. Contracts DMH, on a rolling basis, will enter into a Master Agreement (MA) Contract for each camp determined to be qualified pursuant to this Request For Application (RFA) and all camps determined Qualified will be added onto the DMH Master Agreement (MA) List.

When DMH needs to purchase Camp services, it will, to the extent possible, utilize camps on the MA List using the criteria set forth in Subsection 5.3. Camps must submit invoices directly to DMH for approval and payment directly to the Camp. Invoices must specify what camp services are being purchased (clients to being enrolled; camps being enrolled into; dates services are to be provided; the agreed upon rate(s), maximum number of units being purchased, etc.). See Subsection 5.3 for more information.

Camp services provided by a Contractor will be subject to the terms of the applicable MA Contract. (See Section 9 for more information about the MA Contract,)

DMH makes no guarantee that Camp services will be purchased from a provider awarded a MA Contract. A Contractor, however, during the duration of this procurement, may enter into multiple MA contracts for different camps with DMH Areas or Central Office Divisions.

The Master Agreement will be the primary procurement used by DMH for the purchase of Camp services. DMH, however, retains the right to obtain Camps from sources other than those from the MA List when it is in the best interest of the DMH do so.

Procurement Information

Applicable Procurement Law.

This Bid is issued under the following law(s): MGL c. 7, § 22; 801 CMR 21.00

Terms and Conditions.

The Commonwealth Terms and Conditions will be incorporated into the Contracts resulting from this RFA. See the Commonwealth of Massachusetts Standard Contract Form and Instructions, Contractor Certification, and Commonwealth Terms and Conditions, in the Bid’s COMMBUYS file, for more information about the Commonwealth Terms and Conditions. For more information about the Contract see Section 9.

Number of Awards DMH expects to enter into multiple contract awards as a result of this RFA.

Eligible Entities

|X|

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

Acquisition Method(s) and Anticipated Expenditure.

Federal funds |_| MAY be used to fund part/all of Contract(s)

Federal funds |X| WILL NOT be used to fund part/all of Contract(s)

It is anticipated that the annual amount spent by DMH for Camps will be approximately up to $1,000,000;

Contract Duration The duration of a MA Contract issued during the First Application and Contract Award Period is as follows:

Initial Duration

Total Maximum Contract Duration

Anticipated Procurement Termination Date

December 31, 2036

If an MA Contract is awarded after the First Application and Award Period, the Contract’s duration will be put in line with those Contracts that were awarded during the First Application and Award Period, so that potentially all contract renewals and terminations will occur at the same time. For example, an MA Contract commencing July 1, 2026, will have an initial duration until December 31 2031 and 5 one year renewal options and an MA Contract issued July 1, 2031, will have a initial duration of 1 year and 4 one-year renewal options. DMH reserves the right to award an MA Contract for a shorter period if it is determined to be in DMH’s best interest.

All MA Contracts and renewals are subject to appropriations and the performance of the providers.

Ownership of Submitted Applications All materials submitted by providers responding to this RFA become the property of the Commonwealth and will not be returned to the providers. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in any provider’s Application, whether the provider is determined to be qualified and awarded a Contract under this RFA.

Applications stored on COMMBUYS in the encrypted lockbox are the file of record. Providers retain access to a read-only copy of this submission via COMMBUYS, as long as their account is active. Providers should also retain copies of their files.

Applicants’ Communications and Request For Reasonable Accommodations or Interpreters.

Applicants’ communications with DMH must be limited as set forth in this Subsection and the “Applicant Communication” section of the OSD RFR - Required Specifications for Commodities and Services.

Applicants experiencing technical problems accessing information or exhibits stored on COMMBUYS should email the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or call during normal business hours (8 a.m. – 5 p.m. Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Applicants with disabilities or hardships who would like reasonable accommodation regarding this RFA must submit an email to the RFA contact person (Subsection 1.1) describing their needs and the desired accommodations. Requests will be addressed on a case-by-case basis. DMH may reject unreasonable requests. See the “Reasonable Accommodations” section of the OSD RFR - Required Specifications for Commodities and Services, for more information.

PROCUREMENT TIMETABLE

Procurement Timetable

Thereafter questions may be submitted at any time up to May 31, 2036, at 3 p.m.

Thereafter Responses to Questions will be posted at a minimum every 90 days, as is necessary.

Thereafter Applications may be filed at any time up to June 1, 2036, at 3 p.m.

Thereafter MA Awards will be made at a minimum every 90 days, as is necessary.

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to providers after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header on COMMBUYS, the dates in the Bid’s Header on COMMBUYS shall prevail. Providers are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

Written Questions Via the Bid Q&A on COMMBUYS The “Bid Q&A” provides the opportunity for providers to ask written questions and receive written answers from the DMH regarding this Bid. All providers’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Procurement Calendar. DMH reserves the right not to respond to any questions asked, and/or submitted after this date. It is the provider’s responsibility to verify receipt of its questions.

Any questions submitted to DMH using any other medium (including those that are sent by mail, fax, email, or voicemail) may not be answered. To reduce the number of redundant or duplicate questions, providers are asked to review all questions previously submitted to determine whether their question has already been posted.

Providers are responsible for entering content suitable for public viewing since all of the questions are accessible to the public. Providers must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the provider or other providers. DMH reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

Also, it is the responsibility of prospective Applicants / Contractors to maintain active registrations in COMMBUYS; keep current the email addresses of their contact persons and prospective contract managers; and monitor that email inbox for communications from DMH including requests for clarification. DMH and the Commonwealth assume no responsibility if a prospective Applicant/Contractor’s designated email address is not current, or if technical problems, including those with the prospective Applicant/Contractor’s computer, network, or internet service provider (ISP), cause email communications sent to/from the prospective Applicant/Contractor and DMH to be lost or rejected by any means, including email or spam filtering.

Locating Bid Q&A: To locate the Bid Q&A, log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Applicants access to the Bid Q&A page.

Generally, any other communications with DMH about the Bid are prohibited. See OSD RFR - Required Specifications For Commodities and Services, “Applicant Communication,” for more information. This document is included in the COMMBUYS file for this Bid.

RFA Amendment or Cancellation DMH reserves the right to make amendments to the Bid after initial publication; including, but not limited to, closing the period for accepting Applications. It is the responsibility if prospective Applicants to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. DMH and the Commonwealth accepts no responsibility and will provide no accommodation to providers who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

DMH reserves the right to accept or reject any and all Applications received as a result of this RFA, to negotiate with any or all qualified providers, and to cancel in part or in its entirety the RFA if it is in the best interest of DMH to do so.

This RFA does not commit DMH to award a MA Contract or to enter Purchase Orders for services.

DMH MISSION STATEMENT AND SERVICE PRINCIPLES

A Contractor will be responsible for ensuring the Department’s mission; vision; commitment to race, equity, and inclusion, and service principles are adhered to in all Contract activities and by all staff members.

Vision Mental health is an essential part of health care. The Massachusetts Department of Mental Health, as the State Mental Health Authority, promotes mental health through early intervention, treatment, education, policy, and regulation so that all residents of the Commonwealth may live full and productive lives.

Mission Statement The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and support to meet the mental health needs of individuals of all ages, enabling them to live, work, and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

Commitment to Race, Equity, and Inclusion (REI) DMH is committed to advancing anti-racism and social justice throughout the organization. DMH believes that everyone, regardless of their race, national origin, sex, religion, ability, age, sexual orientation, and identity, should be treated fairly and receive resources equitably to feel valued and safe. DMH recognizes this requires ongoing effort to bring about meaningful and lasting change. This includes reviewing our policies and practices, as well as examining our contributions to inequity. Achieving this goal is crucial to fulfilling DMH's mission of providing access to mental health services and comprehensive mental health assistance to all individuals.

DMH places a high priority on promoting race, equity, and inclusion in all its services and internal business practices. This commitment is crucial as it has a direct or indirect effect on employees, individuals who receive services, their families, providers, and communities. Therefore, it is vital to give equal priority to both service delivery and internal practices to ensure that this commitment is reflected in all aspects of the Department’s work.

A commitment to ensuring race, equity, and inclusion includes but is not limited to:

(a) addressing both the results and root causes of historical and systemic disparities.

(b) providing physical and linguistic accessibility;

(c) engaging with communities across the Commonwealth, especially those that have been traditionally underserved by the behavioral health system to listen and learn to better provide culturally and linguistically responsive mental health services;

(d) creating physically and emotionally welcoming, safe, and inclusive spaces;

(e) seeking out and considering the perspectives and experiences of individuals and groups who have been traditionally excluded from positions of power or influence;

(f) utilizing data for continuous monitoring and evaluation of progress towards these goals;

(g) maintaining transparent and accessible communication with both employees and stakeholders; and

(h) responding appropriately to harm caused by discriminatory and/or inequitable treatment.

APPLICANT MINIMUM QUALIFICATIONS

For an Application to be reviewed in full, the Applicant must meet the following minimum requirements:

Applicants’ Qualifications:

The camp for which the application is being submitted must meet the definition of a Camp set forth in Subsection 1.2 and have a current valid DPH camp license, or if the camp is located outside of Massachusetts, it must have a comparable license for the State where the camp is located. A copy of the camp’s current license must be submitted with the Application and annually thereafter if the camp is approved and added to the Master List.

4.1.3 Experience. A Camp must be in business for a minimum of 3 consecutive years at the time of the application being filed.

Fiscal Requirements:

Sound Fiscal Condition. An Applicant must be of sound financial condition as determined by DMH. DMH reserves the right to request additional financial information from an Applicant, at any time throughout the procurement or duration of the Grant, if DMH determines that such information is necessary to determine that the Applicant/Grantee is, or continues to be, in sound financial condition.

Solvency.

a. The Applicant must not have been in bankruptcy and/or receivership within the last ten calendar years.

b. The Applicant must have at least four months of adequate reserves.

4.2.3 Good Standing. If incorporated, the Applicant must be in good standing and be in compliance with all filing requirements of the state of incorporation and with the Commonwealth of Massachusetts.

4.2.4 Tax Compliance. Applicant must be in compliance with all federal and Massachusetts tax laws.

4.2.5 Insurance. The Contractor must have and maintain at the Contractor’s expense liability insurance coverage of such type and in such amounts as will completely protect the Contractor and DMH, its officials, officers, agents, servants, employees and assigns against all risks of loss (including costs of defense) or liability arising out of this Contract. The Contractor shall provide DMH with evidence of proper Workers’ Compensation Insurance and Liability Insurance and General Liability Insurance when requested. Massachusetts government agencies are exempt from this requirement.

4.2.6 Debarment. The Applicant must not be subject to a federal or state debarment order. DMH cannot award a Grant to an Applicant currently subject to a Massachusetts or federal debarment order.

4.2.7 Electronic Funds Transfer (EFT). The Grantee must participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments. For more information on EFT see the RFA-Required Specifications For Commodities and Services included in the RFA’s COMMBUYS file.

SERVICE SPECIFICATIONS

Service Standards

A camp must meet the following service standards.

a. DPH Regulations. A camp must comply with the Minimum Standards For Recreational Camps For Children set forth in the DPH regulation 105 CMR 430.000

b. DMH and EOHHS Regulations. Services must meet all applicable DMH and Executive Office of Health and Human Services regulations and policies. This includes, but is not limited to, DMH’s Commissioner’s Directive #23 Critical Incident Reporting Protocol and Criteria, the EOHHS Criminal Offender Record Checks regulation 101 CMR 15.00.

Referrals To Camps (Purchase of Service by DMH)

DMH Area Offices will purchase camp services for a youth from a camp on the Master Agreement List using an invoice provided by the camp (Contractor). Invoices will include the following information: names of youth attending, name of the camp they will attend and its location, the start and end date of attendance, and the applicable rate, units of service, and the total cost per youth. A Contractor may bill DMH for services only as described in the Purchase Order and at the rates set forth in the Purchase Order.

The decision to make referrals to an approved camp on the Master List will be based on the DMH service needs and best value to DMH. The decision to make referrals will be made by DMH Site Offices. In determining the best value, the following may be considered:

· Nature of the camp program

· The needs of the child

· The availability of the camp

· The location of the camp in relation to the child

· Individual family and child choice

· Cost to DMH

· Supplier Diversity Plan

· Past performance under the Master Agreement.

DMH Areas are the geographic subdivisions within the state that are responsible for providing access to comprehensive mental health services for individuals within their boundaries. There are five (5) DMH Areas. Each Area is administered by an Area Director who is supported by an Area Office. Areas are further divided into Sites that are managed by Site Directors at Site Offices.

Notice of Change in Status

If at any time 1) a camp’s DPH license (or similar license if not a Massachusetts camp) expires, is revoked or otherwise terminated; (2) a camp becomes subject to DPH Order to Correct violations; or (3) a camp or the camp’s provider is subject to a DCF Supported Investigation of Child Abuse and/or Neglect, the Provider must notify DMH immediately.

Communication with DMH A Contractor must communicate with DMH, as requested, regarding coordination of camp services for a DMH youth. This can include, but is not limited to, e-mail, phone, or face-to-face meetings, as appropriate.

FISCAL SPECIFICATIONS

Pricing Statement

DMH will compensate providers at the all-inclusive rate specified in their pricing statement subject to DMH approval. Costs which are not specifically identified in the Applicants’ responses, and accepted by DMH as part of a contract, will not be compensated under any contract awarded pursuant to this RFA. DMH will not be responsible for any costs or expenses incurred by Applicants responding to this RFA.

Payment is based on the provision of a unit of service. DMH recommends that providers develop a rate that is based on a weekly unit. However, DMH will consider an alternative pricing option based on a different unit, such as a daily rate. This requires sufficient documentation and reasoning for considering the option.

The rate will be agreed upon at time of contract negotiations, and each Invoice will specify the unit of service, the unit rate and the maximum number of Units that may be billed.

6.2 Pricing Limitation

Contractors agrees that no other public entity or customer within the United States purchasing similar services (subject to similar terms and conditions) shall receive a lower price for the service during the contract period, unless the same lower price is immediately effective for DMH. If DMH believes that it is not receiving this lower price as required by this language, the contractor agree upon notice to provide current or historical pricing offered or negotiated with such other customer at any time during the contract period in the absence of proprietary information being part of such contracts.

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

0. Camps Services Purchased

DMH makes no guarantee that any services will be purchased from a Contractor as a result of the Contractor entering into a contract as a result of this RFA. Selection of Contractors for referrals will be based on a variety of factors.

6.4 Supplier Diversity Program

All Applicants awarded a Grant under this RFA are required to participate in Commonwealth of Massachusetts Supplier Diversity Program (SDP), by making a meaningful financial commitment to partnering with one or more Supplier Diversity Office (SDO) certified or recognized diverse business enterprise or non-profit organizations. To receive the minimal score on the Supplier Diversity Program in the Response review a Bidder must propose committing at least 1% of the grant funds to partnering with one or SDO business. For more information on the SDP is set forth below.

6.4.1 Program Background

Pursuant to Executive Order 565, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized by the Supplier Diversity Office (SDO).

6.4.2 Financial Commitment Requirements.

All Applicants responding to this solicitation are required to make a meaningful financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise or non-profit organization. This SDP Commitment must be expressed as a percentage of any contract dollars resulting from this solicitation that would be spent with the SDP Partner(s).

After an award, if any, the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the Contracts.

A Contract shall not be awarded to an Applicant without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Applicants regardless of their own supplier diversity certification.

6.4.3 Eligible SDP Partner Certification Categories

· SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

· Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

6.4.4 Eligible Types of Business-to-Business Relationships

Applicants and Contractors may engage SDP Partners in the following two ways:

· Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable. All provisions of this RFA applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

6.4.5 Program Flexibility

The SDP encompasses the following provisions to support Applicants in establishing and maintaining sustainable business-to-business relationships meeting their needs:

· SDP Partners are not required to be subcontractors.

· SDP Partners are not required to be Massachusetts-based businesses.

· SDP Partners may be changed or added during the term of the contract as long as the Contactor continues to meet its SDP Commitment.

6.4.6 SDP Form Requirements

All Applicants must complete the SDP Plan Form included in this Bid’s COMMBUYS File and include it in their bid Application. In addition to proposing an SDP Commitment, each Applicant must propose one or more SDP Partner(s) to utilize in order to meet its SDP Commitment. Certified diverse Applicants may not list their own companies, or their subsidiaries of affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Applicants may be SDP Partners that are:

· Already Certified or recognized by the SDO: Such partners appear in the SDO Directory of certified Businesses or in the U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

· Not yet certified or recognized by the SDO: Such partners must be certified in eligible categories by a third-party certification body, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, the Women Business enterprise National Council, Disability: IN, or the National LGBT Chamber of Commerce (NGLCC) but not listed in the above-mentioned directories. Self-certification is not acceptable. While Applicants may list proposed Partners on their SDP Plan, spending with such partners will not Contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, then the Contractor must find alternative SDP Partners in order to meet their SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee can be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. Contractors may direct partners to the SDO’s homepage, www. Mass.gov/SDO and the Certification Self-Assessment Tool for guidance on applying for certification.

It is desirable that Applicants provide an SDP Focus Statement that describe the Applicant’s overall approach to increasing the participation of diverse business in the provision of the products and services under this proposal/contract (Subcontracting) and in the Applicant’s general business operations (ancillary products and services). Such a description may include but not be limited to: •a clearly stated purpose or goal; •specific types of diverse and small business targeted; •which departments/units within the business are responsible for implementing supplier diversity; •types of opportunities for which diverse and small business are considered; •specific measures/methods of engagement of diverse and small business; •an existing internal supplier diversity policy; and/or •public availability of the company supplier diversity policy.

It is also desirable that Applicants use the SDP Plan Form to describe additional creative initiatives (if any) related to engaging, buying from and/or collaborating with diverse businesses. Such initiatives may include, but not be limited to: •serving as a mentor in a mentor-protégé relationship; •technical and financial assistance provided to diverse business; •participation in joint ventures between nondiverse and diverse businesses; •voluntary assistance programs by which nondiverse business employees are loaned to diverse business employees are loaned to diverse businesses or which diverse employees are taken into viable business ventures to acquire training and experience in managing business affairs.

6.4.7Evaluation of SDP Forms To encourage substantial Applicant supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the SDP is to promote business-to-business partnerships, the Applicants’ workforce diversity initiatives will not be considered in the evaluation.

6.4.8 SDP Spending Reports and Compliance

Contractors will be required to provide monthly reports demonstrating compliance with the agreed-upon SDP Commitment. Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the US Dept. of Veterans Affairs VETBiz Vendor Information Pages directory will be counted toward a Contractor’s compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the directories above shall not be counted toward meeting a Contractor’s SDP Commitment. It is always the responsibility of the Contractor to ensure they meet their SDP Commitment, and the SDO, and the issuing Department, assume no responsibility for any contractor’s failure to meet its SDP Commitment.

6.4.9 SDP Spending Verification

The SDO and/or DMH may contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by a Contractor.

6.4.10 Program Resources and Assistance

Applicants seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

HOW TO SUBMIT A RESPONSE (QUOTE) AND OTHER APPLICATION REQUIREMENTS

Submitting Applications A response must consist of the following:

___RFA Response Cover Sheet and Application. The Response Cover Sheet is located in the Attachment Section of the COMMBUYS File of this Bid.

___Current Camp License. For each camp the Applicant is seeking approval, it must include a copy of the camp’s current Department of Public Health campership license, or if an out-of-state camp a comparable license.

___Statement of Compliance. The RFA Response Cover Sheet and Application For each camp the Applicant is seeking approval. Applicant must:

a. certify that the camp is free of DPH Order to Correct Violations;

b. certify that neither the camp or the Applicant is the subject of a DCF Supported Investigation of Child Abuse and/or Neglect;

c. List any child abuse and neglect investigations within the past two years that were supported on any staff member or volunteer at the camp; and

d. Attach a copy of any Orders to Correct Violations that were issued to the camp within the prior 2 years of service, along with the corrective action plan.

___Pricing Statement. For each camp the Applicant is seeking approval, it must include a written detailed Pricing Statement based on the specifications of the Program Narrative above. If not included in the RFA Response Cover Sheet and Application - the Pricing Statement attachment cannot exceed three, single-sided pages. It is anticipated that Applicants may propose multiple rates for program models that differentiate age, special needs, overnight or day, etc. DMH will review the rates for best value.

DMH is recommending that Applicants propose a weekly rate. However, DMH will consider alternative rate options, for example a day rate, with sufficient documentation and reasoning for considering the option.

Applicants that intend to subcontract with non-DMH approved camps must include in their Pricing Statement, an itemized listing of all applicable costs associated with this activity.

____Supplier Diversity Plan Response. An Applicant must complete the SDP Plan Form included in the Bid’s COMMBUY File. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet this SDP Commitment.

On-Line Response.

An online Application submission is required. All Applicants must submit their Application online using tools available only to providers registered in COMMBUYS. COMMBUYS provides providers registration functionality at no charge. To register, go to www. COMMBUYS.com and click on the “register” link on the front page. A provider awarded a Contract under this RFA must maintain an active seller account during the duration of its Contract, by reviewing their registration information regularly and maintaining its accuracy. See the “COMMBUYS Registration” section in the exhibit OSD RFR - Required Specifications for Commodities and Services, for more information.

Electronic Signatures.

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

Submission Deadline To be considered for the First Review and Contract Award Period, an Application must be submitted on COMMBUYS by the date and time specified in Subsection 2.1.

To otherwise be considered for a Contract award, an Application may be submitted at any time on or before June 1, 2036, at 3 p.m.

Naming Convention.

The three parts of the Application must be submitted on COMMBUYS using the file naming convention specified below. The Description entered during the file upload process ensures each file is readily identified by Applicant’s name and content. The File Name assigned by the Applicant as stored on their computer or network must be structured such that each file can be processed by the upload tool. The upload tool will reject any file name that includes spaces or symbols, like the brackets [ ] some systems apply when files are downloaded from the Internet.

Application Requirement

File Name - Assign when creating files; insert Applicant’s Name in the File Name

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor.

Public Records All Applications and information submitted with them will be subject to the Massachusetts Public Records Law, M.G.L., c. 66, §10, and to c. 4, §7. Any statements in submitted Applications that are inconsistent with these statutes shall be disregarded.

Multiple Applications If an Application is rejected, or if camp is determined not to be qualified to provide the service, the Applicant may submit a new Application, however, some revision or change must be made to the original Application and a summary of that change/revision must be stated in the new Application Form where indicated.

REVIEW, QUALIFICATION AND CONTRACT PROCESS

Review Committee A Review Committee appointed by the Awarding Authority will review Applications. An Application, at a minimum, will be reviewed within ninety (90) days of the Application being posted on COMMBUYS. A Review Committee will consist of a minimum of two (2) individuals. Review Committee members may be DMH employees; other state employees; persons served by DMH or their family members; and/or other interested parties. Members of the Committee may change over the duration of the RFA and the Awarding Authority may elect to appoint more than one Review Committee for the purpose of reviewing Applications.

The Awarding Authority for this procurement is Elizabeth Welch, Director of Contract Administration DMH reserves the right to change the Awarding Authority.

Minimum Submission Requirements An Application will be first reviewed to determine if (a) the Application meets the submission requirements set forth in Section 7 and if the formatting requirements set forth in the Application Form and Instructions were followed and (b) if the Applicant meets the minimum Applicant Requirements set forth in Section 4. (Collectively these are the “Minimum Submission Requirements”). If it is determined that the Minimum Submission Requirements are met, the Application will then be reviewed to determine if the Applicant is Qualified as specified in Subsection 8.3. If it is determined that the Minimum Submission Requirements are not met, the Application will be considered non-responsive and rejected. If an Application is rejected pursuant to this Subsection 8.2. the Applicant will be notified of such in writing and the reason(s) why.

Response Review If it is determined that an Application meets the Minimum Submission Requirements, the Review Committee will evaluate to determine if an Applicant is Qualified. Qualified Applicants will be invited to complete the Standard Contract Form and associated forms to be added to the Master Agreement.

Oral Presentations A Review Committee and/or Awarding Authority may, in its sole discretion, invite an Applicant to attend an oral presentation in person or remotely. At that time, the Application may be discussed and clarified, but not changed in any way. DMH reserves the right to apply restrictions to the structure and content of the Oral Presentation, and to instruct the Applicant regarding attendees. Oral presentations will not be open to the public. Failure of an Applicant to agree to a date and time for an oral presentation may result in the rejection of an Application (in full or in part).

Request for a Clarification A Review Committee and/or Awarding Authority, at their discretion, may in lieu of oral presentations request an Applicant to submit written clarification of its Application. The Review Committee or Awarding Authority will send written questions for clarification that the Applicant must respond to in writing. Clarifications are explanations of what has been stated in the Application and may not be used as an opportunity to submit supplemental information or change an Application.

Awarding Authority The Review Committee shall forward a list of recommended awardees for a final review to the Awarding Authority. The Awarding Authority will accept or reject the Review Committee’s recommendation as they determine appropriate. If the Awarding Authority’s rejects the Review Committee’s recommendation, the reasons why will be documented in writing by the Awarding Authority. The decision of the Awarding Authority’s is final.

Rejection The Review Committee and/or the Awarding Authority may reject any Response that it deems unresponsive. A Response may be rejected as being unresponsive if:

· The Applicant’s response does not meet the Minimum Submission Requirement as set forth in Subsection 8.2; or

· The Review Committee or Awarding Authority determines that the Response is not complete or does not provide sufficient information to decide the qualification of the camp; or

· DMH determines, in its discretion, that the provider has an interest that may conflict with the performance of services under the RFA.

If an Applicant’s Application is rejected, it will be notified in writing of such and the reason why.

Qualification Decision An Applicant will be notified in writing of the decision as to whether are not they qualify for a Contract award and inclusion on the Master Service list.

New Applications If an Applicant is determined not to be qualified to provide the service or if an Application is rejected pursuant to Subsection 8.3, the Applicant can submit a new Application; provided, however, that some revision or change must be made to the original Application and the change must be stated in the Application Form where indicated.

Contract

Contracting Structure The Contracts awarded under this RFA will be executed using the Massachusetts Standard Contract Form. This form is included in the Bid’s COMMBUYS File. The following Commonwealth Terms and Conditions will be applicable to the Contract:

See the Standard Contract Form Instructions, Contractor Certification and Commonwealth Terms and Conditions, in the Bid’s COMMBUYS file, for more information about the applicable Terms and Conditions. Also, a link to the applicable Terms and Conditions can be found in the Commonwealth of Massachusetts - Standard Contract Form.

If selected for a Contract award, a selected Bidder must complete, sign, and submit the following forms to DMH upon request (do not upload these documents to COMMBUYS):

· Contractor Authorized Signatory Listing; Note: both pages are required, with the second page notarized)

· Completed Authorization for Electronic Funds Payment (See OSD RFR Required Specifications for Commodities and Services, Paragraph 14, for more information.)

· Massachusetts Form W-9

· Executed Standard Contract Form with the above checked Commonwealth Terms and Conditions, being checked as being applicable.

In addition, a Contractor must agree to a prompt payment discount, unless a Contractor can demonstrate it would be unduly burdensome. See OSD RFR Required Specifications for Commodities and Services, Paragraph 18, for more information.) A Contractor must also abide by the DMH Standard Contract Requirements that are included in the Bid’s COMMBUYS File.

The Contracts will, at a minimum, consist of the following documents. The list is set in the order of precedence from the top down:

· Commonwealth Terms and Conditions

· Standard Contract Form

· This RFA, including all attachments(e.g. DMH Standard Contract Requirements included in the Bid’s COMMBUYS file.

· Other terms and conditions which both DMH and Contractor agree upon. These terms and conditions must be in writing.

· Contractor’s Application submitted in response to the RFA.

· Purchase orders.

Contract Amendments DMH reserves the right to amend one or all the Contracts award under this RFA as DMH determines is necessary to ensure that the intent of this RFA is met, could result in a better value to DMH, and is within the general scope of the procurement. This may include, but is not limited to, negotiating with a Contractor their Contract service capacity, performance measures, reporting requirements, or payment methodologies tied to performance.

A Contractor shall promptly execute and comply with any amendment to their…