RFR DMH Religious Services Master Agreement.docx

The Commonwealth of Massachusetts Executive Office of Health and Human Services

DEPARTMENT OF MENTAL HEALTH

Document Title: Religious Services Master Agreement RFR

COMMBUYS Bid#: BD-26-1022-DMH08-8210C-117564

DMH Document Number: 2026-3140-RELIGIOUS SERVICES-01

Date: June 4, 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

SUBMIT AS PART OF RESPONSE

DMH Business Reference Form 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 BIDDERS 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 Model Statement of Work (SOW) for Services Evaluation Tool

Request For Response For DMH Religious Services Master Agreement DMH Document Number: 2026-3140-RELIGIOUS SERVICES-01 June 2025

INTRODUCTION AND GENERAL DESCRIPTION

Issuing Entity/COMMBUYS

Document Title: Religious Services Master Agreement RFR

COMMBUYS Bid#: BD-26-1022-DMH08-8210C-117564

DMH Document Number: 2026-3140-RELIGIOUS SERVICES-01

Date June 4, 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 RFR. 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 Response (RFR) are included in the Bid’s COMMBUYS file. A list of the attachments that were included when this RFR was issued is set forth at the end of the Table of Contents. The attachments are incorporated into the RFR by this reference. Applicants should review the attachments with care.

General Description of the Procurement

Services Being Procured.

The Department of Mental Health (DMH) seeks to include on a Master Agreement (MA) the services of various accredited individuals of different faiths to provide religious services on an as-needed basis. Services will include worship ceremonies, memorial services, funerals, burials and conferring with clients to fulfill their religious and spiritual needs. Inclusion on a Master Agreement is no guarantee of employment but it does allow DMH to establish a list of contractors who have shown that they meet the Department’s requirements and are available to be hired for as-needed services. This RFR will remain open after the initial posting to facilitate future service needs.

Geographic coverage Vendors are expected to collectively provide service to cover the entire State of Massachusetts as detailed in the below County Map. Each Bidder must indicate in their bid, the counties that their service will cover or alternatively if they will provide services to cover the entire State. Please click on the following link to see a list of cities and towns in each county: https://www.sec.state.ma.us/cis/cisctlist/ctlistcoun.htm.

Counties

· Berkshire

· Hampshire

· Franklin

· Worcester

· Hampden

· Middlesex

· Essex

· Suffolk

· Norfolk

· Plymouth

· Bristol

· Barnstable

· Dukes

· Nantucket

Applications.

Applications to this Request For Response (RFR) may be filed at any time up to June 1, 2035. To be considered for the First Review and Contract Award Period, Applications need to be filed by June 18, 2025

Contracts and Statement of Works.

DMH, on a rolling basis, will enter into a Contract with each Applicant determined to be qualified pursuant to this Request For Response (RFR) and all Applicants determined Qualified will be added onto the DMH Master Agreement (MA) List.

When DMH needs to purchase Religious Services, it will, to the extent possible, utilize a provider(s) on the MA List using the criteria set forth in Section 9. To purchase the services, the applicable DMH Area or Division will enter a Statement of Work (SOW) with a selected provider(s) on the MA. A SOW, at a minimum, will specify the needed Religious Services provided. See Subsection 5.1 for more information concerning the SOW.

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

DMH makes no guarantee that Religious Services will be purchased from a provider awarded a contract. A Contractor, however, during the duration of this procurement, may enter into multiple SOWs with DMH Areas or Central Office Divisions. In addition, although providers are asked to state in their Applications the DMH Areas where they are able and/or would like to provide Religious Services, providers added to the MA may elect to enter into Statements of Work with any DMH Area and/or Central Office Division.

The Master Agreement will be the primary procurement used by DMH for the purchase of Religious Services. DMH, however, retains the right to obtain Religious Services 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, § 22N; c. 30, § 51, § 52; 801 CMR 21.00

Terms and Conditions.

The Commonwealth Terms and Conditions will be incorporated into the Contracts resulting from this RFR. 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.

Small Business Purchasing Program (SBPP).

This procurement is subject to the Small Business Purchasing Program (SBPP).

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 DMH to award statement of works as specified in Section 5 to SBPP participating business(es) (SBPP Participant) when possible as described below.

SBPP Award Preference. SBPP Participants awarded contracts and that are available and able to provide the service needed at a given time will be preferred for selection for a statement of work. See Subsection 5.1. All businesses, however, are encouraged to apply and all qualified Applicants will be awarded contracts and placed on the Master Agreement list.

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:

a) Have its principal place of business in the Commonwealth of Massachusetts;

b) Been in business for at least one year;

c) 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

d) 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. A SBPP Participant must ensure that their SBPP status is current at the time of submitting and, if applicable, throughout the life of their resulting Contract. If a SBPP Participant loses their SBPP Participant status during the procurement, DMH must be notified, so that the change may be noted. Change in status will not impact a provider’s eligibility to file an Application or a Contractor’s Qualification status, but the Contractor will not be eligible for the SBPP preference when being considered for a SOW (see Subsection 5.1).

Misrepresentation of SBPP status will result in disqualification from consideration and may result in debarment, contract termination, and other actions.

Program Resources and Assistance. To learn more about the SBPP, including how to apply, visit the SBPP Webpage. Applicants 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.

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

Eligible Entities

|X|

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

Acquisition Method(s) and Anticipated Expenditure.

____ Fee For Service ___X___ Other:

Additional equipment, accessories, supplies, and/or future upgrades that are not specifically covered in this RFR but are specifically related to the use and operability of the system(s) and equipment covered under this RFR may be purchased under this procurement.

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 by DMH for Religious Services will be approximately up to $100,000

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

Initial Duration

Total Maximum Contract Duration

Anticipated Procurement Termination Date

June 30,2035

If a 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 that period, so that potentially all contract renewals and terminate will occur at the same time For example, a Contract commencing July 1, 2026, will have an initial duration until December 31 2029 and one 5 year renewal options. DMH reserves the right to award a Contract for a shorter period of time if it is determined to be in DMH’s best interest.

All 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 RFR 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 RFR.

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 “Bidder 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 RFR must submit an email to the RFR 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. Accommodations could include but is not limited to, the receipt of RFR information in an alternative format or assistance at the Applicants’ Conference. If an interpreter is needed, an email request must be submitted to the RFR contact person. 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, 2035, 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, 2035, 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.

A Master Agreement (MA) List of all qualified providers (with notation as to their preferred service areas) will be maintained on COMMBUYS.

Statements of Work (SOWs) with qualified providers on the MA list will be negotiated and executed by DMH Areas or Divisions as needed.

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 Bidder/Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder/Contractor’s computer, network, or internet service provider (ISP), cause email communications sent to/from the prospective Bidder/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, “Bidder Communication,” for more information. This document is included in the COMMBUYS file for this Bid.

RFR 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 provider’s responsibility 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 RFR, to negotiate with any or all qualified providers, and to cancel in part or in its entirety the RFR if it is in the best interest of DMH to do so.

This RFR does not commit DMH to award a Contract or to enter into a SOW 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 DMH is committed to being an anti-racist and socially just organization where all people are treated fairly, receive resources equitably, and feel valued and safe. This requires continuous effort to create meaningful and long-lasting change. This includes the examination of policies, practices, and our contributions on an individual level to inequity. Accomplishing this goal is necessary to achieve DMH’s mission of assuring access and provision of services and support to meet the mental health needs of all individuals.

DMH Contractors are expected to share, demonstrate, and ensure this commitment to race, equity, and inclusion is being met in both the delivery of services and internal business practices. Since both have an impact on Persons Served – directly or indirectly – both are expected to be given equal priority.

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

· addressing both the results and root causes of historical and systemic disparities

· providing physical and linguistic accessibility

· community outreach and engagement

· providing physically and emotionally welcoming, safe, and inclusive spaces

· fair representation, proactive consideration, and empowerment of historically marginalized communities

· continuous monitoring and evaluation of progress towards these goals

· transparent, accessible, and ongoing communication with stakeholders

· swift and appropriate responses to harm caused by discriminatory and/or inequitable treatment.

SECTION 4 APPLICANT MINIMUM QUALIFICATIONS

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

Bidder’s Qualifications The bidder must submit a scope of work that describes the services they are willing to deliver. Also required is the bidder’s resume/curriculum vitae and an official endorsement that includes phone numbers and professional affiliation from your denomination or faith group which certifies that the bidder is an officially ordained member of clergy. If a bidder has had additional professional or educational training in a specific mental health discipline, that information/credential should be submitted with the resume. The bidder must describe their training and experience regarding spiritual counseling. The bidder must also submit, on the Business Reference form included on the COMMBUYS Bid Solicitation File Attachments Section, three (3) business references. The references should be able to speak to the bidder’s experience at providing spiritual counseling.

Experience The bidder must be officially ordained by a recognized denomination or faith group as a minister/chaplain/priest/rabbi/cleric, etc. The bidder must be trained in and experienced at doing spiritual counseling. They must be able to deal with spiritual issues that transcend denominational lines. Familiarity with specialized areas of working with hospitalized individuals and/or individuals with mental health issues is highly preferred.

Cultural Competency The unique characteristics of the clients served by DMH must be acknowledged and addressed. Describe how culture, ethnicity, language, sexual orientation and gender differences will be taken into account when performing your duties.

Fiscal Requirements Applicants must meet the requirements set forth in this Subsection at the time they file a response and if awarded a Contract, during the duration of the Contract.

Sound Fiscal Condition.

Applicants must be in sound financial condition as determined by DMH. DMH may request financial information from a Bidder/Contractor at any time throughout the procurement, to determine if the Bidder/Contractor meets this standard.

Solvency Applicants must not be currently in bankruptcy or receivership or have been in bankruptcy and/or receivership within the last three (3) calendar years.

a. Applicants must have at least three (3) months of adequate reserves.

b. Applicants must have no outstanding liabilities to the Internal Revenue Service, the Massachusetts Department of Revenue. or any other government agencies.

c. Applicants must not be subject to any charges, complaints, or other claims now pending before any court, regulatory board, or government agency that could have an impact on their stability or ability to provide services under the RFR.

Debarment Applicants must not be subject to a federal or state debarment order. DMH cannot award a contract to a provider that is currently subject to a Massachusetts or federal debarment order.

References and reference information and/or requirements Bidders MUST submit contact information for three (3) references on the Bidder Response Form. The references should be able to speak to the bidder’s experience at providing spiritual counseling. The SSST will make a reasonable effort to contact the references given, but if the SSST is unable to obtain a reference, the bidder’s score will be negatively impacted. The SSST reserves the right to utilize information gathered from references and historical information when scoring responses. A past history of poor performance may negatively impact a bidder’s score. Bidders are also required to provide two (2) letters of reference from an institutional account, or from the largest customers in MA if available.

SERVICE SPECIFICATIONS

By this RFR, the Department of Mental Health (DMH) seeks to include on a Master Agreement (MA) the services of various accredited individuals of different faiths (including but not limited to priests, rabbis, ministers, chaplains and clerics) to provide religious services on an as-needed basis. Services will include worship ceremonies, memorial services, funerals, burials and conferring with clients to fulfill their religious and spiritual needs.

Providers may also conduct individual and group spiritual counseling with clients, clients’ family members and agency staff, as required and confer with administrators, clinicians and clients to identify needs.

Providers may be responsible for leading weekly services appropriate to their religious denomination. They must be available for emergency duties, as needed. A list of facilities is provided below that may require weekly religious services. The bidder may indicate the DMH Area(s) in which they are willing to deliver service on the RFR Response Cover Sheet included in this posting on Commbuys. They may further delineate the facility to which they are willing to deliver services in their response to the RFR.

5.1 Statement of Works

5.1.1 Statement of Works Contents When a DMH Area or Central Office Division needs to utilize Religious Services, the applicable DMH Areas or Division will enter into a Statement of Work SOW(s) with one or more providers selected from the Religious Services Master Agreement list. A SOW will be negotiated at the time the service is needed. Negotiations will be subjected to the parameters of the selected provider’s RFA Application. A SOW, at a minimum, will describe the service being utilized the hourly or day rate and the maximum number that can be billed.

The format of the SOW that DMH intends to use to purchase services is set forth in the Model SOW that is included in the Bid’s COMMBUYS file. DMH may change the format of the SOW as it determines necessary.

The duration of a SOW entered into by a DMH Area or Division will be negotiated at the time of execution of the SOW; provided, however, that the duration of a SOW cannot extend beyond the duration of an applicable qualified provider’s Contract.

5.1.2 Selection of Providers for Statement of Work. The decision to enter into a Statement of Work with a Contractor listed on the MA List for service delivery will be based on the DMH service needs

FISCAL SPECIFICATIONS

Unit Rate A Contractor will be reimbursed on an hourly or day rate basis per rates provided for labor and parts. The SOW will reflect the agreed upon services, the applicable hourly/Day rate(s) and the maximum number of each unit rate that can billed without obtaining additional approval from DMH.

The unit rates are considered all inclusive. The rates are for all direct costs related to the services as well as non-operating costs that must be considered. The rates include fuel etc. (where applicable).

Pricing included in a Bidder’s Application and agreed to as part of the Contract awarded under this RFR shall remain unchanged for the initial duration of the Contract. Reasonable Cost of Living increases (e.g .insurance, wages, etc.) are expected and permitted thereafter; provided the Contract is amended by the parties to reflect any change.

Invoicing

Electronic Funds Transfers Payment through Electronic Funds Transfer (EFT)is required for any SOW executed as a result of this solicitation. See the Bid’s COMMBUYS file for this form needed to sign up for Electronic Fund Transfers.

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

Submitting Applications

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 RFR 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.

Ink Signature. Documents requiring signature should be scanned and then submitted online as separate attachments. The original documents (Standard Contract Form, etc.) must be submitted on request, prior to contract negotiations.

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, 2035, at 3 p.m.

Response Requirements

Submit the following two forms.

a. DMH Business Reference Form b..Response Cover Sheet and Application

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 Bidder’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 an Applicant 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.

Contract Forms The following forms must be signed and submitted at the time of Contract negotiations. THE FORMS SHOULD NOT BE SUBMITTED WITH THE APPLICATION.

· Executed Commonwealth of Massachusetts Standard Contract Form, which indicates that the Commonwealth of Massachusetts Terms and Conditions are applicable

· Executed MA Form W-9

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

· Authorization for Electronic Funds Payment.

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 RFR 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 the Cost Proposal Workbook 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 Bidder 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 Bidders 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 application and 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 Bidder’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 Bidder; or

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

If a Bidder’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 Bidder 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

Master Agreement Contract The Master Agreement will consist of the following documents. The documents are listed in order of their precedent.

· Commonwealth Terms and Conditions

· Standard Contract Form

· This RFR and attachments

· Other terms and conditions to which both parties agree. These terms and conditions must be in writing.

· The Contractor’s Application

· Statements of Work (SOW) and any specific conditions or deliverables that are negotiated as part of the SOW.

Master Agreement List A list of all providers determined Qualified to provide Religious Services and execute a Master Agreement will be maintained on COMMBUYS (Master Agreement List). The list will be maintained by the provider’s name and DMH Area(s) where the provider has indicated it is able to provide the services. Inclusion on the Master Agreement List does not guarantee that the provider will be awarded a SOW.

Provider’s Contact Information It is the Contractor’s responsibility to keep its Contract Manager Information current. If this information changes, the provider must notify the DMH Contract Manager by email immediately, using the address located in the Header Information of the Purchase Order or Master Blanket Purchase Order on COMMBUYS.

The Commonwealth assumes no responsibility if the provider’s designated email address is not current, or if technical problems, including those with the provider’s computer, network, or internet service provider (ISP), cause e-mail communications between the provider and DMH to be lost or rejected by any means including email or spam filtering.

Review of Qualified Bidders DMH may terminate a Contract with any Qualified Provider if DMH determines the Qualified Provider is no longer qualified.

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