RFR DMH's Group Transportation Master Agreement~2.docx

The Commonwealth of Massachusetts Executive Office of Health and Human Services

DEPARTMENT OF MENTAL HEALTH

Document Title: Request For Application For DMH’s Group Transportation Master Agreement

COMMBUYS Bid#: BD-25-1022-DMH08-8210C-105732

DMH Document Number: DMH-2025-3030-01

Date: July 30, 2024

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 Commonwealth of Massachusetts Standard Contract Form and Instructions, Contractor Certification, and Commonwealth Terms and Conditions Contractor Authorized Signatory Listing Cost Response Workbook DMH Area Offices and the Communities They Serve DMH Business Reference Form DMH Environmental Preferable Products Form DMH Standard Contract Requirements Electronic Funds Transfer Sign-Up Form Evaluation Tool List of Permitted Application Attachments MA Form W-9 Request for Taxpayer Identification Number and Certification Model Statement of Work (SOW) OSD Instructions for Vendors Responding to Bids via COMMBUYS OSD RFR - Required Specifications for Commodities and Services Provider’s Qualifications and Service Application Form

Request For Application For DMH’s Group Transportation Master Agreement DMH Document Number: DMH-2025-3030-01 July 2024

SECTION 1 INTRODUCTION AND GENERAL DESCRIPTION

1.1 Issuing Entity/COMMBUYS

Document Title: Request For Application For DMH’s Group Transportation Master Agreement

COMMBUYS Bid#: BD-25-1022-DMH08-8210C-105732

DMH Document Number: DMH-2025-3030-01

Date July 30, 2024

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 RFA - 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.

1.2 General Description of the Procurement

1.2.1 Services Being Procured. The services being procured under this RFA is the transporting groups of DMH patients/clients and staff from one location to another in non-medical emergency and non-emergency situations. Multiple individuals will be involved in these moves, and generally they will involve, in full or in part, one or more Department of Mental Health inpatient settings or operated congregate/group living environments, shelters and/or Intensive Residential Treatment Programs.

DMH is seeking to establish a pool of qualified providers from which DMH Areas and Divisions can quickly purchase transportation services when DMH needs to relocate a number of patients, clients, and staff for emergency or other purposes.

To qualify, a provider must meet the requirements set forth in Section 4 and be able to provide services as described in Subsection 1.2 and Section 5. At a minimum, a provider must have the capacity to transfer 48 adult individuals at one time (could be in more than one vehicle). Qualified providers will be placed on the DMH Master Agreement for Group Transportation Services and these providers will be utilized as the need arises.

DMH inpatient settings include the following:

· Worcester Recovery Center and Hospital (309 Belmont Street, Worcester, MA 01604): approximately 320 patients and 250 staff:

· Harthorne Units at Tewksbury State Hospital (365 East Street, Tewksbury, MA 01876): approximately 165 patients and 80 staff:

· Solomon Carter Fuller Mental Health Center (85 East Newton Street, Boston, MA 02118): approximately 60 patients and 76 staff:

· Metro Boston Mental Health Units at Lemuel Shattuck Hospital (170 Morton Street, Jamaica Plain, MA 02130): approximately 95 patients and 80 staff:

· Taunton State Hospital (60 Hodges Avenue, Taunton, MA 02780): approximately 45 patients and 60 staff members:

· Cape Cod and Islands Mental Health Center (830 County Road, Pocasset, MA 02559): approximately 18 patients and 30 staff:

· Corrigan Mental Health Center (49 Hillside Street, Fall River, MA 02720): approximately 18 patients and 30 staff members:

· Recovery From Addiction Program (60 Hodges Avenue, Taunton, MA 02780): approximately 120 patients and 80 Staff members:

DMH-operated congregate/group living environments are located in various communities in DMH’s Southeast, Northeast, and Central Massachusetts Areas. Included in the Bid’s COMMBUYS file is a list of DMH Areas and the communities that they serve. The estimated number of staff /clients in one of these environments is between 6 and 13.

DMH-operated shelters are located in the Metro Boston Area. The estimated range of staff/clients in these environments is between 20 guests / 12 staff and 80 guests / 40 staff.

DMH-contracted Intensive Residential Treatment Programs (IRTPs) are located in the Central Massachusetts, Northeast, and Southeast Areas. The estimated range of staff/clients in each of these environments is 15-17 clients and 3-10 staff (depending on shift). DMH also contracts for Clinically Intensive Residential Treatment (CIRT) in Western Massachusetts for youth ages 6 - 12. This program has 12 residents and approximately 35 staff.

1.2.2 Applications. Applications to this Request For Application (RFA) 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 September 24, 2024.

1.2.3 Contracts and Statement of Works. DMH, on a rolling basis, will enter into a Contract with each Applicantdetermined to be qualified pursuant to this Request For Application (RFA) and all Applicants determined Qualified will be added onto the DMH Master Agreement (MA) List.

When DMH needs to purchase Group Transportation 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 transportation to be provided (destinations (from and to); number of passengers, type(s) of vehicle(s) to be used; date(s); applicable unit rates). See Subsection 5.1 for more information concerning the SOW.

Group Transportation 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 transportation 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 Group Transportation Service, providers added to the MA may elect to enter into Statements of Work with any DMH Area and/or Central Office Division. Included in the bid’s COMMBUYS file is a list of DMH Areas and the towns and cities they serve.

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

1.3 Procurement Information

1.3.1 Applicable Procurement Law. This Bid is issued under the following law(s): MGL c. 29, § 29B, st.1993 c.110, S.274 as amended; MGL c. 7, §22; 801 CMR 21.00.

1.3.2 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.

1.3.3 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 transportation needed at a given time will be preferred for selection for a statement of work. See Subsection 5.1.2. 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 5.1.2).

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.

1.4 Number of Awards

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

1.5 Eligible Entities

|X|

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

1.6 Acquisition Method(s) and Anticipated Expenditure.

__X__ Fee For Service ______ Other:

Contractors will be reimbursed on a unit rate basis as set forth in Section 6. DMH Reserves the right to add other types of reimbursement mechanisms throughout the duration of this RFA.

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

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

It is anticipated that the annual amount by DMH for Group Transportation Services will be approximately $250,000.00

1.7 Contract Duration

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

Initial Duration

1 years and 6 months

Total Maximum Contract Duration

Anticipated Procurement Termination Date

June 30, 2036

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 of 1 year and 8 one 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.

1.8 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.

1.9 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 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. Accommodations could include but is not limited to, the receipt of RFA information in an alternative format or assistance at the Applicants’ Conference. If an interpreter is needed, an email request must be submitted to the RFA contact person. See the “Reasonable Accommodations” section of the OSD RFR - Required Specifications for Commodities and Services, for more information.

SECTION 2 PROCUREMENT TIMETABLE

2.1 Procurement Timetable

Time: 10 a.m.

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.

2.2 Applicants’ Conference

An Applicants’ Conference is being offered to give prospective Applicants general Bid information and to answer attendees’ questions about the procurement. Attendance is optional.

Applicants will need to sign into the meeting before entering it. Please use the following link to enter the meeting:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGYyY2ZjYmItNzlkMC00MDAzLWEwZWEtZjI4MjI3NDQzZDc5%40thread.v2/0?context=%7b%22Tid%22%3a%223e861d16-48b7-4a0e-9806-8c04d81b7b2a%22%2c%22Oid%22%3a%22bd0ad401-f42b-4a87-8618-ea03ffe6a8f3%22%7d

Applicants with disabilities or hardships who would like reasonable accommodations regarding this RFA must submit an email to the RFA contact person (listed in the RFA Coversheet) 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 are not limited to, the receipt of RFA information in an alternative format or assistance at the Applicants Conference. (Note: if accommodations are needed for the Applicants’ Conference, requests need to be made by the date specified in Subsection 2.1 to ensure that they can be timely addressed.) See the “Reasonable Accommodations” section of the OSD RFR - Required Specifications for Commodities and Services, that is included in the Bid’s COMMBUYS file for more information.

2.3 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.

2.4 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 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 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 Contract or to enter into a SOW for services.

SECTION 3 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:

4.1. Capacity

An Applicant must have the capacity to transport at a minimum 48 adult individuals (in one or more vechicles) at one time. This includes having the necessary vechicles, drivers and Department of Utilities’operating authorities.

4.2 Experience

An Applicant must have at least three (3) years of experience providing safe and dependable charter transportation services to a to large groups of adults, to designated locations.

4.3 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.

4.3.1 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.

4.3.2 Solvency.

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

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

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

d. 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 RFA.

4.3.3 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.

SECTION 5 SERVICE SPECIFICATIONS

5.1 Statement of Works

5.1.1 Statement of Works Contents If a DMH Area or Central Office Division needs to utilize Group Transportation Services, the applicable DMH Areas or Division will enter into a SOW(s) with one or more providers selected from the Group Transportation 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 establish: (a) the number of Patients/Clients/Staff to be relocated; (b) if luggage or other goods will also need to be transported; (c) the from and to locations; (d) the types of vehicles that are to be used; (e) the identification of any special transportations needs of Patients/Clients/Staff; (f) the date of the move; (g) the agreed upon price for the move; (h) the payment mechanism; and required reporting and invoicing. A SOW may address both the relocation and the expected return of the Patient/Clients/Staff to the original location or another identified location or it may be limited to the relocation of individuals.

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. A Contractor will be selected for an SOW using the following criteria: availability, ability to meet service needs; Small Business Purchasing Program Participant (SBPP Participant); price; past performance, and quality of Application. Use of SBPP Participants will be prioritized when they are available.

5.2 Vehicles and Drivers Requirements

5.2.1 Vehicles Requirements.

a. A provider must possess at a minimum one or more vehicles to transport 48 adults simultaneously from one location to another.

b. Every vehicle that is used to transport individuals under the MA must be properly registered in Massachusetts; have an up to date Massachusetts Inspection sticker and be commercially insured in accordance with state standards and otherwise be authorize for use by the Department of Public Utilities.

c. Each vehicle is required to have one driver.

d. Vehicles shall not be more than six (6) years old unless otherwise approved by DMH.

e. Vehicles must be in good and safe repair.

f. Vehicles must have passed inspections as required and be registered with the State of Massachusetts.

g. Vehicles must be clean and in and of good appearance.

h. Vehicles must have interior lighting and heating.

i. Vehicles must be capable of displaying identification information in a prominent fashion.

j. At least one vehicle must be handicapped accessible.

5.2.2 Drivers Requirements.

a. Drivers must have (i) a valid Massachusetts Driver's License appropriate to the type of vehicle they will be operating; (ii) at least 3 years of driving experience, including experience driving multi-passenger vehicles, and (iii) a clean driving record of at least two years.

b. Contractors must adhere to the Executive Office of Health and Human Services (EOHHS) regulations regarding the completion of CORI checks when hiring drivers for the services under this RFA. See CORI Regulations at 101 CMR 15.00 and the Criminal Offender Record Checks Guidance offered on the EOHHS Web Site.

c. Contractors and any subcontractors or vendors must check, in advance of performance of any Contract work, whether their employees, agents, with the potential for unsupervised DMH client or patient contact (Employees) have Level 2 (moderate risk) or Level 3 (high risk) Sexual Offender Registry Information (“SORI”) at the Sex Offender Registry Board (“SORB”). If SORI checks reveal such level of risk, Contractors must report the SORI to DMH, whereupon DMH will assess whether the Employee may perform work under the Contract, considering: (i) relevance of the crime to the position sought; (ii) the nature of the work to be performed, (iii) the type and nature of the offense, (iv) type of sentence, (v) age of the candidate at the time of the offense, (vi) whether the individual successfully completed probation, (vii) any relevant evidence of rehabilitation or lack thereof, (viii) the date of the offense, (ix) the number of offenses, (x) whether the individual was subsequently arrested, and (xi) whether the individual has pending charges as well as any other factors that DMH deems relevant. After review of Level II or Level III SORI, DMH will determine, in its sole discretion, whether Employees may perform Contract work, whereafter it will notify Contractors of its determination.

Prior to providing the SORI information to DMH, Contractors will provide the Employee with a copy of the SORI, inform the Employees that it must be provided to DMH, and give the Employees an opportunity to dispute the accuracy and relevance of the SORI. The Contractors will notify DMH of any such dispute and the parties will attempt to resolve the dispute, consulting with the SORB as appropriate

d. All drivers shall be instructed on the rules and policies of the Contractor and applicable public laws and regulations.

e. All drivers shall be properly trained in customer service and how to treat passengers with dignity and respect.

f. Absent a specific emergency, drivers must refrain from talking on cell phones while driving or texting / e-mailing while driving.

g. All drivers must be properly trained on, and held responsible for, maintaining the confidentiality of DMH Patients and Clients.

5.3 Service Specifications

5.3.1 Twenty-Four/Seven Contactor Accessibility. DMH needs to be able to contact the Contractor as needed to determine if they are available and capable of responding to an emergency situation. A Contractor must offer a 24/7 telephone or other service that allows for this contact. Unless extenuating circumstances exist, a response must be received within thirty (30) minutes of a call being placed as to whether the Contractor can or cannot provide the needed transportation service.

Contractors must notify DMH of any changes in the manner by which they are to be contacted.

5.3.2 Laws and Regulations. All services and ancillary items provided by a Contractor pursuant to an SOW must comply with all applicable Federal, Commonwealth, and local laws, and regulations.

5.3.4 Smoking. Contractors understand and agree that DMH facilities and operated group Living Environments are smoke-free environments and that no smoking will be permitted at any DMH facility or operated Group Living Environment or in any vehicle proving transportation under the MA.

5.3.5 Privacy and Security. Contractors must take appropriate action to ensure that their drivers and other employees are aware that the names of DMH patients and clients and the address of DMH’s Group Living Environments (PHI) is confidential information that cannot be disclosed to third parties and shall be used only to the extent necessary to perform their duties under an applicable Statement of Work. In addition, Contractors shall not capture or retain such information in their records other than as may be stated in the applicable Statements of Works prepared by DMH.

5.3.6. Incident Reporting. The Contractor must notify DMH immediately of any accidents, incidents involving this service, and administrative or other legal actions resulting from such services. Notice of such is to be reported to the Area Director or Division Head that executed the applicable SOW. The Contractor must cooperate with DMH with regard to the investigation of any such accident or incident.

5.3.7 Environmentally Friendly Services. Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must follow Executive Order 515, issued October 27, 2009. Under this Executive Order, DMH is required to reduce its impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent the best value, consistent with 801 CMR 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Questions concerning the Executive Order, or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order can be viewed at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

5.3.8 Liability Coverage. An Applicant that enters into a Contract with DMH must have and maintain at its own expense, during the term of its Contract, Liability Coverage. The coverage shall be written subject to limits of no less than $1,000,000 per occurrence and $3,000,000 aggregate. If coverage is lost or reduced below the specified limits, DMH must be notified, and the Contract may be canceled by DMH.

At the time of entering into a Contract with DMH, an Applicant must give DMH a certificate of Insurance certifying that the required insurance has been obtained. In addition, a certified copy of the policy must be provided on request.

5.3.9 Updates. A Contractor must notify DMH if there are any changes in its resources or applicable policies and procedures relevant to their Contract. DMH may require Contractors to verify resources (vehicles and drivers) on an annual basis.

5.3.10 Maintenance. All vehicles must be maintained in accordance with the standards of safety established by the Commonwealth of Massachusetts Department of Public Utilities. The Contractor must follow regular maintenance schedules and maintain vehicle maintenance logs. All vehicles used must be road-ready; and have passed the annual inspection as required by the Massachusetts Department of Motor Vehicles and Department of Public Utilities. Similarly, all heating and air conditioning equipment shall undergo regular maintenance and be operational in all vehicles used.

5.3.11 Cleanliness. All vehicles used must be clean. Rest rooms (if provided) will be cleaned and stocked with necessary supplies.

SECTION 6 FISCAL SPECIFICATIONS

6.1 Unit Rate. A Contractor will be reimbursed on an hourly or day rate basis per type of vehicle used. The SOW will reflect the agreed upon personnel and vehicles that will be utilized for the required Group Transportation, 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 will be considered all inclusive. The rates are for all direct costs related to the services as well as non-operating costs that must be considered for any trip. The rates include all fuel, parking, driver gratuity, permits and toll costs, etc. (where applicable).

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

6.2 Invoicing

6.3 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.

SECTION 7 HOW TO SUBMIT A RESPONSE (QUOTE) AND OTHER APPLICATION REQUIREMENTS

7.1 Submitting Applications

7.1.1 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.

7.1.2 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.

7.2 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.

7.3 Response Requirements

7.3.1 There are three parts to the Application.

a. The Provider’s Qualifications and Service Application Form. The Application Form included in the Bid’s COMMBUYS file must be used for this purpose. The instructions for completing the Form are included in the Form Itself.

b. The Cost Response Workbook. The Cost Response Workbook and instructions that must be used can be found in the Bid’s COMMBUYS file.

c. Attachments. All attachments required by the Application Form or Workbook must be submitted as one (1) PDF with all Attachments numbered and in the order, they are listed in the List of Permitted Attachments included in the Bid’s COMMBUYS file. The attachments must be limited to those specifically listed in the List of Permitted Attachments. Any attachment that is submitted that was not specifically asked for will not be reviewed.

7.3.2 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.

7.4 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.

7.5 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.

7.6 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.

SECTION 8 REVIEW, QUALIFICATION AND CONTRACT PROCESS

8.1 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 Julie Hwayoung Shepherd, Assistant Commissioner for Mental Health Services, or designee. DMH reserves the right to change the Awarding Authority.

8.2 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.

8.3 Response Review

If it is determined that an Application meets the Minimum Submission Requirements, the Review Committee will evaluate each Application in accordance with the Evaluation Tool that is included in the BIDS COMMBUYS file to determine if an Applicant is Qualified.

8.3.1 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).

8.3.2 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.

8.3.3 Awarding Authority. The Review Committee shall forward a completed Evaluation Tool to the Awarding Authority for a final review. The Awarding Authority will review the Application and the completed Evaluation Tool and accept or reject the Review Committee’s scoring as they determine appropriate. If the Awarding Authority’s rejects the Review Committee’s scoring, the reasons why will be documented in writing by the Awarding Authority. The decision of the Awarding Authority’s is final.

8.3.4 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…