Ryan_White_Services_(Addendum_#2_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2024-RFP-128

RYAN WHITE SERVICES

RELEASE DATE: December 12, 2024

RESPONSE DEADLINE: January 24, 2025, 5:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2024-RFP-128

Title: Ryan White Services

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Equal Employment Opportunity

2.10. Construction Related Permits

2.11. Alternate Responses

2.12. Pricing Sheet

2.13. Solicitation Process and Submission

2.14. Solicitation Protest

2.15. Award of Contract

2.16. Execution of Contract

2.17. Notice to Proceed

2.18. No Purchase Order – No Payment Policy

2.19. Electronic Invoice Policy

2.20. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Response Submittals

3.4. Attachments

Attachments:

A - Contract Implementation Plan 2025 final

B - RWPA Budget Template 2025

C - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

D - 9b Exhibit_ _RFP Standard Terms Part II - City of New Haven

1. Project Summary

1.1. Summary

Contract Name: Ryan White Services

Solicitation #: 2024-RFP-128

Department: Health

Ryan White Part A grant funds assist eligible jurisdictions to develop or enhance access to a comprehensive continuum of high-quality, community-based care for people with HIV who are low-income through the provision of formula, supplemental, and Minority AIDS Initiative (MAI) funds. The goal is to provide optimal

HIV care and treatment for people with HIV who are low-income, uninsured, and underserved to improve their medical outcomes. Ryan White Part A recipients must use these funds to provide comprehensive medical, health care, and support services throughout the designated geographic area.

Any and all contracts that may be awarded through this RFP are contingent upon the City of New Haven receiving Ryan White Part A grant funded through the US Health Services and Resources Administration.

1.2. Timeline

Solicitation/Advertise Date: December 12, 2024

Pre-Proposal Meeting (Non-Mandatory): December 20, 2024, 4:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtM

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Question & Clarification Deadline: January 10, 2025, 5:00pm

Solicitation Due Date: January 24, 2025, 5:00pm

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NmNjMwOWMtMGMyYi00NzI4LTliNjYtZGRmNTU2NDNiMDgw%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22f3ce9ced-0d6e-4fc1-b062-13df68125ae7%22%7d

200 Orange Street

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/131770 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/131770

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/131770, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is one (1) year with 2 - one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

Certificates of Insurance

The successful bidder shall provide certificates of insurance showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State. The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Contractor shall submit an insurance certificate in addition to a copy of each policy. The Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work. All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to your project contact.

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation. (1). Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s rating of “A-“VIII.

2.6.1. General Liability with Abuse & Molestation

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

Abuse &

Molestation

$1,000,000 Y Y mailto:NHpurchasingCOI@newhavenct.gov

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.5. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.6. Medical Malpractice

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation

$1,000,000 -- --

2.6.7. Cyber Liability/Data Compromise

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation

Each Occurrence $5,000,000 Y Y

2.6.8. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.9. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.10. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.11. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.12. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.13. Solicitation Process and Submission

2.13.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/131770 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.13.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.14. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.15. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, mailto:purchasing@newhavenct.gov in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.16. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

mailto:NHpurchasingCOI@newhavenct.gov

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.17. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

2.18. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.19. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.20. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. 1. ORGANIZATIONAL HISTORY and CAPACITY 25 POINTS A. Provide a brief history of the organization including mission and vision and how it addresses racial and ethnic disparities, social determinants of health, medical biases, and historic structural barriers to optimal medical care. Include a map or other means to identify its satellite locations including school-based health centers and urgent care/walk-in clinics for the areas covered in this proposal.

B. Describe your organization’s history in providing services to people living with HIV and how it is uniquely poised to provide the full array of services to people with HIV in this proposal.

C. Document specific examples of the organization’s ability to deliver services in a multi-cultural

(including LGBTQ) and multi-lingual manner. Describe its current programs for the three groups that require special focus; Young Men of Color Who Have Sex with Men, Black Women and Transwomen in addition to prevalent HIV populations.

D. Describe the organization’s history to manage and/or deliver the proposed HIV services to identify, refer, link, retain, prescribe anti-retrovirals and increase rates of viral suppression for populations of focus in this RFP and prevalent populations.

E. Describe how the applicant will deploy professional expertise to improve the health outcomes of individuals living with HIV based on each of the service categories for which you are applying.

F. Describe coordination efforts with non-Ryan White-funded community partners, e.g. social service organizations, Faith communities, LGBTQI groups/organizations whose programs support the needs of the focus populations.

G. All subrecipients will be required to attend a monthly meeting convened by the Ryan White project

Director to review YTD expenditures by category, service utilization, viral suppression rates by population and clinical quality management activities and Whole Person/status neutral coordination.

Describe the organization’s capacity to conduct programmatic and fiscal monitoring and reporting monthly.

H. Describe the process that will be utilized to ensure that client data is entered in a timely (within 7 days) and accurate manner.

I. The Ryan White CARE Act requires that Part A funds serve as a payer of last resort for services to clients with alternative means of payment (e.g. Medicare/Medicaid, medical insurance obtained through the Affordable Care Act, employer-based health insurance plans, etc.). Describe the organization’s efforts to maximize available sources of medical coverage and other community resources before using

Ryan White Part A funding vigorously pursues enrollment of Part A clients into insurance coverage for which they might be eligible (Part B CT Insurance Premium Assistance, 340 B income, food pantries, etc.)

3.1.2. 2. SERVICE DELIVERY 35 POINTS (IMPLEMENTATION PLANS NOT INCLUDED

PAGE LIMIT)

A. How will the applicant provide all core and support services prioritized by the New Haven/Fairfield

Counties’ Eligible Metropolitan Area Planning Council in a coordinated manner located where most

PLH reside (New Haven, Waterbury, Bridgeport, Lower Fairfield County (Norwalk, Stamford and

Danbury). The Planning Council had previously allocated funding per service region which is no longer in effect for FY 2025. However, applicants should use these figures in the funding table above (see

Figure 1 under Funding Initiatives/Availability of Funds as a guide for this application).

B. Describe how it would design a service delivery system that provides an array of high-quality medical and support services (RW funded and non RW funded) embedded in communities, and that are culturally and linguistically appropriate for PLH.

C. Describe the organization’s history to manage and/or deliver the proposed HIV services to identify, refer, link, retain, prescribe anti-retrovirals and increase rates of viral suppression for populations of focus in this RFP and prevalent populations.

D. Include a description of mechanisms within the organization that enable newly infected, those with late-stage HIV diagnosis, populations of focus and out of care individuals to access and remain in primary care and achieve viral suppression. Describe the regional strategy for identifying and engaging at-risk individuals who are unaware of their status and re-engaging individuals who have fallen out of care.

E. All applicants must submit a completed Implementation Plan template for each of the services provided.

The applicant must apply for each of the services listed in the funding allocation table at the amount indicated.

3.1.3. 3. WHOLE PERSON/ STATUS NEUTRAL APPROACH TO CARE and TREATMENT

(15 POINTS)

Whole Person/Status Neutral is an approach to HIV education, testing and treatment that emphasizes a continuum of care no matter if someone is found to be HIV negative or positive.

https://www.ncbi.nlm.nih.gov/pmc/articles/PMC6016418/

All applicants must participate in a Whole Person approach to testing and treatment. Although Ryan White-funded programs may not engage in HIV prevention activities, they must have a mechanism for HIV prevention and testing internally and locally for referral and rapid start of HIV antiretroviral medication or Pre-exposure prophylaxis (PrEP).

A. Provide a flowchart for the Whole Person/status neutral approach that is designed to test and treat newly diagnosed persons and prescribe antiretroviral therapy or PrEP within 72 hours of test result.

B. If your organization provides HIV testing, describe the successes and challenges to link individuals to

HIV providers within 72 hours. How have you addressed these challenges for a better outcome?

https://www.ncbi.nlm.nih.gov/pmc/articles/PMC6016418/

C. For those who work with other/outside local HIV testing and prevention programs, please outline the process from off-site testing to HIV care and PrEP within 72 hours. Describe the challenges and successes. How have you addressed these challenges for a better outcome?

D. How does the organization use or will use a braided funding model (e.g. CDC prevention and testing funds with Ryan White treatment funds) to accomplish a Whole Person approach?

3.1.4. 4. CLINICAL QUALITY IMPROVEMENT (15 POINTS)

Using HRSA’s PCN 15-02 as a guide, please address the following sections.

A. Describe the current quality management plan or activities including the staff who participate in quality improvement/management activities, the Quality Management (QM) Committee, how often it meets, etc. How does the organization envision the role of Persons with HIV in the quality management program.

B. Discuss how your organization’s current quality management program has worked to improve the care or services your program provides, including how an item or measure was identified as needing improvement, the process used in analyzing and designing a QM intervention (Plan-Do-Study-Act) and how the intervention was tested. Describe one specific Quality Improvement project that best illustrates a CQM approach.

C. CQM efforts will focus primarily on the focused populations in this RFP but not to the exclusion of others as data may show. Discuss plans to conduct distinct quality management activities for the focus populations set forth in this RFP.

3.1.5. 5. BUDGET NARRATIVE 10 POINTS (BUDGET NOT INCLUDED PAGE LIMIT)

Using HRSA’s PCN 16-02 regarding client eligibility and allowable costs, (https://ryanwhite.hrsa.gov/sites/default/files/ryanwhite/grants/service-category-pcn-16-02-final.pdf_) please prepare you budgets accordingly.

a. Using the budget template, prepare a separate budget for each service category. Please see NHFF Ryan White

Part A Planning Council Homepage (www.nhffryanwhitehivaidscare.org) for staff qualifications by service category.

Please note: The budget should cover 12 months, and administrative expenses cannot exceed 10% https://ryanwhite.hrsa.gov/sites/default/files/ryanwhite/grants/service-category-pcn-16-02-final.pdf_) https://www.nhffryanwhitehivaidscare.org/

3.2. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. ORGANIZATIONAL HISTORY and

CAPACITY

A. Provide a brief history of the organization including mission and vision and how it addresses racial and ethnic disparities, social determinants of health, medical biases, and historic structural barriers to optimal medical care. Include a map or other means to identify its satellite locations including school-based health centers and urgent care/walk-in clinics for the areas covered in this proposal.

B. Describe your organization’s history in providing services to people living with HIV and how it is uniquely poised to provide the full array of services to people with HIV in this proposal.

C. Document specific examples of the organization’s ability to deliver services in a multi-cultural (including

LGBTQ) and multi-lingual manner.

Describe its current programs for the three groups that require special focus; Young Men of Color Who

Have Sex with Men, Black Women and Transwomen in addition to prevalent HIV populations.

D. Describe the organization’s history to manage and/or deliver the proposed

HIV services to identify, refer, link, retain, prescribe anti-retrovirals and increase rates of viral suppression for populations of focus in this RFP and prevalent populations.

E. Describe how the applicant will deploy professional expertise to improve the health outcomes of individuals living with HIV based on each of the service categories for which you are applying.

F. Describe coordination efforts with non-Ryan White-funded community partners, e.g. social service organizations, Faith communities, LGBTQI groups/organizations whose

0-100 Points 25 (25% of Total) programs support the needs of the focus populations.

G. All subrecipients will be required to attend a monthly meeting convened by the Ryan White project Director to review YTD expenditures by category, service utilization, viral suppression rates by population and clinical quality management activities and Whole Person/status neutral coordination. Describe the organization’s capacity to conduct programmatic and fiscal monitoring and reporting monthly.

H. Describe the process that will be utilized to ensure that client data is entered in a timely (within 7 days) and accurate manner.

I. The Ryan White CARE Act requires that Part A funds serve as a payer of last resort for services to clients with alternative means of payment (e.g.

Medicare/Medicaid, medical insurance obtained through the

Affordable Care Act, employer-based health insurance plans, etc.). Describe the organization’s efforts to maximize available sources of medical coverage and other community resources before using Ryan White Part A funding vigorously pursues enrollment of Part A clients into insurance coverage for which they might be eligible (Part B CT

Insurance Premium Assistance, 340 B income, food pantries, etc.)

2. SERVICE DELIVERY

A. How will the applicant provide all core and support services prioritized by the New Haven/Fairfield

Counties’ Eligible Metropolitan Area

Planning Council in a coordinated manner located where most PLH reside (New Haven, Waterbury, Bridgeport, Lower Fairfield County

(Norwalk, Stamford and Danbury).

The Planning Council had previously allocated funding per service region which is no longer in effect for FY

2025. However, applicants should use these figures in the funding table above (see Figure 1 under Funding

Initiatives/Availability of Funds as a guide for this application).

B. Describe how it would design a service delivery system that provides an array of high-quality medical and support services (RW funded and non

RW funded) embedded in communities, and that are culturally and linguistically appropriate for

PLH.

C. Describe the organization’s history to manage and/or deliver the proposed

HIV services to identify, refer, link, retain, prescribe anti-retrovirals and increase rates of viral suppression for populations of focus in this RFP and prevalent populations.

D. Include a description of mechanisms within the organization that enable newly infected, those with late-stage

HIV diagnosis, populations of focus and out of care individuals to access and remain in primary care and achieve viral suppression. Describe the regional strategy for identifying and engaging at-risk individuals who are unaware of their status and re-engaging individuals who have fallen out of care.

E. All applicants must submit a completed Implementation Plan template for each of the services

0-100 Points 35 (35% of Total) provided. The applicant must apply for each of the services listed in the funding allocation table at the amount indicated.

3. WHOLE PERSON/ STATUS NEUTRAL

APPROACH TO CARE and TREATMENT

A. Provide a flowchart for the Whole

Person/status neutral approach that is designed to test and treat newly diagnosed persons and prescribe antiretroviral therapy or PrEP within

72 hours of test result.

B. If your organization provides HIV testing, describe the successes and challenges to link individuals to HIV providers within 72 hours. How have you addressed these challenges for a better outcome?

C. For those who work with other/outside local HIV testing and prevention programs, please outline the process from off-site testing to

HIV care and PrEP within 72 hours.

Describe the challenges and successes. How have you addressed these challenges for a better outcome?

D. How does the organization use or will use a braided funding model (e.g.

CDC prevention and testing funds with Ryan White treatment funds) to accomplish a Whole Person approach?

0-100 Points 15 (15% of Total)

4. CLINICAL QUALITY IMPROVEMENT

A. Describe the current quality management plan or activities including the staff who participate in quality improvement/management activities, the Quality Management

(QM) Committee, how often it meets, etc. How does the organization envision the role of Persons with HIV in the quality management program.

B. Discuss how your organization’s current quality management program has worked to improve the care or services your program provides, including how an item or measure was identified as needing improvement, the process used in analyzing and designing a QM intervention (Plan-Do-Study-Act) and how the intervention was tested.

Describe one specific Quality

Improvement project that best illustrates a CQM approach.

C. CQM efforts will focus primarily on the focused populations in this RFP but not to the exclusion of others as data may show. Discuss plans to conduct distinct quality management activities for the focus populations set forth in this RFP.

0-100 Points 15 (15% of Total)

5. Budget

a. Using the budget template, prepare a separate budget for each service category. Please see

NHFF Ryan White Part A Planning Council

Homepage

(www.nhffryanwhitehivaidscare.org) for staff qualifications by service category.

Please note: The budget should cover 12 months, and administrative expenses cannot exceed 10%

0-100 Points 10 (10% of Total)

3.3. Response Submittals

1. Technical Proposal (without cost)* *Response required

2. Cost Proposal* *Response required https://www.nhffryanwhitehivaidscare.org/

3. City Forms Signature Sheet* You are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

Your are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

5. Statement of Qualifications for City Statement of Qualifications:

Each solicitation response shall include a Statement of Qualifications in the format provided in this

Solicitation upon stationary of the responding entity.

All questions must be answered, and the data given must be clear and comprehensive.The respondent may submit any additional information he/she desires.

5.1. Permanent Main Office Address*

*Response required

5.2. When Organized*

*Response required

5.3. Legal form of ownership. If a corporation, where incorporated.*

*Response required

5.4. How many years have you been engaged in services, under your present name?*

*Response required

5.5. Have you ever failed to complete any work awarded to you? If so, where and why?*

*Response required

5.6. Have you ever defaulted on a contract? If so, where, and why?*

*Response required

5.7. Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.*

*Response required

5.8. Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven.*

*Response required https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fc2842d4-2626-4a80-865b-41e2d926ce22&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2

5.9. Name, title, address, and telephone number of the individual to whom all inquiries about this

Proposal should be addressed.*

*Response required

5.10. Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven?*

☐ Yes

☐ No

*Response required

5.11. 501(c) (3) Letter of Determination *

Please upload document here:

*Response required

5.12. Medicaid Certification*

Please upload Organization's Medicaid Certification

*Response required

5.13. Tax Identification number(s)*

*Response required

5.14. UEI Identification Number *

*Response required

5.15. Are you able to receive Credit Card Payments for your services rendered?*

☐ Yes

☐ No

*Response required

5.16. Attached to this solicitation are contract exhibits for your review. Please be advised that the City of

New Haven maintains a standardized set of contractual terms and conditions that are not subject to negotiation. If your proposal is selected for award, you will be required to adhere strictly to the terms and conditions outlined in this document.*

By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award."

☐ Please confirm

*Response required