SSAS_300214_PT201_PTRFP_SP10737-090926.docx

Minnesota Department of Human Services, Housing and Support Services Division

Request for Proposals for Contractors to Provide Social Security Advocacy Services Date of Publication in SWIFT: September 10, 2026 Americans with Disabilities Act (ADA) Statement:

This information is available in accessible formats for people with disabilities by calling 651-431-3612 or by using your preferred relay service. For other information on disability rights and protections, contact your agency’s Americans with Disabilities Act (ADA) coordinator.

Minnesota’s Commitment to Diversity and Inclusion. The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to www.mmd.admin.state.mn.us/mn02001.htm.

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Objective of RFP

1.2 Proposal Due Date

1.3 Background

2. SCOPE OF WORK

2.1 Overview……………………………………………………………………………………………………………..…

2.2 Duties/Deliverables

3. PROPOSAL REQUIREMENTS

3.1 Proposal Contents……………………………………………………………………………………

3.2 Proposal Requirements

3.3 Required Statements and Forms

4. RFP PROCESS

4.1. Responders’ Conference

4.2. Responders’ Questions

4.3. Proposal Submission

5. PROPOSAL EVALUATION AND SELECTION

5.1. Evaluation Procedure and Criteria

5.2. Evaluation Team

5.3. Unsuccessful Responder Notice

6. REQUIRED CONTRACT TERMS AND CONDITIONS

7. SOLICITATION TERMS

APPENDIX A Workplan APPENDIX B Budget and Payment Terms ………………………………………………………………………………… APPENDIX C Responder Application and Acceptance of Workplan, Budget and Payment Terms ATTACHMENT A Responder Declarations ATTACHMENT B Exceptions to State’s Terms and Conditions

PT RFP (PT201)

Rev. 7.3.2024

ATTACHMENT C Sample Professional Technical Contract ATTACHMEN D Data Sharing and Business Associate Agreement Terms and Conditions

RFP SUMMARY

Important Dates:

RFP Published: September 10, 2026 Responder’s Conference (if applicable): September 16 ,2026, 10:00 - 11:30 AM CT Questions Due: September 22, 2026 by 4:00 PM CT Proposals Due: SWIFT EVENT END October 22, 2026 by 4:00 PM CT

Anticipated Selection of Successful Responder(s): November 5, 2026 Start of Contract: January 1, 2027 or later End of Contract: December 31, 2028 Possible Extensions: January 1, 2029 to December 2029; January 1, 2030-December 31, 2030; January 1, 2031-December 31, 2031 State Contact: DHS Social Security Advocacy Services Team, DHS.SSAAdvocacy@state.mn.us

Request for Proposals

1. INTRODUCTION

1.1 Objective of RFP

The Minnesota Department of Human Services, through its Housing and Support Services Division (STATE), is seeking proposals from qualified Responders to provide Social Security Advocacy Services. These services will assist eligible individuals in applying for, appealing, and maintaining federal disability benefits through the Social Security Administration (SSA), specifically Supplemental Security Income (SSI) and Social Security Disability Insurance (SSDI).

See the RFP Summary Page for the contract start date, end date, and initial term. STATE may extend the resulting contract for up to a total of three (3) years.

1.2 Proposal due date

The official response to this RFP must be submitted through SWIFT and received no later than the Event End Date and time identified in the applicable SWIFT Event Details applicable to this RFP. Late responses will be rejected and will be handled in accordance with applicable procurement requirements.

Issuance of this RFP does not obligate the STATE to award a contract, complete the procurement, or proceed with the project. The STATE reserves the right to amend, suspend, cancel, or terminate this solicitation at any time if determined to be in its best interest.

All costs and expenses incurred by a Responder in the preparation, submission, or presentation of a Proposal, or in connection with any other activities related to this RFP, shall be solely the responsibility of the Responder.

This RFP is intended to provide background information, describe the services sought by the STATE, set forth the requirements of this procurement, and identify the contractual terms and conditions applicable to any resulting contract. While this RFP establishes the basis for submission and evaluation of Proposals, the final scope of work, performance obligations, and all additional terms and conditions shall be set forth in the executed contract.

1.3 Background

The purpose of this program is to increase access to federal disability benefits, improve financial stability for vulnerable populations, and support individuals who receive public assistance or other state-supervised services. Access to disability income through federal programs such as SSI and SSDI can provide critical financial support, improve housing stability, and reduce reliance on emergency or crisis-based services.

PT RFP (PT201)

Rev. 7.3.2024

Pursuant to Minnesota Statutes §256D.06, subdivision 5(c), the STATE is authorized to enter into contracts for advocacy and support services that assist applicants or recipients of state-supervised services in pursuing claims for federal disability benefits.

Many eligible individuals experience significant barriers when applying for disability benefits, including complex application requirements, difficulty obtaining medical evidence, limited understanding of the claims process, language barriers, mental health conditions, chronic health issues, lack of stable housing, homelessness, and limited access to legal or advocacy resources. These barriers can result in delayed applications, denials, or loss of needed income and support.

The STATE is seeking Responders with demonstrated experience and capacity to provide effective, timely, and culturally responsive advocacy services that help eligible individuals successfully navigate the disability claims process.

Service Need and Priority Populations The STATE is particularly interested in organizations that can effectively serve individuals and communities that have historically experienced barriers, disparities, or inequitable access to disability benefits and related services, including but not limited to:

· Low-income individuals with disabilities

· Individuals experiencing or at risk of homelessness

· Individuals at risk of institutionalization

· People with serious mental illness or co-occurring conditions

· Individuals with chronic or complex medical conditions

· Individuals with limited English proficiency

· Communities of color, Tribal communities, and other underserved populations

· Individuals living in rural or geographically isolated areas

· Individuals with limited access to medical, legal, or advocacy resources Desired Outcomes The expected outcomes of this contract include:

· Increased access to SSI/SSDI and other federal disability benefits

· Improved approval rates for eligible applicants

· Reduced application errors and avoidable denials

· Reduced processing delays through timely case development and follow-up

· Greater long-term financial stability for eligible individuals and households

PT RFP (PT201)

Rev. 7.9.2024

2. SCOPE OF WORK

2.1 Overview

Minnesotans receiving certain state-funded public assistance are required to apply for other maintenance benefits, including federal disability benefits. This contract focuses on supporting eligible individuals’ transition from state-funded public assistance to federal disability benefits, specifically SSI and SSDI.

The services covered under this request for proposal (RFP) include screening and identifying individuals who may qualify for SSI/SSDI benefits and helping them apply for, appeal, or maintain these benefits while serving as their Registered and Appointed Representative before the SSA. Collectively, these services are referred to as “Representation Services” in the Work Plan under Appendix A, which is attached and incorporated into this RFP. Individuals eligible for these services must meet the “Client Eligibility Criteria” set forth in the Work Plan, Appendix A.

The STATE seeks to establish and maintain a roster of qualified providers, organizations (both for-profit and nonprofit), and individuals capable of delivering these services to eligible applicants. This roster will be available for use by counties and the public to support eligible Minnesotans in applying for federal disability benefits. Responders that meet STATE’s eligibility criteria and accept the STATE’s contract requirements may be awarded a contract.

2.2 Duties and Deliverables

Responders will be required to achieve the intended outcomes of this RFP, including identifying eligible individuals, providing representation services, and supporting clients throughout the application and appeals process. The selected Responders must perform all “Duties and Deliverables” as defined in the Work Plan, Appendix A.

3. PROPOSAL REQUIREMENTS

Proposals must conform to all instructions, conditions, and requirements included in this RFP. Responders are expected to examine all documentation and other requirements. Failure to observe the terms and conditions in completion of the proposal is at the Responder’s risk and may, at the discretion of the STATE, result in disqualification of the Proposal for non-responsiveness. Acceptable Proposals should address all services identified in Section 2, Scope of Work, agree to the contract conditions specified throughout the RFP, and include all of the items referenced in the Required Statements and Applicable Forms sections. Responder must also agree to the terms and conditions in the attached sample contract unless specifically making an exception pursuant to Required Form specified in 3.3b.

3.1 Proposal Contents

Responses to this RFP must consist of all following components. Each of these components must be separated from the others and clearly identified.

Proposal Components

1. Table of Contents – Optional but not required

2. Technical and Cost Proposal Requirements - Responder Application and Acceptance of Work Plan, Budget and Payment Terms (Appendix C)

3. Required Statements and Forms

a. Responder Declarations (Attachment A)

b. Exceptions to State’s Terms and Conditions (Attachment B)

c. Minnesota Workforce Declaration Page (3.3 c)

d. Equal Pay Declaration Page (3.3 c)

3.2 Technical and Cost Proposal Requirements

The following will be considered minimum requirements of the Technical and the Cost Proposals. The emphasis should be on completeness and clarity of content. The Responder must respond to all questions contained in the Responder Application and Acceptance of the Work Plan, Budget and Payment Terms, Appendix C, which is incorporated and made a part of this RFP. Answers should be clear, concise, and organized in the same order as the sections presented. Application questions are divided into the following four sections:

1. Qualifications and Experience

2. Service Description

3. Acceptance of the Work Plan

4. Acceptance of the Budget and Payment Terms – Cost Proposal

3.3 Required Statements and Forms

The following forms are required statements that must be completed and included with your Proposal. Submit the completed forms, as required, in the “Required Statements and Forms” section of your Proposal. Failure to submit a Required Statement or to use forms attached to this RFP is at the Responder’s risk and may, at the discretion of STATE, result in disqualification of the proposal for nonresponsiveness.

a.Responder Declarations (Attachment A): Complete and submit the “Responder Declarations” form, which includes noncollusion and lobbying provisions.

If you are required to submit additional information as a result of the declarations, include the additional information as part of this form. The Responder may fail the Required Statements Review in the event that the Responder does not affirmatively warrant to any of the warranties in the Responder Declarations. Additionally, STATE reserves the right to fail a Responder in the event the Responder does not make a necessary disclosure in the Responder Declarations or makes a disclosure which evidences a conflict of interest.

b.Exceptions to State’s Terms and Conditions (Attachment B): The contents of this RFP and the Proposal(s) of the successful Responder(s) may become part of the final contract if a contract is awarded. Responders who object to any condition of this RFP or STATE’s sample contract terms and conditions (attached as Attachment C) must note the objection(s) on the Exceptions to State’s Terms and Conditions form. Much of the language reflected in the sample contract is required by statute. Only those exceptions indicated in your response to the RFP will be available for discussion or negotiation.

c.Human Rights Compliance:

i. Workforce Certificate Information: (Applies if a resulting contract will be in excess of $100,000). Responders are required to complete and submit the Workforce Certificate Declaration form1 with its Proposal. It is the Responder’s sole responsibility to provide the information requested and when necessary to obtain a Workforce Certificate from MDHR prior to contract execution. Minnesota Department of Human Rights’ (MDHR) Workforce Certificate instructions and Application Form can be obtained at this link.2

ii. Equal Pay Certificate: Applies if a resulting contract will be in excess of $500,000). Responders are required to complete and submit the Equal Pay Declaration form3 with its Proposal. It is the Responder’s sole responsibility to provide the information requested and when necessary to obtain an Equal Pay Certificate from MDHR prior to contract execution. MDHR’s Equal Pay Certificate instructions and Application Form can be obtained at this link.4

4. RFP PROCESS

4.1 Responders’ Conference

A Responders’ Conference will be held on September 16, 2026, at 10:00 AM-11:30 AM Central Time. The conference will serve as an opportunity for Responders to ask specific questions of STATE staff

1 https://mn.gov/mdhr/assets/Workforce%20and%20Equal%20Pay%20Declaration%20Page_tcm1061-519001.pdf 2https://mn.gov/mdhr/certificates/equalpay/#:~:text=An%20Equal%20Pay%20Certificate%20requires%20employe rs%20to%20pay,form%20and%20make%20an%20online%20payment%20of%20%24250.

3 https://mn.gov/mdhr/assets/Workforce%20and%20Equal%20Pay%20Declaration%20Page_tcm1061-519001.pdf 4https://mn.gov/mdhr/certificates/equalpay/#:~:text=An%20Equal%20Pay%20Certificate%20requires%20employe rs%20to%20pay,form%20and%20make%20an%20online%20payment%20of%20%24250.

concerning the RFP and sample contract. Attendance at the Responders’ Conference is not mandatory but is recommended and will be conducted via a video conferencing platform. Use this MS Teams invite link to access the conference. This is the only Responders’ Conference for this RFP. Oral answers given at the conference will be non-binding. Written responses to questions asked at the conference will be posted in SWIFT as an addendum to the RFP.

4.2 Responders’ Questions

Responders’ questions regarding this RFP must be submitted prior to 4:00 p.m. Central Time on September 22, 2026, 2026. All questions must be sent via email to: DHS Social Security Advocacy Services Team, Email subject line: SSAS RFP Questions.

Other personnel are NOT authorized to discuss this RFP with Responders before the Proposal submission deadline. Contact regarding this RFP with any STATE personnel not listed above could result in disqualification. STATE will not be held responsible for oral responses to Responders.

Questions will be addressed in writing via an addendum to the RFP in SWIFT. Every attempt will be made to provide answers timely, within 7 days of the question submission due date above.

4.3 Proposal Submission

All responses to this RFP (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (http://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above.

All responses to this RFP must be submitted and received in SWIFT no later than the Event End Date and time as set forth in the SWIFT Event Details applicable to this RFP.

Interested Responders may begin preparing and entering their response into SWIFT as soon as they have downloaded the RFP. Electronic submissions to the STATE will be accepted beginning on the SWIFT Start Date for this RFP.

All Proposals will be automatically time and date stamped internal to the SWIFT system when they are received. Proposals received after Event End Date above will not be considered. The STATE shall not be responsible for any errors or delays caused by technology-related issues, even if they are caused by the STATE.

NOTE: Responders must be registered vendors in the Statewide Integrated Financial Tool (SWIFT) system in order to submit a response to this RFP. Responders can register as a vendor by going to https://mn.gov/mmb/accounting/swift/vendor-resources/ For new vendors, please note that approval of your registration may take 3 – 4 business days. If you need assistance obtaining a vendor ID or completing the registration process, please call 651-201-8100, Option 1.

Late proposals will not be considered. All costs incurred in responding to this RFP will be borne by the Responder.

5. PROPOSAL EVALUATION AND SELECTION

5.1 Evaluation Procedure and Criteria

All responsive Proposals received by the deadline will be evaluated by STATE. Proposals will be evaluated on “best value” as determined by the evaluation criteria specified below. It is important that the Responder ensure that all sections of the Proposal have been completed to avoid the possibility of failing an evaluation phase or having their score reduced for lack of information.

The evaluation will be conducted in the following three phases:

1. Phase I - Review Proposals for responsiveness and pass/fail requirements. The purpose of this phase is to determine if each Proposal complies with the mandatory requirements. The STATE will first review each proposal for responsiveness to determine if the Responder has satisfied all mandatory requirements. The STATE will evaluate these requirements on a pass/fail basis.

Mandatory requirements are the completion of the Technical and Cost Proposal Requirements of 3.2 and the Required Statements and Forms of 3.3.

2. Phase II - Evaluate Proposal requirements. Only those responses found to have met the Phase I criteria will be considered in Phase II. The STATE will conduct an evaluation of responses to this RFP. During the evaluation process, all information concerning the Proposals submitted, except for the name of the Responder(s), will remain non-public and will not be disclosed to anyone whose official duties do not require such knowledge.

Each component of a responsive Proposal will be reviewed and evaluated based on the Responder's understanding and the quality and completeness of the Responder's answers. The weight given to each section of the Technical and Cost Proposal Requirements is as follows:

3. Phase III - Select successful Responder(s). Only the Proposals found to be responsive under Phases I and II will be considered in Phase III. Responders’ final scores will be used in determining successful Responder(s). The State reserves the right to pursue negotiations on any exception taken to the STATE’s standard terms and conditions. In the event that negotiated terms cannot be reached, the STATE reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the STATE deems appropriate. If the STATE anticipates multiple awards, the STATE reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed sixty days (60) days after the proposal submission due date.

5.2 Evaluation Team

1. An evaluation team will be selected to evaluate Responder Proposals.

2. STATE and professional staff, other than the evaluation team, may also assist in the evaluation process. This assistance could include, but is not limited to, the initial review of Proposals for responsiveness and pass/fail requirements or answering technical questions from evaluators.

3. STATE reserves the right to alter the composition of the evaluation team and their specific responsibilities.

4. The evaluation team will review the components of each responsive Proposal submitted. Each component will be evaluated on the Responder's understanding and the quality and completeness of the Responder's approach and solution to the problems or issues presented.

5.3 Unsuccessful Responder Notice

After STATE and chosen Responder(s) have successfully negotiated a contract, STATE will notify the unsuccessful Responders in writing that their Proposals have not been accepted. All public information within Proposals will then be available for Responders to review, upon request.

6. REQUIRED CONTRACT TERMS AND CONDITIONS

All Responders must be willing to comply with all state and federal legal requirements regarding the performance of the contract. The requirements are set forth throughout this RFP and in the sample contract attached as Attachment C, and the data sharing and business associate agreement in Attachment D. The attached sample contract and data sharing agreement should be reviewed for the terms and conditions that will govern any resulting contract from this RFP. Although this RFP establishes the basis for Responder Proposals, the detailed obligations and additional measures of performance will be defined in the final executed contract.

7. SOLICITATION TERMS

A. Competition in Responding The STATE desires open and fair competition. Questions from Responders regarding any of the requirements of the RFP must be submitted in writing to the RFP Administrator as described in section

4.2 of this RFP. If changes are made to the RFP, the STATE will issue an addendum.

Any evidence of collusion among Responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

B. Addenda to the RFP Changes to the RFP will be made by addendum with notification and posted in the same manner as the original RFP. Any addenda issued will become part of the RFP.

C. Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

D. Preparation Costs. STATE is not liable for any cost incurred by Responders in the preparation and production of a Proposal. Any work performed prior to the issuance of a fully executed contract will be done only to the extent the Responder voluntarily assumes risk of non-payment.

E. Joint Ventures The STATE allows joint ventures among groups of Responders when responding to the RFP. However, one Responder must submit a response on behalf of all the others in the group. The Responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

F. Withdrawing Response A Responder may withdraw its response prior to the due date and time of the RFP. For solicitations in the SWIFT Supplier Portal, a Responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a Responder may withdraw its response by notifying the RFP Administrator in writing of the desire to withdraw.

After the due date and time of this RFP, a Responder may withdraw a response. The request for withdrawal must be made in writing to RFP Administrator within a reasonable time and prior to the STATE’s detrimental reliance on the response.

G. Rights Reserved The STATE reserves the right to:

· Reject any and all responses received;

· Cancel the RFP at any time and for any reason with no cost or penalty to STATE.

· Not be liable for any errors in the RFP or other responses related to the RFP.

· Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

· Duplicate all materials submitted for purposes of RFP evaluation, and duplicate all public information in response to data requests regarding the Proposal;

· Negotiate with the highest scoring Responder(s);

· Terminate negotiations and select the next response providing the best value for the STATE;

· Consider documented past performance resulting from a STATE contract may be considered in the evaluation process;

· Short list the highest scoring Responders;

· Require Responders to conduct presentations, demonstrations, or submit samples;

· Interview key personnel or references;

· Request a Best and Final Offer from one or more Responders

· Request additional information; and

· Use estimated usage or scenarios, modify scenarios and request or add additional scenarios for the purpose of conducting pricing evaluations.

H. Samples and Demonstrations – Intentionally removed

I. Responses are Nonpublic during Evaluation Process All materials submitted in response to this RFP will become property of the STATE. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the STATE having completed negotiating a contract with the selected Responder. The STATE will notify all Responders in writing of the evaluation results.

J. Trade Secret Information Responders must not submit trade secret material as part of their response, as defined by Minn. Stat. § 13.37.

In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the STATE, its agents and employees, from any judgements awarded against the STATE in favor of the party requesting the data, and any and all costs connect with that defense.

The STATE does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

A Responder may present and discuss trade secret information during an interview or demonstration with the STATE, if applicable.

K. Conditions of Offer All terms for professional, technical, and general services in your response remain valid for 180 days unless the State provides written approval otherwise. These terms stay firm until the State accepts or rejects them, or until they are modified through negotiations before the contract is signed.

L. Award Any award that may result from this RFP will be based upon the total accumulated points as established in the RFP. The STATE reserves the right to award this RFP to a single Responder, or to multiple Responders, whichever is in the best interest of the STATE, providing each Responder is in compliance with all terms and conditions of the RFP. The STATE reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the STATE.

M. Requirements Prior to Contract Execution Prior to contract execution, a Responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

N. Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the STATE as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

O. Reciprocity STATE shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

P. Geographical Location of Work All services under this contract shall be performed within the borders of the United States, except as may be otherwise required by the World Trade Organization Government Procurement Agreement of 19965. This includes all storage and processing of information and work performed by subcontractors at all tiers.

5 The World Trade Organization Government Procurement Agreement of 1996 (WTO-GPA), signed by the United States and 27 other countries, is designed to open up as much business as possible to international competition. To that end, the member nations have agreed that they and their sub-central governments (states, provinces, prefectures, departments) will not discriminate against foreign products or suppliers of services when those products or services exceed an agreed upon threshold amount, which is currently $558,000. In the case of this RFP, a contract would have to exceed the threshold amount ($558,000) in order to be subject to the WTO-GPA requirement.

Remainder of the page intentionally left blank. (Appendix and Attachments follow)

ATTACHMENT A: RESPONDER DECLARATIONS

The undersigned certifies, to the best of his or her knowledge and belief, that:

A. Response Contents. The information provided is true, correct, and reliable for purposes of evaluation for potential contract award. The submission of inaccurate or misleading information may be grounds for disqualification from the award as well as subject the Responder to suspension or debarment proceedings as well as other remedies available by law.

B. Authorized Signature. This Declaration is signed by the appropriate person(s), with the authority to contractually bind the Responder, as required by applicable articles, bylaws, resolutions, minutes, and ordinances.

C. Non-Collusion Certification.

1. The Proposal has been arrived at by the Responder independently and has been submitted without collusion and without any agreement, understanding or planned common course of action with any other vendor designed to limit fair or open competition; and

2. The contents of the Response have not been communicated by the Responder or its employees or agents to any person not an employee or agent of the Responder and will not be communicated to any other individual prior to the due date and time of this Solicitation. Any evidence of collusion among Responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

D. Organizational Conflicts of Interest. To the best of Responder’s knowledge and belief, and except as otherwise disclosed, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when, because of existing or planned activities or because of relationships with other persons,

1. a vendor is unable or potentially unable to render impartial assistance or advice to the State;

2. the vendor’s objectivity in performing the contract work is or might be otherwise impaired; or

3. the vendor has an unfair competitive advantage.

If after award, an organizational conflict of interest is discovered, an immediate and full disclosure in writing must be made to the State’s Chief Procurement Officer which must include a description of the action which the contractor has taken or proposes to take to avoid or mitigate such conflicts. If an organizational conflict of interest is determined to exist, the State may, at its discretion, cancel the contract. In the event the Contractor was aware of an organizational conflict of interest prior to the award of the contract and did not disclose the conflict to OSP, the State may terminate the contract for default. Organizational conflicts of interest terms apply to any subcontractors for this work.

E. Certification Regarding Lobbying. For State of Minnesota Contracts and Grants over $100,000, the undersigned certifies, to the best of his or her knowledge and belief that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure Form to Report Lobbying in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into and is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

F. Copyrighted Material Waiver. By signing its Response, the Responder certifies that it has obtained all necessary approvals for the reproduction and distribution of the contents of its response.

G. Diverse Spend Reporting. The Sample Contract contains a clause for Diverse Spend Reporting. When this clause applies, Contractor will be required to register in a free portal to report diverse spend.

Please see Frequently Asked Questions / Minnesota.gov for additional information.

By signing this form, Responder acknowledges and certifies compliance with all applicable requirements indicated above.

Company Name:

Signature:

Printed Name:

Title:

Date:

Phone Number:

Email Address:

ATTACHMENT B: EXCEPTIONS TO STATE’S TERMS AND CONDITIONS

The STATE presumes a responder agrees to the terms and conditions of this solicitation unless a responder takes specific exception to one or more of the conditions on this form.

The STATE reserves the right to reject, negotiate, or accept any exception listed to the State’s terms and conditions (including those found in the attached Sample Contract).

INSTRUCTIONS: A responder must explicitly list all exceptions to STATE’s terms and conditions, if any (including those found in the attached Sample Contract). Reference the clause number and page number of the State's term and condition for each of a responder’s exceptions. If no exceptions exist, state "NONE" specifically on the form below. Whether or not exceptions are taken, the Responder must sign and date this form and submit it as part of their response. (Add additional pages if necessary.)

By signing this form, I acknowledge that the above-named Responder accepts, without qualification, all terms and conditions stated in this solicitation (including the sample contract) except those clearly outlined as exceptions above.

Signature:

Printed Name:

Title:

Date:

ATTACHMENT C: SAMPLE STATE PROFESSIONAL TECHNICAL CONTRACT

Minnesota Department of Human Services Professional Technical Contract

This Contract, and all amendments and supplements to the contract (“CONTRACT”), is between the State of Minnesota, acting through its Department of Human Services, Click here to enter division name Division (“STATE”) and Click here to contractor name, an independent contractor, not an employee of the State of Minnesota, located at Click here to enter physical address (“CONTRACTOR”).

RECITALS

Under Minnesota Statutes, sections 15.061 and 256.01, subdivision 2(a)(6) Click here to enter additional authority, the STATE has authority to enter into contracts to provide services and engage in activities as necessary to carry out its mission.

STATE is in need of the following services: provide advocacy and support services to help eligible Minnesotans apply for or maintain federal disability benefits. Under Minnesota Statutes, section 256D.06, subdivision 5(c), STATE may contract with various individuals and entities to provide advocacy and support services to process claims for federal disability benefits for applicants or recipients of services or benefits supervised by the commissioner of human services.

CONTRACTOR represents that it is duly qualified and willing to perform the services set forth in this CONTRACT to the satisfaction of STATE.

STATE will share the following Protected Information: See Data Sharing and Business Associate Agreement Terms and Conditions, which is attached and incorporated into this CONTRACT.

STATE’s purpose for Sharing Protected Information and Expected Outcomes is: See Data Sharing and Business Associate Agreement Terms and Conditions, which is attached and incorporated into this CONTRACT.

STATE is permitted to share Protected Information with CONTRACTOR in accordance with Minnesota Statutes, section 13.46.

The parties agree as follows:

CONTRACT:

1. CONTRACT TERM AND SURVIVAL OF TERMS.

1.1. Effective date: This CONTRACT is effective on January 1, 2027, or the date that STATE obtains all required signatures under Minnesota Statutes, section 16C.05, subdivision 2, whichever is later.

CONTRACTOR may not begin work under this CONTRACT, nor will any payments or reimbursements be made, until all required signatures have been obtained and CONTRACTOR is notified to begin work by STATE's Authorized Representative.

1.2. Expiration date. This CONTRACT is valid through Click here to enter date, or until all obligations set forth in this CONTRACT have been satisfactorily fulfilled, whichever occurs first.

1.3. No performance before notification by STATE. CONTRACTOR may not begin work under this CONTRACT, nor will any payments or reimbursements be made, until all required signatures have been obtained per Minn. Stat. § 16C.05, subd. 2, and CONTRACTOR is notified to begin work by STATE's Authorized Representative.

1.4. Survival of terms. CONTRACTOR shall have a continuing obligation after the expiration of CONTRACT to comply with the following provisions of CONTRACT: Indemnification; Information Privacy and Security; Intellectual Property Rights; State audits; Contractor Data Disclosure; Publicity; and Jurisdiction and Venue.

1.5. Time is of the essence. CONTRACTOR will perform its duties within the time limits established in CONTRACT unless it receives written approval from STATE. In performance of CONTRACT, time is of the essence.

2. CONTRACTOR'S DUTIES.

2.1. CONTRACTOR shall perform duties in accordance with Appendix A, Work Plan, which is attached and incorporated into this CONTRACT.

2.2. Accessibility. Any information systems, tools, content, and work products produced under this CONTRACT, including but not limited to software applications, web sites, video, learning modules, webinars, presentations, etc., whether commercial, off-the-shelf (COTS) or custom, purchased or developed, must comply with the Minnesota State Accessibility Standard (mn.gov),1 as updated on July 1, 2024. This standard requires, in part, compliance with the Web Content Accessibility Guidelines (WCAG) 2.1 (Level AA) and Section 508 of the Rehabilitation Act of 1973.

Information technology deliverables and services offered must comply with the State of Minnesota Accessibility Standard and any documents, reports, communications, etc. contained in an electronic format that CONTRACTOR delivers to or disseminates for the STATE must be accessible. (The relevant requirements are contained under the “Standards” tab at the link above.) Information technology deliverables or services that do not meet the required number of standards or the specific standards required may be rejected and STATE may withhold payment pursuant to clause 3.2(a) of CONTRACT.

3. CONSIDERATION AND TERMS OF PAYMENT.

3.1 Consideration. STATE will pay for all services satisfactorily provided by CONTRACTOR under this CONTRACT.

1 https://mn.gov/mnit/about-mnit/accessibility/

a. Compensation. CONTRACTOR will be paid in accordance with Appendix B, Budget and Payment Terms, which is attached and incorporated into this CONTRACT.

b. Withholding. For compensation payable under this CONTRACT, which is subject to withholding under state or federal law, appropriate amounts will be deducted and withheld by STATE as required.

3.2. Payment.

a. Invoices. Payments shall be made by STATE promptly after CONTRACTOR submits an invoice for services performed and the services have been determined acceptable by STATE's authorized agent pursuant to clause 5.1. Invoices shall be submitted in accordance with Appendix B, Budget and Payment Terms, which is attached and incorporated into this CONTRACT.

3.3. Payments to subcontractors. (If applicable) As required by Minn. Stat. § 16A.1245, CONTRACTOR must pay all subcontractors, within ten (10) calendar days of CONTRACTOR’s receipt of payment from STATE for undisputed services provided by the subcontractor(s) and must pay interest at the rate of 1-1/2 percent per month or any part of a month to the subcontractor(s) on any undisputed amount not paid on time to the subcontractor(s).

4. CONDITIONS OF PAYMENT.

All services provided by CONTRACTOR pursuant to this CONTRACT shall be performed to the satisfaction of STATE, as determined at the sole discretion of its authorized representative, and in accord with all applicable federal, state, and local laws, ordinances, rules and regulations including business registration requirements of the Office of the Secretary of State. CONTRACTOR shall not receive payment for work found by STATE to be unsatisfactory, or performed in violation of federal, state or local law, ordinance, rule or regulation.

5. AUTHORIZED REPRESENTATIVES AND RESPONSIBLE AUTHORITY.

5.1. STATE. STATE's authorized representative for the purposes of administration of this CONTRACT is Click here to enter name or successor. Phone and email: Click here to enter text. This representative shall have final authority for acceptance of CONTRACTOR's services and if such services are accepted as satisfactory, shall so certify on each invoice submitted pursuant to clause 3.2.a.

5.2. CONTRACTOR. CONTRACTOR’s Authorized Representative is Click here to enter name or successor. Phone and email: Click here to enter text If CONTRACTOR’s Authorized Representative changes at any time during this CONTRACT, CONTRACTOR must immediately notify STATE.

5.3. Information Privacy and Security. (If applicable) CONTRACTOR’s responsible authority for the purposes of complying with data privacy and security for this CONTRACT is Click here to enter name or successor. Phone and email: Click here to enter text.

P/T Contract (PT302) Rev. 3.31.2025

6. CANCELLATION.

6.1. For cause or convenience. This CONTRACT may be canceled by the STATE or the Minnesota Commissioner of Administration at any time, with or without cause, upon thirty (30) days written notice to the CONTRACTOR. In the event of such a cancellation, CONTRACTOR will be entitled to payment, determined on a pro rata basis, for work or services satisfactorily performed.

6.2. Insufficient funds. STATE may immediately terminate this CONTRACT if it does not obtain funding from the Minnesota Legislature, or other funding source; or if funding cannot be continued at a level sufficient to allow for the payment of the services covered here. Termination will be by written notice to CONTRACTOR. STATE is not obligated to pay for any services that are provided after the effective date of termination. CONTRACTOR will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that funds are available. STATE will not be assessed any penalty if the CONTRACT is terminated because of the decision of the Minnesota Legislature, or other funding source, not to appropriate funds. STATE must provide CONTRACTOR notice of the lack of funding within a reasonable time of STATE’s receiving that notice.

6.3. Breach. Notwithstanding clause 6.1, upon STATE’s knowledge of a curable material breach of the CONTRACT by CONTRACTOR, STATE shall provide CONTRACTOR written notice of the breach and ten

(10) days to cure the breach. If CONTRACTOR does not cure the breach within the time allowed, CONTRACTOR will be in default of this CONTRACT and STATE may cancel the CONTRACT immediately thereafter. If CONTRACTOR has breached a material term of this CONTRACT and cure is not possible, STATE may immediately terminate this CONTRACT.

7. INDEMNIFICATION.

In the performance of this CONTRACT by CONTRACTOR, or CONTRACTOR’s agents or employees, CONTRACTOR must indemnify, save, and hold harmless the STATE, its agents and employees, from any claims or causes of action, including attorney’s fees incurred by STATE, to the extent they are caused by CONTRACTOR’s:

a. Intentional, willful, or negligent acts or omissions;

b. Actions that give rise to strict liability; or

c. Breach of contract or warranty.

The indemnification obligations of this clause do not apply in the event the claim or cause of action is the result of STATE’s sole negligence. This clause will not be construed to bar any legal remedies CONTRACTOR may have for STATE’s failure to fulfill its obligation under this CONTRACT.

8. INFORMATION PRIVACY AND SECURITY. Information privacy and security shall be governed by the “Data Sharing and Business Associate Agreement Terms and Conditions”, which is attached and incorporated into this Contract as Attachment D, except that the parties further agree to comply with any agreed-upon amendments to the Data Sharing and Business Associate Agreement.

9. INTELLECTUAL PROPERTY RIGHTS.

9.1. Definitions.

a. “Documents” are the originals of any data bases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, disks, or other materials, whether in tangible or electronic forms, prepared by CONTRACTOR, its employees, agents, or subcontractors, in the performance of this CONTRACT.

b. “Pre -Existing Intellectual Property” means intellectual property developed prior to or outside the scope of this CONTRACT, and any derivatives of that intellectual property.

c. “Works” means all inventions, improvements, discoveries (whether or not patentable or copyrightable), databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, and disks conceived, reduced to practice, created or originated by CONTRACTOR, its employees, agents, and subcontractors, either individually or jointly with others in the performance of the CONTRACT. Works includes “Documents.”

9.2. Ownership. STATE owns all rights, title, and interest in all of the intellectual property, including copyrights, patents, trade secrets, trademarks, and service marks in the Works and Documents created and paid for under this CONTRACT. The Works and Documents will be the exclusive property of STATE and all such Works and Documents must be immediately returned to STATE by CONTRACTOR upon completion or cancellation of this CONTRACT. To the extent possible, those Works eligible for copyright protection under the United States Copyright Act will be deemed to be “works made for hire.” CONTRACTOR must, at the request of the STATE, execute all papers and perform all other acts necessary to transfer or record the STATE’s ownership interest in the Works and Documents. If using STATE data, CONTRACTOR must cite the data, or make clear by referencing that STATE is the source.

9.3. Pre-existing Intellectual Property. Each Party shall retain ownership of its respective pre-existing intellectual property. The CONTRACTOR grants the STATE a perpetual, irrevocable, non-exclusive, royalty free license for CONTRACTOR’s pre-existing intellectual property that are incorporated in the products, materials, equipment, deliverables, or services that are purchased through the CONTRACT.

9.4 Responsibilities.

a. Notification. Whenever any Works or Documents (whether or not patentable) are made or conceived for the first time or actually or constructively reduced to practice by CONTRACTOR, including its employees and subcontractors, and are created and paid for under this CONTRACT, CONTRACTOR will immediately give…