Veterans Home at Chelsea Education Department Contract Support RFR_FINAL~1.pdf

REQUEST FOR RESPONSE

Education Department Contract Support

RFR #2027CHETEMPSERVICES / COMMBUYS Bid #BD-27-1368-CHE01-CHE04-134781

ISSUE DATE: October 26, 2026

Purchasing Department Education Department

Address 100 Summit Avenue

City, State Zip Code Chelsea, MA 02150

Procurement Contact Person(s) Tayla Wiggins/John Coulliard

Telephone Number 617-887-7103 Fax Number (617) 884-1162

E-Mail Address(es) John.A.Couillard@mass.gov

RFR Name/Title Education Department Contract Support

RFR Number 2027CHETEMPSERVICES

COMMBUYS Bid Number BD-27-1368-CHE01-CHE04-134781

1. Description or Purpose of Procurement:

The Veterans Home at Chelsea (the “Home”) is a 24-hour long-term care facility serving approximately

250 Veterans of the Commonwealth. As a healthcare facility licensed/certified by the Massachusetts

Department of Public Health (DPH), Centers for Medicare & Medicaid Services (CMS), and the U.S.

Veterans Affairs (VA), the Home is responsible for maintaining ongoing compliance at a federal level, with state-specific rules, and across different regulatory bodies to ensure safe, high-quality, resident-centered care that is supported by a workforce that possesses the clinical skills and mandated credentials.

The Home’s direct care workforce is comprised of approximately 375 employees. Workforce training and education are one of the biggest components that ensure our Veterans are receiving the highest quality of care.

The Home seeks to strengthen its compliance and operations related to its workforce education and training through the year-long support of an experienced Contractor who will work on-site within the

Home’s Education Department. The Contractor is responsible for ensuring the Home’s workforce education and training is up-to-date and complies with all applicable rules and regulations. The Contractor will provide a comprehensive assessment of the workforce and training status to achieve compliance.

They will outline and address priority matters, develop an action plan, support the Home in implementing it, and create an Annual Training Plan to ensure ongoing compliance with policies and regulations.

2. Applicable Procurement Law

RFR #2027CHETEMPSERVICES / COMMBUYS Bid #BD-27-1368-CHE01-CHE04-134781

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

X Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR

21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801

CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

3. Acquisition Method:

Check All Applicable (“X”): Category

X Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

X Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is One (1); the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

RFR #2027CHETEMPSERVICES / COMMBUYS Bid #BD-27-1368-CHE01-CHE04-134781

Check One (“X”): Eligible Entities

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

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

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Contract Duration

Number of Options Number of Years/Months

Initial Duration

1 YEAR

Renewal Options

None

Total Maximum Contract Duration

1 YEAR

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement:

8. Contract Performance and Business Specifications:

Scope of Services:

Phase One: Education and Training Compliance Assessment and Outline Immediate Prioritization

(Estimated: Month One)

During this Phase , the Contractor will conduct a comprehensive assessment of the Home’s current workforce education and training compliance and identify immediate education needs requiring attention.

Phase One will include:

• A Review education and training completed to date and identify outstanding requirements based on Department of Public Health (DPH), Centers for Medicare & Medicaid Services (CMS), Veterans Administration (VA), and any other regulatory requirements.

• Review workforce education records, training plans, competency documentation, attendance records, and available HealthStream data to determine current compliance levels.

• Identify and outline gaps in required annual education, competency validation, and/or in-person instruction.

• Prioritize outstanding education and training based on regulatory requirements, identified risks, survey readiness, and resident safety.

• Review recent incidents, audits, identified trends, corrective actions, education or re-education needs, or other areas of concern.

• Develop an education action plan including a schedule to address identified gaps across all three shifts.

• Development and implementation of a comprehensive Annual Education Plan that identifies required education, regulatory requirements, competency requirements, target audiences, delivery methods, completion timelines, and monitoring processes for the upcoming education year.

Findings will be summarized at the conclusion of the initial assessment period and used to guide education delivery, development of the Annual Education Plan, and compliance activities throughout the remainder of the Phases and contract period.

Phase Two: Address and Correct Immediate Prioritizations Identified in Phase One; Development of

Annual Education Plan and Coordination and/or Facilitation of Education and Training (Estimated:

Months Two and Three?)

The Contractor will work collaboratively with Home’s leadership to create, develop, implement, monitor, and maintain an Annual Education Plan designed to ensure that workforce education and training requirements are identified, scheduled, delivered, documented, and maintained in compliance with applicable DPH, CMS, VA, and other regulatory requirements.

The Annual Education Plan will serve as the primary framework for the Home’s workforce education activities and will be reviewed and updated throughout the contract period as regulatory requirements, operational needs, identified risks, survey findings, incidents, policies, and performance trends change.

The Contractor’s responsibilities will include:

• Develop and maintain a comprehensive Annual Education Plan based on applicable regulatory requirements, Home policies and procedures, identified competencies, survey findings, quality improvement initiatives, resident safety needs, and identified education gaps.

• Establish an annual education calendar identifying required topics, target staff, completion deadlines, delivery methods, competency requirements, and monitoring expectations.

• Coordinate with Nursing, Quality, Infection Prevention, Human Resources, and other departments as appropriate to ensure all required education is incorporated into the Annual Education Plan.

• Ensure the Annual Education Plan addresses required annual education, orientation-related education, competency validation, in-person education, hands-on training, re-education, and other mandatory education requirements.

• Implement the Annual Education Plan across all three shifts and provide education in a manner that accommodates staffing and operational needs.

• Monitor implementation of the Annual Education Plan and make adjustments as necessary to address compliance gaps, staffing changes, regulatory updates, incidents, trends, corrective actions, or other identified needs.

• Work with Home leadership to achieve and maintain 100% completion of required annual education.

• Maintain a system for tracking completion, outstanding education, competency validation, and staff compliance.

• Utilize HealthStream, as appropriate, to support implementation, tracking, documentation, and reporting of annual education requirements.

• Routinely review education completion data and identify staff or departments requiring follow-up.

• Provide reports to Home leadership regarding progress toward Annual Education Plan completion and areas of outstanding compliance.

• Ensure required education and competency documentation is maintained and readily available for regulatory and survey review.

• Assist Home leadership in maintaining ongoing compliance with the Annual Education Plan and applicable regulatory education requirements.

Phase Three: Delivery and Implementation of Annual Education Plan and Ongoing Compliance Support (Months Four-Twelve?)

Building on the findings of the baseline assessment and Annual Education Plan, the Contractor will provide ongoing, hands-on education support to address identified gaps and maintain required education functions throughout the contract period.

This phase will include:

• Deliver required annual education and re-education to staff across all three shifts, including hands-on education directly on the units as appropriate.

• Provide flexible education opportunities to reach staff across shifts and accommodate the operational needs of the Home.

• Provide timely ad hoc education and re-education based on incidents, identified trends, audits, policy changes, regulatory findings, or other needs identified by Home leadership.

• Complete or support competency validation and return demonstrations when required.

• Maintain accurate documentation of education provided, staff attendance, completion status, competencies, and outstanding requirements.

• Utilize HealthStream to maintain accurate education and compliance records.

• Routinely report education completion and outstanding requirements to Home leadership and follow up on staff who remain noncompliant.

• Support ongoing survey readiness by ensuring required education documentation is organized, current, and readily available for regulatory review.

• Review and update the Annual Education Plan as needed based on regulatory changes, survey findings, incidents, trends, quality improvement activities, and operational needs.

Annual Regulatory Survey Education Support

During the contract period, the Contractor will provide education and training support related to the

Home’s DPH and VA surveys, including education needs identified before, during, or as a result of the surveys.

This support will include:

• Review survey findings to identify required staff education, re-education, or competency needs.

• Develop and deliver education and re-education related to identified survey findings.

• Coordinate required education with affected departments and staff.

• Track completion of required education within established corrective action timeframes.

• Develop or assist with education-related competency checks, audits, or monitoring tools when required.

• Follow up on identified education gaps and provide additional training as needed.

• Maintain documentation of education provided, staff completion, competencies, and related follow-up.

• Support education-related monitoring required to demonstrate continued compliance with corrective action plans.

Ongoing Education Department Support

Because the Home’s Education Department is currently vacant, the Contractor will provide ongoing support to maintain essential education and training functions throughout the contract period.

The Contractor will coordinate with Nursing, Quality, Infection Prevention, Human Resources, and other departments as appropriate to identify education needs and ensure timely education and re-education in response to regulatory requirements, survey findings, incidents, trends, policy changes, and identified performance concerns.

The Contractor will also participate in relevant meetings and QAPI activities when staff education, training, or competency is identified as part of an improvement initiative or corrective action.

Transition and Final Deliverables

At the conclusion of the contract period, the Contractor will provide:

• Final status of annual education compliance, including completed and outstanding requirements.

• Documentation of education and competencies completed during the contract period.

• Summary of education and monitoring activities related to DPH and VA survey findings and corrective action plans, including the status of any ongoing education-related requirements.

• Current education tracking tools, schedules, competency tools, audit tools, and supporting documentation developed or maintained during the contract period.

• Identification of remaining education priorities requiring continued follow-up.

• A structured transition and warm handoff to designated Home staff to support continuity of education and training functions.

• The Home will be the sole owner of all materials produced related to the Scope.

Expected Outcomes

Through this contract period, the Home will achieve:

• A clear and accurate baseline of workforce education compliance and outstanding education requirements.

• Completion of required annual education across all three shifts, with a target of 100% compliance.

• Timely education and re-education in response to incidents, trends, regulatory findings, policy changes, and identified risks.

• Hands-on education and competency validation available directly to staff on the units.

• Timely completion of education requirements resulting from annual DPH and VA surveys and related corrective action plans.

• Documented completion and follow-up of education-related corrective actions and monitoring requirements.

• Improved accuracy and availability of education and competency documentation for DPH, CMS, VA, and other regulatory review.

• Continuity of essential Education Department functions while the position remains vacant.

• A structured transition of education responsibilities, records, and outstanding priorities at the conclusion of the contract period.

Qualifications/Requirements:

• RN license in the State of MA

• Experience working in a leadership role in the level 2, Long Term Care Industry

• Strong knowledge of Level 2 SNF, DPH, CMS and VA regulations

• This is an onsite position. Availability to work and provide coverage across all three shifts

(day 7am-3pm, evening 3pm-11pm, overnight 11pm-7am) is required based on the educational needs of the Home.

• Official CPR Trainer Certification

Fiscal Terms: All invoices for the Massachusetts Veterans’ Home at Chelsea (CHE) shall be submitted directly to the Business Office at chelseasohoinvoices@mass.gov for processing and payment in accordance with the applicable contract terms and conditions.

The Commonwealth of Massachusetts is tax exempt, and no sales tax shall be charged. Payment shall be made in accordance with the Commonwealth’s Terms and Conditions and the Office of the

Comptroller’s Bill Payment Policy. Unless otherwise specified, including through an applicable prompt payment discount, standard payment terms are Net 45 calendar days from receipt of a complete and accurate invoice.

Invoices shall be based on services actually performed and must clearly identify the applicable service date(s), location, and services provided. Applicable prevailing wage documentation, signed service slips, and any additional required supporting documentation must accompany each invoice submission.

Incomplete or inaccurate invoices may be returned for correction and may result in payment delays.

No advance payments or deposits will be permitted.

Performance Measures:

1. Annual Education Compliance: Achieve and maintain 100% completion of required annual education for all applicable staff across all three shifts.

2. Education Plan and Schedule: Complete the initial education compliance assessment and develop a comprehensive Annual Education Plan within the first 30 days of the contract. Review and update the plan monthly.

3. Timely Education and Re-Education: Address education needs identified through incidents, audits, survey findings, or leadership concerns within 30 days, or sooner when the level of risk requires it.

4. Tracking and Monthly Reporting: Provide Home leadership with monthly updates on education completion rates, outstanding requirements, competency validations, and areas needing follow-

up. Maintain accurate and up-to-date education records.

5. Survey Readiness and Corrective Actions: Ensure 100% of education-related corrective actions are completed within established deadlines, with supporting documentation maintained and readily available for regulatory review.

Small Business Purchasing Program Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive

Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the mailto:chelseasohoinvoices@mass.gov https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting?_gl=1*wnz9qe*_ga*OTcxODE1Mjg3LjE2ODM2MzUyMjc.*_ga_MCLPEGW7WM*MTY5ODA3OTg1NC4yNi4wLjE2OTgwNzk4NTQuMC4wLjA.

https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting?_gl=1*wnz9qe*_ga*OTcxODE1Mjg3LjE2ODM2MzUyMjc.*_ga_MCLPEGW7WM*MTY5ODA3OTg1NC4yNi4wLjE2OTgwNzk4NTQuMC4wLjA.

issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. Submissions from non-SBPP participants will be considered only when no SBPP bidder meets the Strategic Sourcing Team’s best-value evaluation criteria.

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be listed as an SBPP registered business in SDO’s Directory of Certified Businesses and

COMMBUYS.

To be eligible as an SBPP participant, a business must:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Have been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have annual gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney

General’s Office and be up to date with all filings required by that office and be tax exempt under Section

501(c) of the Internal Revenue Code.

SBPP Application Process

Registering for the SBPP is generally an easy process and eligible businesses will receive an approval notification within 24-48 hours of applying. To learn more and submit an application, visit the webpage

Register for the Small Business Purchasing Program (SBPP).

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current on both SDO’s Directory of

Certified Businesses and COMMBUYS at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, visit the

SBPP Webpage.

https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://www.commbuys.com/bso/ https://www.mass.gov/how-to/register-for-the-small-business-purchasing-program-sbpp http://www.mass.gov/sbpp

Program Resources and Assistance

Bidders and Vendors seeking assistance regarding the SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

9. Program Background

Pursuant to Executive Order 599, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded vendors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized by the Supplier Diversity Office (SDO).

Financial Commitment Requirements

All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP

Commitment”) to partner with one or more SDO-certified or recognized diverse business(es) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that will be spent with the SDP Partner(s). The minimum acceptable SDP

Commitment is 1%. Bidders will be awarded additional evaluation points for higher SDP Commitments.

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

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

It is the responsibility of the Vendor to ensure they meet their SDP Commitment, and the SDO assumes no responsibility for any Vendor’s failure to meet its SDP Commitment

Eligible SDP Partner Certification Categories

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

• Minority-Owned Business Enterprise (MBE)

• Minority Non-Profit Organization (M/NPO)

• Women-Owned Business Enterprise (WBE)

• Women Non-Profit Organization (W/NPO)

• Veteran-Owned Business Enterprise (VBE)

• Veteran Non-Profit Organization (V/NPO)

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

• Disability-Owned Business Enterprise (DOBE)

• Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LGBTBE)

Eligible Types of Business-to-Business Relationships

Bidders and Vendors may engage SDP Partners as follows:

http://www.mass.gov/sbpp mailto:sbpp@mass.gov

• Subcontracting: Defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth. Such relationships typically, but not always, involve a formal written agreement between the SDP partner and the vendor.

• Ancillary Products and Services: In most cases, this type of partnership is related to the prime vendor’s general business or operational needs and not directly related to the contract with the Commonwealth. Office supplies, business cards, and promotional items are common examples.

Both recurring and one-time expenses qualify.

Other types of business-to-business relationships are not acceptable under this contract. If subcontracting is proposed, it must meet all the subcontracting provisions (if any) listed in this RFR.

Program Flexibility

• SDP Partners are not required to be subcontractors.

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

• SDP Partners may be changed or added during the term of the contract, provided the Vendor continues to meet its SDP Commitment.

SDP Plan Form Requirements. All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. An SDP Partner is always another business; it may not be your own company, an affiliate or a subsidiary. Likewise, Vendors certified by the SDO or another recognized certification organization may not list their own organization

(or their own subsidiary or affiliate) as an SDP partner and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

• Certified or recognized by the SDO. Such partners appear in the SDO Directory of Certified Businesses or in the SBA Small Business Search directory. Note: when using the SBA directory, the only SBA certifications recognized by the SDO are Veteran Owned Small Business (VOSB) and Service-Disabled Veteran Owned Small Business (SDVOSB).

• Not yet certified or recognized by the SDO. While SDP Partners that are not certified or recognized by the SDO may be listed on the SDP Form, it is the responsibility of the Bidder to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO.

There is no guarantee that a proposed SDP Partner will be certified.

https://nmsdc.org/mbes/mbe-certification/While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Vendor’s SDP

Commitment unless they apply for and are granted SDO supplier diversity certification or recognition prior to the end of the fiscal year. If proposed SDP Partners do not receive SDO https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://search.certifications.sba.gov/ https://nmsdc.org/mbes/mbe-certification/ supplier diversity certification or recognition, the Vendor must find alternative SDP Partners to meet the SDP Commitment.

It is desirable for Bidders to provide a description of supplier diversity businesses practices. Specifically, listing contact information for the individual or unit responsible for establishing and maintaining supplier diversity relationships, and including a written policy for establishing and maintaining supplier diversity relationships.

It is also desirable for Bidders to use the SDP Plan Form to describe additional initiatives related to engaging and/or collaborating with diverse businesses. Such initiatives may include but not be limited to:

• Providing a mentor in a mentor-protégé relationship where employees offer diverse businesses training and/or guidance in managing their business affairs

• Providing technical and financial assistance to diverse businesses

• Voluntary assistance programs, where employees are loaned to diverse businesses to help with operations

Workforce diversity initiatives will not be considered in the evaluation.

Evaluation of SDP Forms. To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan Form.

SDP Spending Reports and Compliance. After contract award, Vendors must submit reports at least annually to demonstrate compliance with the agreed-upon SDP Commitment. Vendors must follow report submission instructions from the issuing department and the SDO.

Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in SBA

Small Business Search (VOSB or SDVOSB only) directory shall be counted toward a Vendor’s compliance with their SDP Commitment. Spending with SDP Partners that do not appear in these directories shall not be counted toward meeting a Vendor’s SDP Commitment.

SDP Spending Verification. The SDO and the contracting department reserve the right to contact SDP

Partners at any time to request that they attest to the amounts reported to have been paid to them by the Vendor.

Program Resources and Assistance. Vendors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners should visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

10. Environmentally Preferable Products https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://search.certifications.sba.gov/ https://search.certifications.sba.gov/ http://www.mass.gov/sdp mailto:sdp@mass.gov

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

11. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

• Comprehensive Response to all aspects of this RFR

• Proposal

• Best Value

• Licensure

• Certifications

• Compliance and responsiveness to RFR instructions

• Prior experience in Level 2 SNF

• References

• Availability/ability to be on site

12. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

13. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date Monday, October 26, 5 PM

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

Friday, November 6, 12 PM

Official Answers for Bid Q&A published

(Estimated)

Wednesday, November 10, 2026

3 PM

Deadline for Quotes/Bid Responses (“Bid

Opening Date/Time” in COMMBUYS)

Friday, November 20, 3 PM

Notification of Apparent Successful

Bidder(s) (Estimated)

Friday, November 27, Estimated Contract Start Date Monday, December 7, Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Online Questions (Bid Q&A)

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the

“Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the

Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing

Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded

Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing

Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted

Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b.Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated

Procurement Calendar (above).

c. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

14. Required Forms

Responses to this RFR must contain the following documents

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Commonwealth Terms and Conditions Electronic Submission

Comprehensive response to all aspects of the RFR. (Vendor generated)

Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W- 9 Form)

Electronic Submission

Standard Contract Form and Instructions For reference, document will be completed when awarded

X Contractor Authorized Signatory Listing

X Authorization for Electronic Funds Transfer Electronic Submission

X Additional Environmentally Preferable Products/Practices

Electronic Submission

X Supplier Diversity Plan Form (SDP Plan Commitment)

Electronic Submission

X Prompt Payment Discount Form Electronic Submission

X Business Reference Form Electronic Submission

The above attachments are available as part of the Bid record on COMMBUYS

(WWW.COMMBUYS.COM).

http://www.commbuys.com/

15. RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

Written responses to Questions will be released on or about the “Responses to questions Posted

Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

Questions submitted directly to the purchasing agent will be directed to post their questions to the

Commbuys bid package “Q&A Tab”

Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Appendix C: RFR – Other Specifications

HIPAA: Business Associate Contractual Obligations. Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of

1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder

(45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable.

16. Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic

Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2.

Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3.

Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.