Statement of Purpose
Request for ProposalConsultant Services for development of the 2019 Maine Shared Community Health Needs AssessmentRFP Release DateWednesday, October 11, 2017Optional Applicant’s Technical Assistance CallWednesday, October 18, 2017between 2:30-3:30 pmCall: 1-877-455-0244Pass Code: 735-288-9394#Video only connection (for document display) allowed via email to Jo Morrissey jlmorrisse@ until 3:30 on October 18, 2017. It is encouraged to submit questions ahead of bidders call.Notes from the call will be posted at Proposals DueTo be considered for review, proposals must be e-mailed to: Jo Morrisseyjlmorrisse@ by 4:30 p.m. on November 17, 2017. This due date may be extended at the sole discretion of MaineHealth and the Maine Shared CHNA collaborative. The collaborative reserves the right in its sole discretion to reject any or all proposals.Oral presentations from select bidders December 15, 2017Contract AwardJanuary 2018Contract PeriodJanuary 2018-June 2019Major Project MilestonesPlease see Section VI Schedule/Timeline for a more detailsContract AmountNot to exceed $120,000This full Request for Proposal is available at Table of Contents TOC \o "1-3" \h \z \u I.Statement of Purpose PAGEREF _Toc495488416 \h 3II.Background Information PAGEREF _Toc495488417 \h 3III.Scope of Work PAGEREF _Toc495488418 \h 6A.Deliverables PAGEREF _Toc495488419 \h 6B.Data Analysis PAGEREF _Toc495488420 \h 8C.Design Work PAGEREF _Toc495488421 \h 10D.Scope of Work Table PAGEREF _Toc495488422 \h 11E.Performance Standards PAGEREF _Toc495488423 \h 12IV.Format of Proposal PAGEREF _Toc495488424 \h anizational Qualifications and Experience PAGEREF _Toc495488425 \h 13B.Work Plans and Timelines PAGEREF _Toc495488426 \h 14C.Budget PAGEREF _Toc495488427 \h pleteness of Proposal PAGEREF _Toc495488428 \h 14V.Evaluation and Award Process PAGEREF _Toc495488429 \h 15VI.Schedule/Timeline PAGEREF _Toc495488430 \h 17VII.Contact Information PAGEREF _Toc495488431 \h 17Appendix A: Data Analysis Plan PAGEREF _Toc495488432 \h 18Appendix B: Mock Community Health Needs Assessment Report PAGEREF _Toc495488433 \h 18Appendix C: 2015 Facilitator’s Guide PAGEREF _Toc495488434 \h 18Appendix D: Sample Contract PAGEREF _Toc495488435 \h 18Appendix E: Budget Template PAGEREF _Toc495488436 \h 18Maine Shared Community Health Needs AssessmentThe Maine Shared CHNA collaboration consists of a public/private partnership among the four largest health systems in Maine - Eastern Maine Healthcare Systems (EMHS), MaineGeneral Health (MGH), Central Maine Healthcare (CMHC) and MaineHealth (MH) and the Center for Disease Control and Prevention (Maine CDC) which is part of the Maine Department of Health and Human Services. Vision: The Maine Shared Community Health Needs Assessment is the tool used for health planning by all people and agencies across the state.Mission:The Maine Shared Community Health Needs Assessment is a dynamic public-private partnership that turns data into action in order to: Create Shared Community Health Needs Assessment ReportsEngage and activate communities, and Support data-driven health improvement plans and implementation strategies for Maine peopleStatement of PurposeThe Maine Shared Community Health Needs Assessment (CHNA) is intended to improve the health status of Maine residents and track results. To gain a better understanding of the health needs of Maine, this RFP is issued to identify vendor(s) to assist in conducting a Statewide Community Needs Assessment. The goal of the Maine Shared CHNA is to create a framework and approach for a coordinated statewide CHNA that can address community benefit reporting and the CHNA needs of hospitals; support state and local public health accreditation efforts; and provide valuable population health assessment data for a wide variety of organizations concerned with the health of Maine’s communities and citizens. CHNA leaders are committed to provide up-to-date data about state, county, urban, and sub-population data on health status. This includes using existing data from a number of sources, as well as collecting and reporting feedback and insights from our neighbors on their barriers and challenges to good health and access to care.Background InformationThe Maine Shared CHNA collaboration formally began as the OneMaine Health Collaborative in 2007 as a partnership between EMHS, MGH, and MH. After conversations at the Statewide Coordinating Council for Public Health, the Maine CDC joined these entities, along with other partners in 2012. Central Maine Healthcare joined the group in 2013. In 2014, a formal Memorandum of Understanding was signed by all of the above named collaborators. The four health systems participating in this proposal (MGH, CMH, MaineHealth, and EMHS) are all tax exempt 501(c)(3) entities. Central Maine Healthcare (CMH) is an integrated healthcare delivery system serving 400,000 people living in central, western, and mid-coast Maine. CMH's hospital facilities include Central Maine Medical Center in Lewiston, Bridgton Hospital, and Rumford Hospital. CMH also supports Central Maine Medical Group, a primary and specialty care practice organization with a presence in 17 Maine communities. Other system services include the Central Maine Heart and Vascular Institute, a regional trauma program, LifeFlight of Maine's southern Maine base, the Central Maine Comprehensive Cancer Center, and other high quality clinical services. To learn more go to . Eastern Maine Healthcare Systems (EMHS) is an integrated health care system with sites of care spanning from Aroostook to Cumberland counties. EMHS partners with individuals and communities to improve health and well-being by providing high quality, cost effective services. EMHS members include nine hospitals: Eastern Maine Medical Center (EMMC), Mercy Hospital, Acadia Hospital, The Aroostook Medical Center (TAMC), Inland Hospital, Sebasticook Valley Health (SVH), C. A. Dean Memorial Hospital, Maine Coast Memorial Hospital and Blue Hill Memorial Hospital. Affiliated hospitals include Mayo Regional, Millinocket Regional, Downeast Community and Houlton Regional hospitals. EMHS’ clinical services also include Beacon Health, a statewide ACO and VNA Home Care and Hospice, nine nursing care sites, retail pharmacies, air and ground emergency medical transportation services. To learn more go to .MaineGeneral Health (MGH) is an integrated, not-for-profit health care system which provides a wide range of services throughout central Maine’s Kennebec Valley. In November 2013, MaineGeneral opened a 192-bed; state-of-the-art hospital in Augusta named the Alfond Center for Health. Renovations to transform its Waterville Campus named the Thayer Center for Health were completed October 2014. The health care system includes a regional cancer center; primary care and specialty physician practices; long term care facilities; rehabilitation; home health care and hospice services; specialized care for people with memory loss; community outreach programs and retirement living options. To learn more go to .MaineHealth (MH) is northern New England’s largest not-for-profit integrated health system, with more than 18,000 employees across 11 acute care hospitals, physician practices, post-acute and behavioral health providers, and labs in 12 counties in Maine and eastern New Hampshire who are dedicated to a vision of working together so our communities are the healthiest in America. MaineHealth member organizations include Maine Medical Center, Coastal Healthcare Alliance (Pen Bay Medical Center and Waldo County General Hospital), Franklin Community Health Network, LincolnHealth, Maine Behavioral Healthcare, Memorial Hospital, Southern Maine Health Care, Western Maine Health, MaineHealth Care at Home, and NorDx; the MaineHealth Accountable Care Organization is also part of the MaineHealth family. Affiliates of MaineHealth include MaineGeneral Health, Mid Coast-Parkview Health, New England Rehabilitation Hospital of Portland and St. Mary’s Health System. To learn more go to .Maine Center for Disease Control and Prevention (Maine CDC) is an office of the Maine Department of Health and Human Services, whose mission is to preserve, promote, and protect the health of Maine people. Maine CDC is accredited by the Public Health Accreditation Board (PHAB). Maine CDC is responsible for participating in or conducting a State Health Assessment, which is fulfilled by the Maine Shared CHNA. Maine CDC is also responsible for collaborating with public health partners to create and implement a State Health Improvement Plan, which will be informed by the Maine Shared CHNA. The Maine CDC is providing significant data analyses in-kind for this project and work contracted for in this RFP will need to be coordinated with their work. To learn more go to dhhs/mecdc. Representatives from the above five entities form the Steering Committee. The Steering Committee provides leadership for the creation of an efficient, integrated, and sustainable process to conduct triennial CHNAs and subsequent public health improvement plans/hospital implementation strategies. In addition, this group provides stewardship of the resources made available through financial contributions from CMHC, EMHS, MG, MH, and substantial in-kind contributions from the Maine CDC. This core group guides every aspect of the project. This committee communicates with CEOs and respective leadership from their organizations in fulfillment of the MOU signed in 2014. Additionally, this group oversees the work of the Maine Shared CHNA Program Manager. Two committees report to the Steering Committee: the Metrics and the Community Engagement Committees. The Metrics Committee is charged with updating the common set of health indicators; developing the preliminary data analysis plan (to identify scope of work for Maine CDC and Maine Shared CHNA vendor); reviewing best practices and research to ensure that indicators on emerging health issues are identified as needed; making any recommendations for annual data-related activities and estimating projected costs associated with these recommendations. Members of the Metrics Committee share their expertise with the group to create processes and deliverables for the Steering Committee to review and approve. Members of the Metrics Committee include representatives of the Steering Committee, public health system partners, Federally Qualified Health Centers, academia, non-profits and others with experience in epidemiology. The Community Engagement Committee is charged with making recommendations for approval by the Steering Committee outlining a consistent and robust community engagement process. This process should outline a method of: disseminating Shared CHNA state and county-level results; identifying priorities among significant health issues; and identifying local, regional, or statewide assets and resources that may potentially address the significant health needs identified. The Community Engagement process should also yield valuable qualitative data as outlined in this proposal. Members of the Community Engagement Subcommittee share their expertise with the group to create processes and deliverables for the Steering Committee to review and approve. Members of the Community Engagement committee include representatives of the Steering Committee, public health system partners, Federally Qualified Health Centers, academia, and Maine non-profits such as United Ways, Community Action Programs, and others with an interest in broad community representation and input.Scope of Work Descriptions: Subsection A: Outcomes: provides a general overview of the project.Subsection B: Data Analysis: provides a closer look at data needs Subsection C: Provides a listing of elements which require design workSubsection D: Scope of Work TableAppendix A: Provides a detailed analysis plan Appendix B: Mock Final reportAppendix C: 2015 Facilitators GuideAppendix D: Sample ContractAppendix E: Budget TemplateThe Maine Shared CHNA collaborative seeks to produce a statewide health needs assessment and related deliverables that will meet the planning needs of health care organizations, public health professionals, and other interested stakeholders. The final deliverables consist of one set of Health Data Profiles consisting of quantitative data only for 1 statewide, 16 counties, 5 multi-county public health districts and 4 urban areas (Portland, Bangor, Lewiston/Auburn, and the Augusta/Waterville greater metropolitan area) based on analysis of secondary data; data presentations for 1 statewide, 16 counties, 5 multi-county public health districts; and a set of comprehensive health needs assessment reports that consist of 1 state, 16 counties, 5 multi-county public health districts that include primary community feedback collected during the Community Engagement phase of the project. The final written report must be completed and provided to the Maine Shared CHNA collaborative by March 29, 2019. More detail is below and throughout.NOTE: Vendors may bid on the entire Scope of Work including the data analysis and design work, or may bid on either the data analysis or the design work separately. Please refer to the distinction between these two elements throughout. DeliverablesQuantitative analyses of data elements not completed by Maine CDC. Data analyses will include descriptive statistics of selected health indicators (including confidence intervals), for the state, and 16 counties, of key indicators for five multi-county public health districts, and of indicators where local analyses are possible for Portland, Bangor, Lewiston/Auburn and the greater Augusta/Waterville metropolitan area. Some analyses will be expected for other sub-populations based on demographics such as age, gender, race, ethnicity, and sexual orientation, as well as based on socio-economic factors such as educational attainment, income, health insurance status, and rural versus urban residence. See Appendix A Data Analysis Plan.Initial data analysis is due by June 30, 2018. Updated analysis for indicators where updated data is available is due by June 30, 2019 for inclusion on the website.Health Data Profiles of statewide, county, public health district level, and urban (Portland, Bangor and Lewiston/Auburn, and the greater Augusta/Waterville metropolitan area). Health needs data profiles should be produced no later than July 15, 2018 in order to circulate prior to forums. Content and format for these profiles are to be determined in collaboration with the CE committee and the design vendor, if necessary.PowerPoint presentations reflecting the content of the state, county, and PHD Health Data Profiles for use in forum and community presentations. Data in these presentations will use the quantitative analyses conducted by both the vendor and Maine CDC. Qualitative data collection, reporting, and analysis should reflect the geographic boundaries for state, county, and public health districts. Bidders should propose options for how to collect and report these data for this element. Elements that are considered essential include working with the Community Engagement (CE) Committee to develop: a methodology for prioritizing health needs at community forumsa methodology for prioritizing health needs among those unable to attend forumsa methodology for soliciting information and feedback on local conditions on identified priorities at and post forums protocols for collecting and analyzing the qualitative data for the above methodologiesPlease refer to Section D Scope of Work table for options on how to respond to this portion of the work plan.Bidders should propose a qualitative data analysis plan for data collected both at forums and any other CE related data collection efforts to be included in the final Maine Shared CHNA reports. Completion of these analyses should be no later than March 15, 2019, and may be requested sooner. Final timelines and schedules for the data collection window are to be determined in collaboration with the Community Engagement Committee. See Section D: Scope of Work Table for more information.Final Reports: Statewide, county, and public health district level health needs assessment final written reports to be produced no later than March 29, 2019. These reports must meet the requirements of the Patient Protection and Affordable Care Act for tax-exempt 501(c)(3) hospitals and Public Health Accreditation requirements for Maine CDC’s reaccreditation process. See Appendix B: Mock Community Health Needs Assessment Report as an example.Data AnalysisThe Metrics Committee has developed a set of quantitative indicators to be used to measure the population’s health. The vendor awarded this contract will work closely with the Maine CDC to complete the analyses outlined in the plan as outlined in Appendix A: Data Analysis Plan. In brief the appendix denotes:145 indicators that will be analyzed by Maine CDC52 indicators that will be analyzed by the vendor. Sub-population analysis by various demographic variables on a defined subset of indicators. The exact scope of these analyses is yet to be finalized, and will be determined by data availability and relevance to possible disparities. Unless noted in the appendix as N/A, the vendor should plan on completing analyses on all populations. Sub-analyses for those indicators analyzed by Maine CDC will be done by Maine CDC. It should be noted that all possible sub-population analyses should be completed for 33 key indicators, and county level data provided for all indicators where available.Trends should be analyzed for all indicators (by either Maine CDC or the vendor based on the responsibilities assigned in the appendix).The vendor will also be responsible for:Identifying national benchmarks to be used to compare Maine results (for indicators analyzed by the vendor).Identification of health disparities based on statistical testing (for indicators with sub-populations analyzed by the vendor).Providing the analyzed data in standardized unformatted tables for use in web-based visualizations, as described in #4, below..As indicated in Appendix A: Data Analysis Plan, there are a variety of data sources for the selected indicators. These can generally be categorized as follows: Data that is collected and analyzed by Maine CDC, such as Vital Records, Maine Integrated Youth Health Survey and infectious disease data. The Maine CDC will provide this data in standardized unformatted tables to the vendor to be used in the data profiles, presentation and reports.Data that is collected by the Maine CDC, but will not be fully analyzed by the Maine CDC due to limited resources. This includes the Behavioral Risk Factor Surveillance Survey (BRFSS). In this case, the data set will be provided to the vendor upon request (per Maine CDC’s data release policy). Data that is not collected by the Maine CDC, but for which the data set is available for the vendor to analyze. This includes the Maine Health Data organization’s (MHDO) hospital discharge data. This data set will be provided to the vendor by MaineHealth under their agreement with MHDO. The vendor will be required to meet the obligations of MH’s MHDO Data Use Agreement in order to access MHDO data. Data that is analyzed by the data owner, for which the vendor will either request the data or look the already analyzed data up on a publicly available website. This includes US Census data, Maine Department of Education data, and others.The anticipated availability of data by month when available, years of the data and source is provided in Appendix A. Some data sets will become available after the first Health Data Profiles are produced and the vendors will be asked to update the data as it becomes available. Some updated data will be included in the final reports, and other data will be updated after the final CHNAs have been produced in order to update data sets that will reside on the website. All updates will be completed by June 28, 2019. Indicators for which this is anticipated are noted in Appendix A.Data should be provided in a table with one data point per row. There should be no extra rows at top or in between so that it can be used in visualization software. Formatted tables of all the detailed analyses are not required.Data analysis will be conducted in four phases:Phase I: January – June 30, 2018: Initial data analyses of quantitative indicators which will inform the development of forum materials. If data sets are late in becoming available, we would expect the vendor to use the previous year’s data.Phase II: July 1, 2018 – March 29, 2019: Analysis of any quantitative indicators for which there are any updates available before March 15, 2019, with the goal of updating as much data for the final CHNA reports as feasible.Phase III: August 2018- March 2019 Analysis of any qualitative data collected during forums and subsequent community engagement activities to be included in final CHNA reports.Phase IV: March 16, 2019- June 28, 2019: Analysis of any quantitative indicators for which there are any updates available after March 15, 2019, but before June 28, 2019, with the goal of updating as much data for the web-based visualization.See Appendix A: Data Analysis Plan for more detailed information.Design WorkThe following products have been identified as requiring graphic design work:PowerPoint slide deck and library for use in forums and other community presentations of the data.Pre-forum Maine Shared CHNA health data profiles.Final Maine Shared CHNA reportsPlease see Deliverables Section III. A; and the Scope of Work in Section D for more detail.Scope of Work TableElementDescriptionData or Design Projected Due DateQuantitative data analysisCollect and analyze indicators according to the Data Analysis plan as outlined in Appendix A: Data Analysis Plan and deliver to MeCDC according to mutually agreed upon specifications.DataJune 30, 2018Health Data ProfilesDevelop and design, in collaboration with the Community Engagement Committee and Metrics Committee, and another vendor, state, PHD, and county level (and urban where applicable) Health Data Profiles to be distributed prior to and during forums.Data & DesignJuly 15, 2018Slide deck and presentation materialsDevelop and design, in collaboration with the CE Committee and data vendor, state, PHD, and county level slide deck and presentation materials for use during forums and other community engagement.Data & DesignAugust 1, 2018Forum MethodologyWorking with the CE Committee, refine methodology and data collection tools for: Prioritizing health needs with those at forumsPrioritizing health needs with those not at forumsCollecting data on local conditions on health prioritiesDataAugust 1, 2018Forum FacilitationOptions include but are not limited to:Facilitating entire forums Facilitating just data presentations Train others to facilitateNone of the aboveIf choosing to facilitate whole or in part, please provide per-forum cost with an expectation the number of forums could range from 16 to around 32. DataAugust 1, 2018 - March 1, 2019.Qualitative data analysisOptions could include together or separate: Analyzing data collected during forums Analyzing data collected during any subsequent community engagement activities that are to be included in the Final CHNA reports. Timelines and cut off dates will be specified.Data September 1, 2018 – March 1, 2019.Maine Shared CHNA ReportDevelop and design, in collaboration with the Metrics Committee and the Community Engagement Committee, and another vendor if need be, a Final Maine Shared CHNA Report.Data & DesignMarch 29, 2019Update quantitative data analysisUpdated any indicators for which previous data collection and analysis was performed by the vendor and updated data is available. DataJuly 1, 2018-March 29, 2019June 28, 2019The Maine Shared CHNA Report should use plain language, good use of white space, and should be 16 – 24 pages.All materials will require review and approval by the Steering Committee. All materials developed for public presentations should take into account health numeracy and data literacy. Materials submitted to the Steering Committee should be proofread prior to submission. Please take into account both in proposed timelines and budget at least one round of substantial edits (edits beyond proofreading).Please note a change in content from previous CHNA reports. Certain elements of the Maine Shared CHNA will be housed on a website as opposed to printed reports in order to reduce report length and enable ongoing updates. Elements planned for the website include, but are not limited to: Steering Committee Member listingsCommittee Member listingsPDFs of PresentationsSummaries for the forum outcomes and other CE data collectedPDF of final CHNA ReportsTableau Data visualization toolLinks to each hospital’s CHNA pages, DPHIPs and SHIP or DCC’s and SCCGlossary of terms and data definitions.It is the responsibility of the Program Manager in collaboration with the MeCDC to ensure materials get posted on the internet. It is the responsibility of the vendors to ensure on-time delivery of any materials that are to be posted, per contractual agreement. Performance StandardsThis project requires a cooperative relationship between the vendor(s) and the Maine Shared CHNA collaborative. This includes working in collaboration with the Steering Committee, Metrics Committee, the Community Engagement Committee, and the Maine CDC through communication with the Maine Shared CHNA Program Manager, as well as any other vendors. The primary point of contact throughout the project will be the Program Manager, Jo Morrissey jlmorrisse@, p: 661-3428 who staffs the project.The vendor(s) will supply telephonic and written progress reports to the Maine Shared CHNA Program Manager or designee biweekly; and monthly reports to the Steering Committee. Scheduled payments are dependent upon vendor’s ability to demonstrate progress toward the final report as outlined in the work plan and timeline agreed upon in the contract. Format of ProposalPlease respond to all questions and provide the following information. Attach supporting documents as needed. Please specify whether proposal is for sole vendor for both data analysis and design or for one or the other. Points per section: Organizational Qualifications and Experience35 PointsWork Plans and Timelines30 PointsBudget30 Points Completeness of Proposal5 PointsOrganizational Qualifications and Experience (35 Points)Cover Page: Please include as the first page of your proposal. List name of firm, primary contact person with email and phone, as well as whether this proposal is for the data analysis and design work or for just one or the other along with the total proposal cost. MaineHealth contracting requirements apply. FMI refer to Appendix D: Sample Contract.General: Describe how your firm will meet the terms and conditions described and provide the services indicated. If subcontractors will be used, provide a list that specifies the name, address, contact person, phone number and a brief description of the subcontractors’ organizational capacity and qualifications, as well as a brief description of the subcontractor’s scope of work. All information provided will be kept confidential and limited to the Selection Committee.Expertise: Describe your organization’s expertise in providing the services indicated and any characteristics of the organization which make it especially qualified to perform required work activities. Include similar information for any subcontractors. Key Staff: Provide a list of proposed staff for this work. Include each person’s curriculum vitae in the Attachments. If applying for the data analysis and design work or for just one or the other, please specify and describe lead staff member for each of those pieces (where applicable). If staff members are to be hired for this project, please list required qualifications. Include an organizational chart. Please provide full contact information for your firm’s primary contact and the person responsible for project communication between your firm and the Maine Shared CHNA Program Manager. Collaboration: Describe how your organization has successfully worked with other entities toward a common goal and your approach to collaborative projects. Please describe how you and your staff will relate with the Program Manager, Steering Committee, Metrics and Community Engagement Committee and other vendors (if applicable). Please be specific in how you would approach working with others on this project.References: Please provide contact names and phone numbers for three customer references for work you have done previously that is relevant to this effort. Work Examples: Please provide examples from projects you or your firm has successfully completed that are similar to the Maine Shared CHNA project.Approach and Methods: Describe in detail the general approach and specific methods your firm will use to deliver the Scope of Work described in this RFP. Specifically, describe:How you will capitalize on any resource and/or cost savings that can be achieved through a collaborative approach, and address the key requirements and circumstances identified;Quantitative data analysis techniques you will use;Design, methods, and analysis techniques you propose for use in collecting qualitative data on health priorities and health drivers from key stakeholders. Please refer to Section III D Scope of Work Table as a guide.Processes you will use to ensure collaboration with public and private health and health care stakeholders from different communities; andThe support, information, and any other resources you will need from the Steering Committee, Metrics Committee, Community Engagement Committee, the Maine CDC, any individual collaborators, other vendors or from the Maine Shared CHNA Program Manager in order to provide the deliverables specified in this RFP.Work Plans and Timelines (30 points)Work Plan and Timeline: Provide a realistic and detailed work plan for the deliverables you are proposing to complete. Display the work plan in a timeline format that ensures the final Maine Shared CHNA reports are completed by March 29, 2019. Provide details for the work to be completed each month and the person or position responsible for tasks. If subcontractors are to be used, include tasks delegated to them.Budget (30 points)Budget: Provide an understandable and clearly delineated cost proposal for each element as outlined in Section III D: Scope of Work. Include an estimate of hours for all Project Staff. In the notes section please describe key roles and responsibilities for each. Please provide a cost break down for all direct expenses as well as justification for indirect expenses in the notes section. All bidders are required to submit their budgets using the budget template provided. You may add lines as necessary, however please note grey highlighted cells with formulas. All bidders are responsible to ensure calculations are accurate. Please see Appendix E: Budget TemplateFor budget purposes, assume at least four trips to meet on-site with Maine Shared CHNA project leaders and staff over the course of the contract. The successful vendor(s) will be expected to give at least two presentations to project leaders, with one being a presentation of a draft of a final report (that would include data presentations, forum feedback and any qualitative data analysis) to the Steering Committee in February 2019. Other recommendations from the vendor(s) regarding presentations to the Maine Shared CHNA collaborative are appreciated. Completeness of Proposal (5 points)Proposals should include: Cover pageTable of Contents NarrativeWork plan and TimelineBudgetCV’s for all key staffOrganizational chart3 Letters of reference Previous examples of similar work Proposal length: Should not exceed 16 pages should your proposal include both data analysis and design work. Please scale length accordingly (i.e.: if you are only submitting for data analysis or design work please scale length accordingly). Proposals should be single-spaced with 1” margins using 12 point Times New Roman. The cover page, table of contents, budget, previous work examples, curriculum vitae, organizational chart or letters of reference, are not included in the page limit. Evaluation and Award ProcessMembers of the Steering Committee will make up the Selection Committee. This committee will evaluate proposals based on qualifications, completeness, cost-effectiveness, and experience, as well as comprehensiveness of implementation work plans and timelines, and references. Using the point values indicated in Section IV, the Selection Committee will objectively evaluate and score each bidder’s proposal and will make a proposal for a select group for interviews and presentations. The Steering Committee will make final recommendations. Firms selected by the Steering Committee will be contacted by Jo Morrissey, Program Manager by Friday December 1, 2017 to schedule their oral presentations and interviews. Currently, these meetings are scheduled to be held December 15, 2017, at MaineGeneral in Augusta.These meetings may be conducted in Maine or by telephone/video conference. Following presentations, the Steering Committee, based on scoring from proposals, the quality, content, and clarity of the oral presentations and interviews, the recommendations from the Selection Committee, findings from reference checks, and any previously acquired knowledge of vendor’s past performance will make their final decision. All other factors being equal, the Steering Committee will give preference to in-state vendors and cost. The successful applicant will receive a letter of intent from Jo Morrissey, on behalf of the Maine Shared CHNA collaborative to enter into negotiation of contract during the month of January, 2018.This RFP does not commit the Steering Committee or any of its participants to award a contract, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a contract. The Steering Committee reserves the right to accept or reject any or all proposals received as a result of the request, to negotiate with any firm, and to cancel or change the RFP. The Steering Committee may act on this RFP in the exercise of its sole discretion. After a priority listing of final vendors is established, the Steering Committee may negotiate a contract with the winning vendor(s). If negotiations cannot be successfully completed with that firm, negotiation may be initiated with the next highest-scoring vendors. See Appendix D: Sample Contract.Schedule/TimelineMajor Project MilestonesRelease of RFPWednesday October 11, 2017Optional Applicant’s Technical Assistance Call Wednesday October 18, 2017Proposals Dueby 4:30 p.m. on Friday November 17, 2017Firms Selected for Oral PresentationsFriday, December 1, 2017PresentationsDecember 15, 2017Winning bidder selected to enter contract negotiationsWeek of January 1, 2018Contract signed By January 31, 2018Initial Data ReportsJune 30, 2018ForumsAugust 2018-March 2019Final ReportsMarch 29, 2019 Length of ContractJanuary 2018-June 2019 Contact InformationContact: Jo MorrisseyMaine Shared CHNA Program ManagerMaineHealth110 Free StreetPortland, ME 04101207-661-3428jlmorrisse@RFP and supporting documents can be found at: Appendix A: Data Analysis PlanAppendix B: Mock Community Health Needs Assessment ReportAppendix C: 2015 Facilitator’s GuideAppendix D: Sample ContractAppendix E: Budget Template ................
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