STATE OF MARYLAND



BID BOARD NOTICEPROCUREMENT ID NUMBER: PHPA-S1648EMARYLAND MARKETPLACE BID NUMBER: ?MDM0031016012ISSUE DATE: July 31, 2014 TITLE: Community Health Worker Workgroup FacilitatorPLEASE READ THE ENTIRE SOLICITATION BEFORE SUBMITTING YOUR PROPOSAL________________________________________________________________________THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07_____________________________________________________________________________This solicitation has been designated as a Small Business Reserve (SBR); only registered SBRs may respond. Please apply at to begin the process, and then follow the prompts to see if your business qualifies. For assistance in the SBR registration process, please call 410-767-1492. If you qualify, please put your SBR number on the Financial Proposal Form.Summary StatementThe Center for Chronic Disease Prevention and Control (hereafter referred to as CCDPC) within the Maryland Department of Health and Mental Hygiene (DHMH) is soliciting for a facilitator to assist in preparation, facilitating and documenting workgroup meetings, and to also assist in the preparation of the workgroup’s final report. A single contract will be awarded to the Offeror that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation will begin on or about September 1, 2014 through June 29, 2015. Financial Proposals must be equal to $25,000.Background The Department of Health and Mental Hygiene (DHMH) and the Maryland?Insurance Administration (MIA) are?jointly tasked through the recently enacted House Bill 856 with conducting a stakeholder workgroup to study and make recommendations regarding:1) Training and credentialing required for community health workers (CHWs) to be certified as non-clinical health care providers, and2) Reimbursement and payment policies for community health workers through the Maryland Medical Assistance Program and private insurers.The workgroup will include individuals with knowledge and experience of the provision of community health worker services in clinical and non-clinical settings and represent a cross section of stakeholders, including, but not limited to: local health departments; community colleges that have training programs for health care workers; 4 year colleges or universities; minority health; public health; hospitals that provide training for community health workers; nurses; physicians; social services and housing and community health workers.The workgroup will hold approximately 4-6 meetings between September 2014 and February 2015 to discuss key issues and options on CHW training, credentialing, and payment and reimbursement in order to arrive at recommendations for the legislature. A recruitment process is currently underway to determine who will serve on the workgroup. House Bill 856 requires that at least 50% of the membership will be non-clinical healthcare providers or individuals who represent an institution or organization involved in the provision on non-clinical healthcare.Scope of WorkThe skilled facilitator will work collaboratively with the DHMH/MIA team to prepare all workgroup meeting. The facilitator will lead all workgroup meetings in a collaborative way that effectively engages the stakeholders in the decision process, and brings the workgroup to consensus on:1) Training and credentialing required for community health workers to be certified as non-clinical health care providers, and2) Reimbursement and payment policies for community health workers through the Maryland Medical Assistance Program and private insurers.The Selected Offeror shall:Plan appropriate group processes for each session based on the goals and outcomes of each advisory group session;Create and sustain a participatory environment that is inclusive of all stakeholders, understanding group dynamics and utilizing?listening skills and the ability to paraphrase;?stack?a conversation; draw people out; balance participation; and make space for more reticent group members;Guide group to appropriate and useful outcomes that are valued added and lead to the final goal;Develop and model positive communication and attitude while?working?with?the core team and?through stakeholder sessions; Engage in 10 - 12 internal team meetings with DHMH and MIA to prepare for CHW Workgroup; Prepare meeting materials and meeting agendas, content, and presentations for each CHW workgroup meeting; Facilitation of 4-6 CHW workgroup meetings; Complete comprehensive meeting summaries for each CHW workgroup meeting; Collect and support the integration of feedback from CHW workgroup members into documents for the group to reflect on and as part of the final report; and Contribute, with the DHMH/MIA team, to the final report to the General Assembly.Preferred experience:Be a skilled and experienced facilitator;Have demonstrated experience creating collaborative relationships with planning teams to reach consensus on specific topics, preferably in public health or healthcare;Content knowledge and understanding of key concepts related to advisory group topics within the Maryland political contextTraining and credentialing required for community health workers to be certified as non-clinical health care providersReimbursement and payment policies for community health workers through the Maryland Medical Assistance Program and private insurers.Ownership and Rights of MaterialsWork produced as a result of this solicitation is and shall remain the sole property of the Department. The selected Offeror agrees that, at all times during the term of this contract and thereafter, the works created and services performed shall be “works made for hire” as that term is interpreted under the federal copyright law. All materials developed will remain the property of the State of Maryland. All related fees must be included in the final proposal price. Final products must be available for the perpetual use of the Department for future campaigns at no additional cost. If talent is used, all talent fees and other related costs must be bought out for the indefinite use by the Department. Signed contracts and proof of talent buy-out must be provided to the Department to keep on file. If stock photo and/or artwork are purchased, proof of buy-out must be provided to the Department to keep on file. The selected Offeror shall provide all material files in a variety of electronic formats as deemed necessary by the Department. Mandatory RequirementsThis solicitation has been designated as a Small Business Reserve (SBR). Selected Offerors must be registered as an SBR in order to submit a proposal. Technical Proposal SubmissionsThe Offeror shall send a proposal that must be no smaller than 12-point font, double-spaced, with one-inch margins. Technical proposals shall be no longer than six (6) pages (this excludes budget, budget narrative, and any attachments regarding organizational capabilities). One original and three (3) copies should be placed in a sealed envelope labeled “Technical Proposal.”Technical proposals shall include:Background Information:Organization NameName, address, telephone number, e-mail address, fax number, and position/title of the individual who will serve as the primary contact for this contract.The Offeror’s Small Business Reserve Number and Federal Identification Number.A narrative of no more than two (2) pages detailing the Offeror’s experience facilitating group and workgroups; creating agendas and interactive meetings; and completing meeting summaries. The narrative should also include demonstration of knowledge of CHW programs, curriculums and credentialing.A minimum of three (3) letters of recommendation from other agencies with whom the Offeror has collaborated or from former or current clients. One (1) example of a detailed meeting agenda from a previously facilitated meeting.One (1) writing sample, preferably a meeting summary report. Disclosure of all conflicts of interest (obvious and non-obvious), if any, and describe in detail how the conflicts of interest will be ameliorated. Failure to submit any of the above requirements may result in your offer being determined non-responsive.Financial Proposal SubmissionsOfferors shall submit an original signed completed Financial Proposal Form (Page 7), and provide an original signed separate line item budget and narrative. One (1) original and three (3) copies shall be placed in a sealed envelope labeled “Financial Proposal.”AwardAn award will be made on the basis of the most advantageous offer to the State of Maryland considering price and the evaluation criteria found in this solicitation. The technical component and financial component are given equal weight. Technical Evaluation Criteria of ProposalThe State will evaluate technical proposals based on the following evaluation criteria. These are listed in descending order of importance. How experienced is the Offeror in facilitating stakeholder meetings and reaching consensus with group? Does the Offeror have knowledge of CHW programs, curriculum and credentialing criteria?Does the Offeror have experience building group relationships in public health and/or healthcare? To what extent does the Offeror’s sample agenda and writing sample provide evidence of previous success in building consensus?Does the agenda demonstrate interactive and collaborative approach to reach group consensus?Is the writing sample clear, concise and grammatically correct?To what extent do the Offeror’s letters of support demonstrate collaborative work with previous contracts?Does the Offeror have any conflicts of interest?Financial Evaluation Criteria of ProposalThe State will evaluate financial proposals based on the following evaluation criteria. To what extent does the Offeror provide a clear and rational budget and budget narrative that is all inclusive of proposed services?Contract TermThe term of this contract shall be on or about September 1, 2014 through June 29, 2015.BillingPayment will be made by CCPC upon receipt of acceptable deliverables and invoices from the contractor. The selected Offeror shall bill the Department 50% upon receipt of the contract. The remaining 25% will be billed upon satisfactory completion of meetings 1-3; with the final 25% upon completed project deliverables and receipt of a final itemized invoice and summary report from the selected vendor. A final invoice for services rendered along with a summary report of all media activities must be submitted no later than June 29, 2014. Invoices must be on company letterhead and include vendor’s name, address, date, line item breakdown, Tax ID #, contract number, Blanket Purchase Order (BPO) number, and signature in order to be processed.BID SUBMISSION INFORMATIONInterested parties should place both their sealed Financial Proposal envelope and sealed Technical Proposal envelope into a single submission envelope with the Procurement Officer information and the Procurement ID clearly marked. The Financial Proposal must include ALL final costs for completing the project.SUBMISSION DEADLINE Proposals must be mailed or hand-delivered and must be received by the Procurement Officer NO LATER than 10:00 a.m. on August 13, 2014 in order to be considered. Submission envelope must show the Procurement ID Number. Offerors cannot submit multiple responses and only one proposal permitted per envelope.Offerors who hand-deliver proposals are requested to please ask the building’s security desk for a visiting pass and go to the Third (3rd) Floor, Room 306 and ask for Chuck Bailey. *NOTE: When dropping off the proposal, please obtain a receipt.Offerors that have a courier deliver proposals are requested to please ask the building’s security desk to telephone the PROCUREMENT OFFICER (Chuck Bailey, 410-767-5601). *NOTE: When dropping off the proposal, please obtain a receipt.Offerors who mail proposals should allow sufficient mail transit time to ensure timely receipt by the PROCUREMENT OFFICER. Proposals and/or unsolicited amendments to proposals arriving after the closing hour and date noted above will not be considered. For any response that is not hand-delivered, the offers must confirm, at least 60 minutes before the deadline, that the proposals were received in PHPA Procurement. PHPA is not responsible for proposals dropped off in the mailroom. Questions regarding this solicitation should be directed (By e-mail only, no phone calls will be accepted) to the PROCUREMENT OFFICER. NO FAX OR EMAIL PROPOSALS WILL BE ACCEPTED.PROCUREMENT OFFICER:Chuck BaileyProcurement Specialist 201 W. Preston StreetBaltimore, Maryland 21201chuck.bailey@ISSUING OFFICE:Tara SnyderHealth Communications SpecialistCenter for Chronic Disease Prevention and Control201 West Preston Street, Suite 306Baltimore, MD 21201MINORITY BUSINESS ENTERPRISES ARE STRONGLY ENCOURAGED TO RESPOND TO THIS SOLICITATIONFinancial Proposal FormPROCUREMENT I.D. NUMBER: PHPA-S1648ISSUE DATE: July 31, 2014TITLE: Community Health Worker Workgroup FacilitatorA. Offeror Information:Vendor Name:_________________________________________________Federal Tax ID (FEIN#): _________________________________________________eMM Vendor ID: _________________________________________________Contact Person: _________________________________________________Address: _________________________________________________Telephone/Email: _________________________________________________Fax: _________________________________________________SBR Number: _____________________________________________________________________________________________________________________________________________Signature DateVendor signature and date certifies that technical and budget submissions are correct and that vendor agrees to perform all services stated in BBN PHPA-S1648.Department of Health and Mental Hygiene Line Item Budget*Budget Period from September 1, 2014 to June 29, 2015 BUDGET ITEMPROPOSED DHMH SUPPORTFacilitator TimeOther (please specify)TOTAL COST$25,000* Include Budget Narrative on a separate page and attach it to the Financial Proposal Form. Budget Narrative must include full breakdown of costs for each line item. ................
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