AOA HEAC Facilitation and Support Services RFP

1 State of Vermont Agency of Administration Office of the Secretary 133 State Street, 5th Floor | Montpelier VT 05633-8000 802-828-2211 phone |802-828-2222 fax https://racialequity.vermont.gov/about-us/executive-director-racial-equity http://bgs.vermont.gov/purchasing SEALED BID REQUEST FOR PROPOSAL Facilitation Services and Process Support for Health Equity Advisory Commission ISSUE DATE QUESTIONS DUE RFP RESPONSES DUE BY July 18, 2023 August 2, 2023 @ 4:30PM (EST) August 9, 2023 @ 4:30PM (EST) PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php THE STATE WILL MAKE NO ATTEMPT TO CONTACT

INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP. STATE CONTACT: James Meyers E-MAIL: James.Meyers@vermont.gov https://racialequity.vermont.gov/about-us/executive-director-racial-equity http://bgs.vermont.gov/purchasing http://www.bgs.state.vt.us/pca/bids/bids.php Revised May 7, 2023 Page 2 of 23 1. OVERVIEW: 1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Administration (hereinafter the “State”) is seeking to establish contracts with one or more companies that can provide Facilitation and Services Support for the Health Equity Advisory Commission. 1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of five months with an option to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be September 1, 2023 1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual from the State concerning this RFP is strictly prohibited and may result in disqualification. 1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or wishing to comment on any requirement of the RFP must submit specific questions in writing no later than the deadline for question indicated on the first page of this RFP using the subject line: “HEAC RFP Question”. Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereafter waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php. Every effort will be made to post this information as soon as possible after the question period ends, contingent on the number and complexity of the questions. 1.5. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php. Modifications from any other source are not to be considered. 2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: In 2021, Vermont’s 18 V.S.A. §252 established a Health Equity Advisory Commission (HEAC) to promote health equity and eradicate health disparities among Vermonters, including particularly those who are Black, Indigenous, and Persons of Color; individuals who are LGBTQ; and individuals with disabilities. The Advisory Commission amplifies the voices of impacted communities regarding decisions made by the State that impact health equity, whether in the provision of health care services or as the result of social determinants of health. The Advisory Commission also provides strategic guidance on the development of the Office of Health Equity, including recommendations on the structure, responsibilities, and jurisdiction of such an office. This RFP seeks a candidate to facilitate discussion of the members of the Health Equity Advisory Commission (HEAC) related to its statutory duties (Act 33, §252(c), see “Powers and Duties” below]. These discussions will include Commission members, who represent over a dozen state and non-state agencies with varied areas of expertise. The Commission seeks to include community input and guidance from members of the public, particularly those with lived experience as defined in the following link: https://legislature.vermont.gov/statutes/section/18/006/00252 . http://www.bgs.state.vt.us/pca/bids/bids.php http://www.bgs.state.vt.us/pca/bids/bids.php https://legislature.vermont.gov/statutes/section/18/006/00252 https://legislature.vermont.gov/statutes/section/18/006/00252 Revised May 7, 2023 Page 3 of 23 HEAC Membership The Advisory Commission is composed of the following members: (A) the Executive Director of Racial Equity established pursuant to 3 V.S.A. § 5001 or designee; (B) the Commissioner of Health or designee; (C) the Commissioner of Mental Health or designee; (D) the Commissioner of Disabilities, Aging, and Independent Living or designee; (E) the Commissioner of Vermont Health Access or designee; (F) the Commissioner for Children and Families or designee; (G) the Commissioner of Housing and Community Development or designee; (H) the Commissioner of Economic Development or designee; (I) the Chief Performance Officer or designee; (J) the Chief Prevention Officer or designee; (K) a member, appointed by the Racial Justice Alliance; (L) a member, appointed by the Rutland Area NAACP; (M) a member, appointed by the Association of Africans Living in Vermont; (N) a member, appointed by the Windham County Vermont NAACP; (O) a member, appointed by the Pride Center of Vermont; (P) a member, appointed by Outright Vermont; (Q) a member, appointed by Migrant Justice; (R) a member, appointed by Out in the Open; (S) a member, appointed by Another Way Community Center; (T) a member, appointed by Vermont Psychiatric Survivors; (U) a member, appointed by the Vermont Center for Independent Living; (V) a member, appointed by the Elnu Abenaki Tribe; (W) a member, appointed by the Nulhegan Abenaki Tribe; (X) a member, appointed by the Koasek Traditional Band of the Koas Abenaki Nation; (Y) a member, appointed by the Abenaki Nation of Missisquoi; (Z) a member, appointed by the Vermont Commission on Native American Affairs; (AA) a member, appointed by Green Mountain Self-Advocates; (BB) a member, appointed by the Vermont Developmental Disabilities Council; (CC) a member, appointed by Vermont Federation of Families for Children's Mental Health; and (DD) any other members at large that the Advisory Commission deems necessary to appoint to carry out the functions of this section, including ensuring equitable representation and a balance between impacted Revised May 7, 2023 Page 4 of 23 communities, and that health care provider perspectives are represented, based on a majority vote of the members. Powers and Duties of the HEAC The Health Equity Advisory Commission shall: (1) provide guidance on the development of the Office of Health Equity, which shall be established based on the Advisory Commission's recommendations not later than January 1, 2023, including on: (A) the structure, responsibilities, and jurisdiction of the Office; (B) whether the Office shall be independent and, if not, in which State agency or department it shall be situated; (C) how the Office shall be staffed; (D) the populations served and specific issues addressed by the Office; (E) the duties of the Office, including how grant funds shall be managed and distributed; and (F) the time frame and necessary steps to establish the Office; (2) provide advice and make recommendations to the Office of Health Equity once established, including input on: (A) any rules or policies proposed by the Office; (B) the awarding of grants and the development of programs and services; (C) the needs, priorities, programs, and policies relating to the health of individuals who are Black, Indigenous, and Persons of Color; individuals who are LGBTQ; and individuals with disabilities; and (D) any other issue on which the Office of Health Equity requests assistance from the Advisory Commission; (3) review, monitor, and advise all State agencies regarding the impact of current and emerging State policies, procedures, practices, laws, and rules on the health of individuals who are Black, Indigenous, and Persons of Color; individuals who are LGBTQ; and individuals with disabilities; (4) identify and examine the limitations and problems associated with existing laws, rules, programs, and services related to the health status of individuals who are Black, Indigenous, and Persons of Color; individuals who are LGBTQ; and individuals with disabilities; (5) advise the Department of Health and General Assembly on any funding decisions relating to eliminating health disparities and promoting health equity, including the distribution of federal monies related to COVID-19; (6) to the extent funds are available for the purpose, distribute grants that stimulate the development of community- based and neighborhood-based projects that will improve the health outcomes of individuals who are Black, Indigenous, and Persons of Color; individuals who are LGBTQ; and individuals with disabilities; and (7) advise the General Assembly on efforts to improve cultural competency, cultural humility, and antiracism in the health care system through training and continuing education requirements for health care providers and other clinical professionals. Revised May 7, 2023 Page 5 of 23 Scope of Work The State of Vermont (SOV, “the State”) understands the significance of the current events in the United States related to issues of systematic and structural racism that are entrenched not only in the nation’s history and culture, but also in practices and policies. The State is committed to creating an atmosphere in which racial, ethnic, and other cultural disparities are openly acknowledged and addressed. The State has made strides in this regard through the creation of the Racial Equity Advisory Panel and the Executive Director of Racial Equity position in 2018, and by revising its approach to supporting to small businesses to be inclusive of businesses led by people from historically marginalized groups. Disparities in health outcomes experienced by marginalized groups are a function of many upstream factors including access to income, educational attainment, housing security, and social cohesion. To address and inform systemic changes and solutions, the State of Vermont is seeking proposals for facilitation services and process support to build the Health Equity Advisory Commission (HEAC) and advance its recommendations for the creation, structure, and placement of an Office of Health Equity in state government. The HEAC has produced three reports to date: Preliminary Findings on Health Equity in Vermont (Feb. 7, 2022), Health Equity Advisory Commission Report on Continuing Education (Oc. 31, 2022), and Health Equity Advisory Commission Annual Report (Feb. 15, 2023). These reports and the “powers and duties” listed above will serve as the basis of a one-year work plan, the development of which shall be an early deliverable for this project. The contractor will report to the Co-Chairs of the HEAC. Specifically, the contractor will be responsible for: 1. Co-lead meetings of the HEAC. Prepare for, attend, record discussion notes, and facilitate the meetings of the HEAC, generally 1-2 times per month, throughout the project period. Each meeting is planned to last 1.5-2 hours. Services are anticipated to include: a. Working with the Co-Chairs of the HEAC to co-design meeting agendas to promote constructive interaction and accommodate the needs of all members attending; b. Reaching out to key participants in advance of each meeting to confirm meeting design and to identify key concerns; c. Working with Agency staff to prepare any materials necessary to support the successful execution of each meeting’s agenda; d. Facilitating productive conversations at the meetings; e. Developing concise meeting summaries that are shared with all participants; and, f. Working with the HEAC to build a set of consensus or near-consensus recommendations for the creation, structure, and placement of a statewide Office of Health Equity. g. Ensuring adequate opportunities for public input and compliance with Vermont public meeting law. 2. Support Co-Chairs of the HEAC. Support would include: a. Providing periodic consultative advice to leadership on process design including managing particularly difficult issues b. Handling interactions among the Commission members and with State leaders, Subcommittees and any related working groups, and the general public (where assistance would also include supporting a deliberative process, steps/sequencing and timeline, and ensuring robust public participation). 3. Support Subcommittee deliberations and decision-making. The Subcommittees will have https://aoa.vermont.gov/content/heac-information-center Revised May 7, 2023 Page 6 of 23 different needs in terms of process support as they undertake their work and ultimately develop recommendations. It is anticipated that there will be 3-5 subcommittees that will meet every-other week during the project period. While it will not be possible for the contractor to provide full support to every meeting of each Subcommittee, there are priority areas for additional support which include: a. Support and guidance. Subcommittee chairs/co-chairs may request coaching, templates for decision-making or similar support regarding their leadership of the group deliberations. b. Stakeholder meetings and public meetings: Subcommittees expect to identify and meet with selected key actors who would likely be impacted by the measures under discussion. (This would be in addition to the more general public meetings the Commission will need to hold around the draft Plan described below.) The meetings would present/discuss the initiative and elicit feedback around emerging ideas from the working groups. It is anticipated each Subcommittee may wish to schedule 2-4 such meetings. c. Prioritization and decision-making: Each Subcommittee is expected to identify specific objectives and activities, which will be included in the HEAC workplan. 4. Support public meetings. Activities to engage the public in promoting and refining its vision for the creation of an Office of Health Equity. These meetings are separate from other meetings of the HEAC and its subcommittees.. These will be part of the HEAC work plan and would include: a. Designing meetings, together with the Co-Chairs of the HEAC, to promote constructive interaction; b. Reaching out to key participants ahead of time to confirm meeting design and to identify key concerns; c. Assisting the HEAC and staff identifying materials that should be developed and provided ahead of and during the meetings; d. Facilitating productive conversations at the meetings; and e. Developing concise summaries that are shared with all participants. 5. Develop the HEAC Work plan. Support would include: a. Assisting the HEAC and its Subcommittees in identifying and prioritizing an annual set of objectives that will advance the HEAC’s statutory duties b. Developing actionable steps toward these objectives, establishing timelines, and adjusting HEAC Subcommittee structure as needed. c. Placing these actionable steps in a HEAC workplan. The workplan will be reviewed with and revised by the HEAC at least quarterly. 6. Develop the Legislative Report due January 15, 2024. A key deliverable for the HEAC is a report to the legislature that will “identify various State entities to which the Office [of Health Equity] could be attached for administrative purposes in order to best position the Office to align with, coordinate with, and complement the State’s health equity efforts, and shall examine the potential benefits and drawbacks of the Office being attached to each of the entities identified. The report shall also provide recommendation on the administration of community grants related to health equity.” Receipt of this report triggers the release of an appropriation for the Office of Health Equity and the HEAC. Support for development of this report will be a central activity between August 15, 2023, and January 15, 2024, including drafting sections of the report based on input from the HEAC and its subcommittees. See specific the Deadlines and Content of Proposals section for all items that must be included in the proposal. Revised May 7, 2023 Page 7 of 23 Funding and Method of Payment Funding for the RFP is available from the General Fund. Payment is contingent upon available funding. All payments will be made after satisfactory completion of each deliverable as outlined in an agreement between the State and the selected entity. Project Timeline All work is to be completed between July 1, 2023 and June 30, 2024. Specific deliverable deadlines are indicated in the sample deliverables table in Section III. Date Task July 10, 2023 RFP distributed on EBB July 26, 2023 (12:00 Noon EST) RFP Question period closes. Send questions as identified under section 1.4 of the RFP using the subject line “HEAC RFP – Question.” July 26, 2023 (4:30 pm EST) Responses to questions will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php August 3, 2023 (4:30 PM EST) Deadline for submission of proposals using the subject, “HEAC Facilitation Proposal – (Bidder to insert short org name)” Proposals must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to compress the PDF file containing its bid, if necessary, in order to meet this size limitation. September 1, 2023 Project start date September 15, 2023 Draft workplan for the performance period. December 1, 2033 Draft annual report submitted to HEAC January 10, 2024 Final annual report submitted to Senate Committee on Health and Welfare and House Committees on Heath Care and on Human Services, pursuant to Act 33, §252(e) June 30, 2024 Closure: All final documents, revisions, etc. submitted. Procurement Awardees must maintain written procedures for procurement transactions. Any equipment, supplies, and/or services procured outside of an awardee’s organization will need to be obtained per the awardee’s procurement or purchasing policy. 3. GENERAL REQUIREMENTS: 3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State. 3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or services required. 3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive bidding process with another state and/or cooperative are welcome to submit the pricing in response to this solicitation. http://www.bgs.state.vt.us/pca/bids/bids.php Revised May 7, 2023 Page 8 of 23 3.1.3. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State withhold a percentage of the total amount payable for some or all deliverables, such retainage to be payable upon satisfactory completion and State acceptance in accordance with the terms and conditions of the contract. 3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State. 3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum qualification requirements and/or have not been eliminated from consideration during the evaluation process. 3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will help the State’s evaluation process. The State will factor information presented during presentations into the evaluation. Bidders will be responsible for all costs associated with providing the presentation. 3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and requirements. 3.3.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the attached Certificate of Compliance for purposes of self-reporting information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers. The State is requiring information on any violations that occurred in the previous 12 months. 3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon award of contract, and prior to contract execution, the State shall be provided with a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall contract or project. This list MUST be updated and provided to the State as additional subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not required to be submitted with the bid response. 3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS: For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations in State Procurements Certification, which is included in the Certificate of Compliance for this RFP. After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean energy and address climate change as identified in the Certification, shall be given favorable consideration in the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any preference given to resident bidders of the State and/or products raised or manufactured in the State, as explained in the Method of Award section. But, such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement. 3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time Revised May 7, 2023 Page 9 of 23 if such award is deemed to be in the best interest of the State. All other considerations being equal, preference will be given first to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders who have practices that promote clean energy and address climate change, as identified in the applicable Certificate of Compliance. 3.5.1. Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology, qualifications and experience, ability to provide the services within the defined timeline, cost, and/or success in completing similar projects, as applicable, and to the extent specified below. Proposals will be reviewed and evaluated by three or more Agency of Administration/HEAC members and one external member. Selection will be based on the following criteria: • 50 points – Proposal: 25 points – Qualifications and credentials of the Project Team 25 points – Experience providing facilitation services and process support for complex stakeholder processes in a remote environment • 10 points – Past Performance: Experience supporting the development of Health Equity work • 15 Points – Capacity to accomplish the work – necessary staffing to complete deliverables • 20 points – Budget/Pricing • 5 points – “JEDI” (Justice, Equity, Diversity, Inclusion) o In support of goals to promote diversity and equity, projects that include under- represented groups, such as Minority or Women Owned Sub-Contractor Businesses, are encouraged. o If the involvement of under-represented groups is anticipated, please list the names of the entity/entities anticipated to be utilized, including the primary contact person, email address, and any other relevant information for each of them. o For applicants seeking information about under-represented groups that could be involved in sub-contracting, you may wish to visit the VTrans Disadvantaged Business Enterprise Certification Site (see the DBE directory at http://vtranscivilrights.vermont.gov/do- ingbusiness/dbe-center/directory), the Building and General Services Minority and Women Owned Businesses directory (https://bgs.vermont.gov/facilities/forms/minority-women), or the Vermont Business Registry EBB site where you can filter to see American Indian Owned, Minority Owned or Women Owned Businesses (under the “Business Attributes” filter found at https://www.vermontbusinessregistry.com/BusinessSearch.aspx). You are not limited to these sources to identify under-represented groups who you could include in your project. o Please be advised that although optional, a listing of intent to work with an under- represented group will make your proposal eligible for up to 5 additional points in scoring. 3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder, or to end the proposal process entirely. 3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made. 3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to approval by the Agency of Digital Services. 3.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual doing business in his/her own name) must be registered with the Vermont Secretary of http://vtranscivilrights.vermont.gov/do-ingbusiness/dbe-center/directory http://vtranscivilrights.vermont.gov/do-ingbusiness/dbe-center/directory https://bgs.vermont.gov/facilities/forms/minority-women https://www.vermontbusinessregistry.com/BusinessSearch.aspx Revised May 7, 2023 Page 10 of 23 State’s office https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ . 3.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices listed. 3.8.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such discounts must be in effect for a period of 30 days or more in order to be considered in making awards. 3.8.4. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State. 4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the minimum requirements for State evaluation. These requirements are not intended to limit the content of a Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to include only such information in their response as may be relevant to the requirements of this RFP. 4.1. The bid should include a Cover Letter and Technical Response and Price Schedule. 4.2. COVER LETTER: 4.2.1. Confidentiality. To the extent your bid contains information you consider to be proprietary and confidential, you must comply with the following requirements concerning the contents of your cover letter and the submission of a redacted copy of your bid (or affected portions thereof). 4.2.2. All responses to this RFP will become part of the contract file and will become a matter of public record under the State’s Public Records Act, 1 V.S.A. § 315 et seq. (the “Public Records Act”). If your response must include material that you consider to be proprietary and confidential under the Public Records Act, your cover letter must clearly identify each page or section of your response that you consider proprietary and confidential. Your cover letter must also include a written explanation for each marked section explaining why such material should be considered exempt from public disclosure in the event of a public records request, pursuant to 1 V.S.A. § 317(c), including the prospective harm to the competitive position of the bidder if the identified material were to be released. Additionally, you must include a redacted copy of your response for portions that are considered proprietary and confidential. Redactions must be limited so that the reviewer may understand the nature of the information being withheld. It is typically inappropriate to redact entire pages, or to redact the titles/captions of tables and figures. Under no circumstances may your entire response be marked confidential, and the State reserves the right to disqualify responses so marked. 4.2.3. Exceptions to Contract Terms and Conditions. If a Bidder wishes to propose an exception to any terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions must be included in the cover letter to the RFP response. Failure to note exceptions when responding to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions are not noted in the response to this RFP but raised during contract negotiations, the State reserves the right to cancel the negotiation if deemed to be in the best interests of the State. Note that exceptions to contract terms may cause rejection of the proposal. 4.3. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall: 4.3.1. Provide details concerning your form of business organization, company size and resources. 4.3.2. Describe your capabilities and particular experience relevant to the RFP requirements. 4.3.2.1. Identify all current or past State projects. https://sos.vermont.gov/corporations/registration/ http://tax.vermont.gov/ Revised May 7, 2023 Page 11 of 23 4.3.3. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors will perform, and address the background and experience of the subcontractor(s), as per RFP section 4.3.2 above. 4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 12 months. You must include contact names who can talk knowledgeably about performance. 4.5. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP. 4.6. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the RFP. 4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid. 5. SUBMISSION INSTRUCTIONS: 5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this RFP. Late bids will not be considered. 5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the front page of this RFP. 5.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any and all bids received by the due date. This information will be posted as promptly as possible following the due date online at: https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 . Bidders are hereby notified to review the information posted after the bid opening deadline to confirm receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation sheet, shall promptly notify the State Contact listed on the front page of this RFP. Should a bidder fail to notify the State Contact listed on the front page of this RFP within 24 hours of posting the bid tabulation sheet, the State shall not be required to consider the bid. 5.2. BID DELIVERY INSTRUCTIONS: 5.2.1. ELECTRONIC: Only electronic bids will be accepted. 5.2.1.1. E-MAIL BIDS. Only e-mailed bids will be accepted. 5.2.1.2. Bids will be accepted via email submission to BGS.VTBids@vermont.gov. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to compress the PDF file containing its bid if necessary, in order to meet this size limitation. 5.2.1.2.1. SUBJECT LINE OF EMAIL SUBMISSION: “HEAC Facilitation Proposal – (Bidder to insert short org name)” 5.2.1.3. FAX BIDS: Faxed bids will not be accepted. 6. BID SUBMISSION CHECKLIST:  Required Number of Copies  Cover Letter https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 mailto:BGS.VTBids@vermont.gov Revised May 7, 2023 Page 12 of 23  Technical Response  Redacted Technical Response, if applicable  References  Budget/Price Schedule  Signed Certificate of Compliance 7. ATTACHMENTS: 7.1. Certificate of Compliance 7.2. Budget/Price Schedule 7.3. Worker Classification Compliance Requirement; Subcontractor Reporting Form 7.4. Standard State Contract with its associated attachments, including but not limited to, Attachment C: Standard State Provisions for Contracts and Grants (December 15, 2017). Revised May 7, 2023 Page 13 of 23 RFP/PROJECT: HEAC Facilitation Proposal DATE: _____________ Page 1 of 3 CERTIFICATE OF COMPLIANCE For a bid to be considered valid, this form must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal. A. NON-COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received from or given to a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation. B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP. C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00. Self-Reporting. Bidder hereby self-reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers, that occurred in the previous 12 months. Summary of Detailed Information Date of Notification Outcome Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction from bidding on future state contracts. Revised May 7, 2023 Page 14 of 23 RFP/PROJECT: HEAC Facilitation Proposal DATE: _____________ Page 2 of 3 D. Executive Order 05 – 16: Climate Change Considerations in State Procurements Certification Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims): 1. Bidder owns, leases or utilizes, for business purposes, space that has received:  Energy Star® Certification  LEED®, Green Globes®, or Living Buildings ChallengeSM Certification  Other internationally recognized building certification: ____________________________________________________________________________ 2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency Program in the last five years for energy efficient improvements made at bidder’s place of business. Please explain: _____________________________________________________________________________ 3. Please Check all that apply:  Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder consumes renewable electricity through voluntary purchase or offset, provided no such claimed power can be double-claimed by another party.  Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business.  Bidder’s heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants.  Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________  Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc..  Bidder offers employees an option for a fossil fuel divestment retirement account.  Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency and conservation. Please explain: ____________________________________________________________________________ ____________________________________________________________________________ 4. Please list any additional practices that promote clean energy and take action to address climate change: _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________ Revised May 7, 2023 Page 15 of 23 RFP/PROJECT: HEAC Facilitation Proposal DATE: _____________ Page 3 of 3 Bidder Name: Contact Name: Address: Fax Number: Telephone: E-Mail: By: Name: Signature of Bidder (or Representative) (Type or Print) END OF CERTIFICATE OF COMPLIANCE Revised May 7, 2023 Page 16 of 23 STATE OF VERMONT RFP - HEAC Facilitation BUDGET/PRICE SCHEDULE A. Fixed Price Deliverables: Deliverable Description Due Date Fixed Price HEAC work plan September 15, 2023 Draft annual report December 1, 2023 FINAL annual report January 10, 2024 Total Project Cost $ B. Hourly Labor Rates and other Back-Up Documentation: Service Category/Title of Positions Hourly Rate $ $ $ $ C. Other Expenses Other Expenses Costs $ $ $ $ Name of Bidder: Signature of Bidder: Date: Revised May 7, 2023 Page 17 of 23 RFP/PROJECT: HEAC Facilitation Proposal DATE: ____________ SUBCONTRACTOR REPORTING FORM This form must be completed in its entirety and submitted prior to contract execution and updated as necessary and provided to the State as additional subcontractors are hired. The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements. Contractor is required to provide a list of subcontractors on the job along with lists of subcontractor’s subcontractors and by whom those subcontractors are insured for workers’ compensation purposes. Include additional pages if necessary. This is not a requirement for subcontractor’s providing supplies only and no labor to the overall contract or project. Subcontractor Insured By Subcontractor’s Sub Insured By Date: Name of Company: Contact Name: Address: Title: Phone Number: E-mail: Fax Number: By: Name: Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract and/or forfeiture of future bidding privileges until resolved. Send Completed Form to: Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier, VT 05633-8000 Revised May 7, 2023 Page 18 of 23 STANDARD CONTRACT FOR SERVICES 1. Parties. This is a contract for services between the State of Vermont, _____________ (hereinafter called “State”), and _____________, with a principal place of business in _____________, (hereinafter called “Contractor”). Contractor’s form of business organization is _____________. It is Contractor’s responsibility to contact the Vermont Department of Taxes to determine if, by law, Contractor is required to have a Vermont Department of Taxes Business Account Number. 2. Subject Matter. The subject matter of this contract is services generally on the subject of Facilitation Services and Process Support for Health Equity Advisor Commission. Detailed services to be provided by Contractor are described in Attachment A. 3. Maximum Amount. In consideration of the services to be performed by Contractor, the State agrees to pay Contractor, in accordance with the payment provisions specified in Attachment B, a sum not to exceed $________.00. 4. Contract Term. The period of Contractor’s performance shall begin on August 15, 2023 and end on January 30, 2024. 5. Prior Approvals. This Contract shall not be binding unless and until all requisite prior approvals have been obtained in accordance with current State law, bulletins, and interpretations. 6. Amendment. No changes, modifications, or amendments in the terms and conditions of this contract shall be effective unless reduced to writing, numbered and signed by the duly authorized representative of the State and Contractor. 7. Termination for Convenience. This contract may be terminated by the State at any time by giving written notice at least thirty (30) days in advance. In such event, Contractor shall be paid under the terms of this contract for all services provided to and accepted by the State prior to the effective date of termination. 8. Attachments. This contract consists of ___ pages including the following attachments which are incorporated herein: Attachment A - Statement of Work Attachment B - Payment Provisions Attachment C – “Standard State Provisions for Contracts and Grants” a preprinted form (revision date 12/15/2017) Attachment D - Other Provisions (if any) Additional attachments may be lettered as necessary 9. Order of Precedence. Any ambiguity, conflict or inconsistency between the documents comprising this contract shall be resolved according to the following order of precedence: (1) Standard Contract (2) Attachment D (if applicable) (3) Attachment C (Standard State Provisions for Contracts and Grants) (4) Attachment A (5) Attachment B SA MP LE Revised May 7, 2023 Page 19 of 23 WE THE UNDERSIGNED PARTIES AGREE TO BE BOUND BY THIS CONTRACT By the State of Vermont: By the Contractor: Date: Date: Signature: Signature: Name: Name: Title: Title: SA MP LE Revised May 7, 2023 Page 20 of 23 ATTACHMENT A – STATEMENT OF WORK Racial disparities in health outcomes are a function of many upstream factors including access to income, educational attainment, housing security, and social cohesion. To address and inform systemic changes and solutions, the State of Vermont is seeking proposals for facilitation services and process support to develop a statewide Office of Health Equity. The facilitation and support will culminate in a set of recommendations on how to stand up a statewide office that will advance health equity in Vermont. This work will occur largely between now and late January 2024. The contractor will report to the Chair and Vice Chair of the HEAC. Specifically, the contractor will be responsible for: 1. Co-lead meetings of the HEAC. Prepare for, attend, record discussion notes, and facilitate the meetings of the HEAC, generally 1-2 times per month, through late January 2024. Each meeting is planned to last 1.5-2 hours. Services are anticipated to include: a. Working with the Chair and Vice Chair of the HEAC to co-design meeting agendas to promote constructive interaction and accommodate the needs of all members attending; b. Reaching out to key participants in advance of each meeting to confirm meeting design and to identify key concerns; c. Working with Agency staff to prepare any materials necessary to support the successful execution of each meeting’s agenda; d. Facilitating productive conversations at the meetings; e. Developing concise meeting summaries that are shared with all participants; and, f. Working with the HEAC to build a set of consensus or near-consensus recommendations integral to standing up a State-wide Office of Health Equity. 2. Support Chair and Vice Chair of the HEAC. Support would include providing periodic consultative advice to leadership on process design including managing particularly difficult issues, and handling interactions among the Commission members, Subcommittees and any related working groups, and the general public (where assistance would also include supporting a deliberative process, steps/sequencing and timeline, and ensuring robust public participation). 3. Support Subcommittee deliberations and decision-making. The Subcommittees will have different needs in terms of process support, as they undertake their work and ultimately develop recommendations. It is anticipated that some committee chairs/co-chairs will have more experience and capacity for guiding a consensus-building process around complex issues, and that some groups may utilize state agency facilitators (“green belts”). It is anticipated that there will be up to seven Subcommittees that will meet every-other week for six months. While it will not be possible to provide full support to every meeting of each Subcommittee, there are priority areas for additional support which include: a. Support and guidance: Starting right away, Subcommittee chairs/co-chairs may request coaching, templates for decision-making or similar support regarding their leadership of the group deliberations. b. Stakeholder meetings and public meetings: Subcommittees expect to identify and meet with selected key actors who would likely be impacted by the measures under discussion. (This would be in addition to the more general public meetings the Commission will need to hold around the draft Plan described below.) The meetings would present/discuss the initiative and elicit feedback around emerging ideas from the working groups. It is anticipated each Subcommittee may wish to schedule 2-4 such meetings. c. Prioritization and decision-making: As the Subcommittees move toward prioritizing and deciding on a package of recommendations to bring back to the Commission, some will likely need assistance to guide the consensus-building process, weighing options, naming points of SA MP LE Revised May 7, 2023 Page 21 of 23 agreement, and handling on-going differences. This assistance might occur at a longer meeting (for instance, facilitating a day-long workshop) and/or at particularly important working group sessions. Such assistance would come at the request of Subcommittee chair/co-chairs or the Chair and Vice Chair of the HEAC. 4. Commission’s consolidation and decision-making: Once the Subcommittees have presented their recommendations to the Commission, the 30-member HEAC will seek to reach agreement on a prioritized set of actions that is coherent. Process support at this stage will be critical to the Plan’s success and is anticipated to include: a. Assisting with the development of materials to support decision-making; b. Guiding problem-solving exchanges; and, c. Identifying opportunities to resolve sticking points through targeted work with individual members or smaller sub-groups. 5. Support public meetings on the draft Plan: Once the draft Plan has been completed, the Commission will need to hold general public meetings to review the Plan and elicit feedback. We expect 4-8 public meetings on the draft Plan, held around the state. Process support for both types of meetings would include: a. Designing meetings, together with the Chair and Vice Chair of the HEAC, to promote constructive interaction; b. Reaching out to key participants ahead of time to confirm meeting design and to identify key concerns; c. Assisting the HEAC and staff identifying materials that should be developed and provided ahead of and during the meetings; d. Facilitating productive conversations at the meetings; and e. Developing concise summaries that are shared with all participants. SA MP LE Revised May 7, 2023 Page 22 of 23 ATTACHMENT B – PAYMENT PROVISIONS The maximum dollar amount payable under this contract is not intended as any form of a guaranteed amount. The Contractor will be paid for products or services actually delivered or performed, as specified in Attachment A, up to the maximum allowable amount specified on page 1 of this contract. 1. Prior to commencement of work and release of any payments, Contractor shall submit to the State: a. a certificate of insurance consistent with the requirements set forth in Attachment C, Section 8 (Insurance), and with any additional requirements for insurance as may be set forth elsewhere in this contract; and b. a current IRS Form W-9 (signed within the last six months). 2. Payment terms are Net 30 days from the date the State receives an error-free invoice with all necessary and complete supporting documentation. 3. Contractor shall submit detailed invoices itemizing all work performed during the invoice period, including the dates of service, rates of pay, hours of work performed, and any other information and/or documentation appropriate and sufficient to substantiate the amount invoiced for payment by the State. All invoices must include the Contract # for this contract. 4. Contractor shall submit invoices to the State in accordance with the schedule set forth in this Attachment B. Unless a more particular schedule is provided herein, invoices shall be submitted not more frequently than monthly. 5. Invoices shall be submitted to the State at the following address: ________________ 6. The payment schedule for delivered products, or rates for services performed, and any additional reimbursements, are as follows: Deliverable Description Due Date Fixed Price Deliverable A: Workplan August 15, 2023 $ Deliverable B: Completion of half of anticipated meetings between August 2023 and January 2024 On or about October 24, 2022 $ Deliverable C: Report for Legislature January 10, 2024 $ All remaining Deliverables, Revisions, etc. June 30, 2024 $ Total Project Cost $ SA MP LE Revised May 7, 2023 Page 23 of 23 ATTACHMENT C: STANDARD STATE PROVISIONS FOR CONTRACTS AND GRANTS REVISED DECEMBER 15, 2017 “Attachment C: Standard State Provisions for Contracts and Grants” (revision version dated December 15, 2017) constitutes part of this Agreement and is hereby incorporated by reference as if fully set forth herein and shall apply to the purchase of all goods and/or services by the State under this Agreement. A copy of this document is available online at: https://bgs.vermont.gov/purchasing-contracting/forms. https://bgs.vermont.gov/purchasing-contracting/forms