STATE OF MAINE
Department of Health and Human Services
Maine Center for Disease Control and Prevention

RFP#201608169
Mass-Reach Health Communications for Prevention Services

RFP
Coordinator
Submitted
Questions Due
Proposal
Submission

All communication regarding this RFP must be made through the RFP
Coordinator identified below.
Name: David Pied Title: Public Health Educator
Contact Information: david.pied@maine.gov
All questions must be submitted to the RFP Coordinator identified above by:
Date: September 27, 2016, no later than 5:00 p.m., local time
Submission Deadline: October 18, 2016, no later than 2:00 p.m., local time
Submission Address: Division of Purchases, Burton M. Cross Building, 111
Sewall Street - 4th Floor, Augusta, ME, 04330

 TABLE OF CONTENTS

PUB
LIC NOTICE
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State of Maine
Department of Health and Human Services
State of Maine RFP#201608169
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 RFP#201608169
Mass-Reach Health Communications for Prevention Services
The State of Maine is seeking proposals for Mass-Reach Health Communications for Prevention Services.
A copy of the RFP can be obtained by registering and downloading at the following website:
http://www.maine.gov/dhhs/rfp/index.shtml or by contacting the RFP Coordinator: David Pied. The RFP
Coordinator can be reached at the following email address: david.pied@maine.gov.
Proposals must be submitted to the State of Maine Division of Purchases, located at the Burton M. Cross
Office Building, 111 Sewall Street - 4th Floor, Augusta, Maine, 04330. Proposals must be submitted by
2:00 pm, local time, on October 18, 2016, when they will be opened. Proposals not received at the
Division of Purchases’ aforementioned address by the aforementioned deadline will not be considered for
contract award.
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 RFP DEFINITIONS/ACRONYMS
The following terms and acronyms shall have the meaning indicated below as referenced in this RFP:

BRFSS
Department
Maine CDC
MIYHS
State

ACRONYMS
Behavioral Risk Factor Surveillance System
Department of Health and Human Services
Maine Center for Disease Control and Prevention
Maine Integrated Youth Health Survey
State of Maine

1. Center for Tobacco Independence
The Department’s contractor for tobacco treatment, tobacco prevention and secondhand smoke
exposure. Includes operation of the Maine Tobacco HelpLine.
2. Contract Agreement Administrator
The Maine CDC staff member responsible for contract oversight.
3. Counter-marketing Approach
The systematic application of marketing concepts and techniques to achieve specific behavioral
goals for a social good (in this case, public health) rather than for commercial profit. It is a process
for influencing human behavior on a large scale.
4. District Coordinating Council for Public Health (DCC)
A representative District-wide body of Local public health stakeholders working toward
collaborative public health planning and coordination to ensure effectiveness and efficiencies in
the public health system.
5. Domain
An area of effort within this RFP and the connected RFP for Prevention Services (as described in
Part I.C of this RFP).
6. Local
The term used for effort performed at a sub-District level.
7. Maine’s Tribal Members
Members of one of Maine’s Federally-recognized Tribal Nations.
8. Mass-Reach Health Communications
The various ways public health information is distributed to large numbers of people.
9. Objectives
Statements of intended measurable results, generally within a defined setting and time or for a
defined change, identifying the total numbers of the setting and numbers reflecting the intended
change. Objectives describe the intended change with the identified setting, or condition.
10. Prevention Services
Public health efforts done to reduce and prevent the negative health effects from tobacco and
substance use. Also used to describe “Prevention Services for Maine’s Public Health Districts
RFP#201602047”.
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 11. Public Health District (District)
To improve coordinated delivery of essential public health services, the Department and the Maine
Legislature approved the establishment of nine public health regions, grouped as Districts. District
boundaries were established using population size, geographic areas, hospital service areas and
county borders. Details about the Districts can be found at:
http://www.maine.gov/dhhs/mecdc/public-health-systems/lphd/.
12. Public Health District Liaisons (DLs)
Maine CDC staff members who provide public health leadership and Maine CDC representation at
the District level; coordinate State public health and policy functions; provide technical assistance
to municipal, county and District public health entities; coordinate District public health functions;
and serve as liaisons between Local, District and State public health entities.
13. Strategies
The actions performed to achieve a particular objective (i.e. the “how” of achieving an objective).
14. Young Adults
Maine individuals ages eighteen (18) to twenty-five (25).
15. Youth
Maine individuals ages ten (10) to eighteen (18).

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 State of Maine - Department of Health and Human Services
Maine Center for Disease Control and Prevention
RFP#201608169
Mass-Reach Health Communications for Prevention Services
PART I

INTRODUCTION

A. Purpose and Background
The Maine Department of Health and Human Services (Department) is seeking proposals to provide
tobacco and substance use prevention Mass-Reach Health Communications as defined in this Request
for Proposals (RFP). Specifically, the Department, through the Maine Center for Disease Control and
Prevention (Maine CDC), is seeking a vendor to manage, oversee, develop and administer MassReach Health Communication efforts to achieve measureable results in the prevention of
opioid/substance abuse and tobacco use and exposure. This document provides instructions for
submitting proposals, the procedure and criteria by which the Provider will be selected, and the
contractual terms which will govern the relationship between the Department and the Successful
Bidder.
This RFP is intended to identify Bidders who can advance meaningful progress towards helping Maine
people live safe, healthy and productive lives by addressing primary drivers of chronic disease and
addiction. Outcomes resulting from this work ultimately must contribute to measurable improvement
in health indicators across all of Maine. The Department expects these outcomes to result from
efficiencies gained through collaboration between the Mass-Reach Health Communications vendor
and the vendors of recently selected Domains including substance use prevention, tobacco prevention
and Youth empowerment and engagement.
B. Primary Objectives
Since 2001, the public resources managed by the Department have been distributed within
communities across Maine and have brought together schools, health care organizations, worksites,
government, civic and volunteer agencies. This RFP focuses these state and community key efforts in
the areas of tobacco and substance use prevention and control to:
1. Stem the rising tide of opioid use and abuse, and decrease substance affected infants.
2. Ensure that Maine has the lowest smoking rates in the nation.
3. Prevent the development and progression of chronic disease related to, or affected by, tobacco and
substance use.
In addition to these Objectives, the Department is seeking Bidders that will incorporate the following
core features into their overall approaches to this RFP:
1. Strong and routine use of data and assessment to drive decision-making. Use of continuous quality
improvement approaches to allow for targeted Strategies to have the greatest impact on the
intended audience.
2. Maximized returns on the investment of the State’s limited resources.
3. Linkage between programming relating to tobacco and substance abuse for assuring the public’s
health and prevention of addiction.
4. Use of evidence-based and evidence-informed Mass-Reach Health Communication Strategies.
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 5. Use of multi-media framework to elicit change with state substance and tobacco use across Maine.
C. The Framework for the RFP
The Successful Bidder will be responsible for the management, administration and oversight of MassReach Health Communication funds. As such, the Successful Bidder will develop and implement
Objectives and Strategies for Mass-Reach Health Communication throughout Maine.
This RFP focuses on Mass-Reach Health Communications related to the prevention of abuse of
opioids, alcohol, marijuana and prescription drugs as well as tobacco use and exposure. Mass-Reach
Health Communication must be used to make meaningful changes in Population-Level awareness,
knowledge, attitudes and behaviors about substance abuse and tobacco use and exposure. Mass-Reach
Health Communication can be a powerful tool for preventing initial use of tobacco and substances,
promoting awareness of the dangers of tobacco and substance use, promoting treatment and shaping
social norms related to tobacco and substance use. All efforts funded by the Department must promote
excellence and show measureable results.
This RFP closely connects with, and supports, the work of the Prevention Services for Maine’s Public
Health Districts RFP#201602047. The Prevention Services RFP focuses on primary efforts for
substance use and tobacco prevention and control. It also creates a structure for the delivery of public
health prevention services that will demonstrably improve health outcomes at the State and District
levels and serve as key partners in the health communication work. The Domains to be addressed by
the RFP complimentary to this one are:
Prevention Services for Maine’s Public Health Districts
Domain 1

Opioid and Other Substance Use Prevention

Domain 2

Tobacco Use and Exposure Prevention

Domain 3

Youth Engagement and Empowerment

The work of these Domains should be considered in developing a proposal for Mass-Reach Health
Communications for substance and tobacco use/abuse.
1. Domains 1 and 2: Opioid and Other Substance Use Prevention and Tobacco Use/ Exposure
Prevention
(Domain 1 was awarded to The University of New England and Domain 2 was awarded to
MaineHealth)
Includes Direct Programming in the following areas:
a. Tobacco and Substance use prevention and control directed at Maine’s Youth and Young Adult
populations with a specific focus on the use of opioids, tobacco, alcohol, marijuana and
prescription drugs; and
b.
Prevention of secondhand smoke exposure across all populations.
2. Domain 3: Youth Engagement and Empowerment
(Domain 3 was awarded to The Opportunity Alliance)
Requires a comprehensive effort to engage Youth in tobacco and substance use prevention
programming and in positive Youth development. This work involves informing Youth of the risks
associated with substance abuse and tobacco use, as well as promoting positive Youth development
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 factors. Engagement of Youth in development and implementation of such prevention
programming through Youth groups is one expectation of the work for Domain 3.
D. Authority and Funding Source for this RFP
Funding for this RFP comes from the following sources:
1. Fund for Healthy Maine appropriations: Community & School Grants and Statewide Coordination,
Public Health Infrastructure and Substance Abuse Prevention;
2. Substance Abuse Prevention and Treatment Block Grant (CFDA #93.959);
3. State General Funds;
4. Partnerships for Success 2015 Federal Grant (funding available until 2020) (CFDA #93.959); and
5. Other sources that may become available.
E. General Provisions
1. From the time this RFP is issued until award notification is made, all contact with the State
regarding this RFP must be made through the aforementioned RFP Coordinator. No other person/
State employee is empowered to make binding statements regarding this RFP. Violation of this
provision may lead to disqualification from the bidding process, at the State’s discretion.
2. Issuance of this RFP does not commit the Department to issue an award or to pay expenses
incurred by a Bidder in the preparation of a response to this RFP. This includes attendance at
personal interviews or other meetings and software or system demonstrations, where applicable.
3. All proposals should adhere to the instructions and format requirements outlined in this RFP and
all written supplements and amendments (such as the Summary of Questions and Answers), issued
by the Department. Proposals are to follow the format and respond to all questions and
instructions specified below in the “Proposal Submission Requirements” section of this RFP.
4. Bidders shall take careful note that in evaluating a proposal submitted in response to this RFP, the
Department will consider materials provided in the proposal, information obtained through
interviews/presentations (if any), and internal Departmental information of previous contract
history with the Bidder (if any). The Department also reserves the right to consider other reliable
references and publicly available information in evaluating a Bidder’s experience and capabilities.
5. The proposal shall be signed by a person authorized to legally bind the Bidder and shall contain a
statement that the proposal and the pricing contained therein will remain valid and binding for a
period of 180 days from the date and time of the bid opening.
6. The RFP and the selected Bidder’s proposal, including all appendices or attachments, shall be the
basis for the final contract, as determined by the Department.
7. Following announcement of an award decision, all submissions in response to this RFP will be
considered public records available for public inspection pursuant to the State of Maine Freedom
of Access Act (FOAA) (1 M.R.S. §§ 401 et seq.).
http://www.mainelegislature.org/legis/statutes/1/title1sec401.html
8. The Department, at its sole discretion, reserves the right to recognize and waive minor
informalities and irregularities found in proposals received in response to this RFP.
9. The State of Maine Division of Purchases reserves the right to authorize other Departments to use
the contract(s) resulting from this RFP, if it is deemed to be beneficial for the State to do so.
10. All applicable laws, whether or not herein contained, shall be included by this reference. It shall
be the Bidder’s responsibility to determine the applicability and requirements of any such laws and
to abide by them.
F. Eligibility to Submit Bids
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 All interested parties are invited to submit bids in response to this Request for Proposals.
G. Contract Terms
The Department is seeking a proposal(s) to provide services, as defined in this RFP, for the anticipated
contract period defined in the table below. Please note that the dates below are estimated and may be
adjusted, as necessary, in order to comply with all procedural requirements associated with this RFP
and the contracting process. The actual contract start date will be established by a completed and
approved contract.
Contract Renewal: Following the initial term of the contract, the Department may opt to renew the
contract for two (2) renewal periods, as shown in the table below, and subject to continued availability
of funding and satisfactory performance.
The term of the anticipated contract, resulting from this RFP, is defined as follows:
Period
Initial Period of Performance
Renewal Period #1
Renewal Period #2

Start Date
November 1, 2016
October 1, 2017
October 1, 2019

End Date
September 30, 2017
September 30, 2019
September 30, 2021

H. Number of Awards
The Department anticipates making one (1) award as a result of this RFP process.

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 PART II

SCOPE OF SERVICES TO BE PROVIDED

THE BIDDER’S PROPOSAL MUST CONTAIN NARRATIVE RESPONSES TO THE SCOPE OF WORK
DETAILED BELOW. THE BIDDER’S NARRATIVE RESPONSES MUST BE PRESENTED IN A
FORMAT THAT REFLECTS THE RESPECTIVE HEADER TITLES BELOW.
A. Mass-Reach Health Communications
Within the scope of work for this RFP there are four (4) required areas of focus: 1) Counter-marketing
Approaches, 2) Tobacco and Substance Use Prevention and Control, 3) Market Research, and 4)
Websites.
1. Counter-marketing Approaches
a. Describe how the Bidder will develop and implement Counter-marketing Approaches for
tobacco and substance abuse prevention customized to reach all geographic areas and market
segments of Maine. Counter-marketing Approaches must include statewide public awareness
and must include the development of educational materials for specific audiences, including
those populations with an undue burden of tobacco use and exposure, such as: MaineCare
Members; rural Mainers; veterans; pregnant women; Maine’s Tribal Members; and lesbian,
gay, bisexual and transgender populations. The Counter-marketing approaches must be
comprehensive, with a variety of message delivery methods utilized, including print, broadcast,
digital and social media components.
b. Describe the challenges and opportunities in developing and using Counter-marketing
Approaches aimed at the prevention and treatment of addiction, with focus on populations
most at risk and the issues faced in developing healthy behaviors.
c. Describe how the Bidder will provide for the utilization of Counter-marketing Approaches at
the state, Public Health District and community levels.
d. Describe how the Bidder will connect Counter-marketing Approaches to similar prevention
efforts by the State in order to avoid duplication of efforts or conflicting messaging. Describe
how the Bidder will work with other organizations associated with the Department’s Tobacco
and Substance Use Prevention and Control Program including successful bidders from
Domains of the Prevention Services RFP, to ensure Counter-marketing Approaches enhance or
support prevention efforts.
2. Tobacco and Substance Use Prevention and Control
a. Develop and implement a statewide strategic communication plan that describes the activities
that will achieve measureable progress towards the following performance measures associated
with RFP #201602047:
The targets are measured as the data point expected to be achieved by 2021, not as a percent
decrease from the current rate. These are the long-term outcomes for which the Successful
Bidder from this RFP and from the Domains of the complimentary Prevention Services RFP
will be held accountable. The data sources for most of these outcomes are two of Maine’s
surveillance instruments (BRFSS and MIYHS).
I.

Youth (Middle School)
i. Exposure to Secondhand Smoke in the Home – 20%

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 ii.
iii.
iv.
II.

III.

Current Alcohol Use – 4%
Current Marijuana Use – 2%
Current Prescription Drug Abuse – 2%

Youth (High School)
i. Current Any Tobacco Use – 12%
ii. Current Alcohol Use – 22%
iii.
Current Marijuana Use – 18%
iv.
Current Prescription Drug Abuse – 4%
Young Adults/Adults
i. Illicit Opioid Use* (904 opioid prescriptions per 1000 people)
ii. Current Cigarette Use (over 18 years) – 14%
iii.
Current Alcohol Use (18-20 years) – 32%
iv.
Current Marijuana Use (18-25 years) – 21%
v.
Current Prescription Drug Abuse (18-25 years) – 7%

b. Within the statewide strategic plan, describe and justify what activities are needed to drive
measureable change in these areas. Identify when activities can be integrated across either
substance area of population area to maximize effectiveness of the activity as well as impact.
Identify when activities must be targeted towards a specific substance or population in order to
focus efforts as necessary. Bidders shall give special consideration to populations
disproportionately affected by tobacco and substance use, assuring the planned
communications include specifically tailored components to address these populations.
c. Develop, produce, and distribute materials to the Department, the other successful bidders from
Domains of the complimentary Prevention Services RFP, as well as State and District-level
entities conducting tobacco and substance use prevention and control activities in alignment
with the Primary Objectives of the Department as described in Part I.B of this RFP.
d. Design and place sponsorships for the display of tobacco and substance use prevention related
messaging. (Note: All sponsorships require prior written approval from the Department.)
e. Design and produce training and promotional materials for training programs delivered to
treatment specialists and health care providers by the Center for Tobacco Independence.
3. Market Research and Public Relations
Identify the approach to be utilized in the design and conducting of market research and analysis
necessary for the creation of effective approaches for engaging all audiences; articulate capacity in
the utilization of the latest principles and tools of social marketing, and effectiveness using a
variety of media channels; and describe how Department staff will be consulted on key decision
points throughout the design, development, and implementation of all programming.
Describe how market research and analysis will be utilized to provide information about specific
target audiences and the subsequent needs to drive behavior change, including market
segmentation, most effective media type and placement, how to best position messages relative to
other marketing and advertising efforts, and the relative merit of selected Strategies and messages.
Identify how market research and real time performance monitoring will be used to ensure
continuous quality improvement of all communication efforts.

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 4. Websites
Develop and host a prevention-related interactive website. This website is expected to inform the
public about prevention initiatives associated with this RFP, links to appropriate work products and
resources, and their results. Additionally, the website must highlight success stories, disseminate
evaluation results and provide links to additional proven health related resources and websites.
Bidders may develop innovative Strategies and re-design options to better serve the needs of the
Direct Programming associated with Domains 1 and 2 of the complimentary Prevention Services
RFP.
B. Requirements
1. New Materials
Describe how the Bidder will propose innovative new ideas for new or existing media and print
materials (e.g., fact sheets, posters, brochures) to support emerging needs related to tobacco and
substance use prevention and control.
2. Cost Effectiveness
Described the Bidder’s approach to the following, with detail on how these approaches will
maximize cost effectiveness:
a. Selection media placements that maximize effectiveness, while minimizing costs, by
negotiating rates for placement and generating added value through donated placements.
b. Use of existing local and national resources before developing new messages and tools.
c. Integration of opportunities for messaging purposes, such as when a single message can be
developed to help meet the purposes in multiple areas. These communications must be
integrated, aligned, and non-duplicative.
3. Staffing
a. Employ or contract for qualified professionals who have marketing expertise and the ability to
manage, oversee and administer the work called for in this RFP. In order to fulfill the scope of
work entailed within this RFP and subsequent contract, the Successful Bidder may find it
necessary to develop subcontracts. If this is the case, the Bidder must demonstrate the capacity
to efficiently and effectively administer and oversee one or multiple subcontracts.
b. Explain the roles of key staff members in positions of decision-making capacity. Explain how
the Bidder will ensure that assigned staff works together as a team, assuring the most efficient
use of time and skills.
c. Name a single point of contact responsible for overall contract implementation to routinely
communicate with the Department’s Contract Agreement Administrator. Agree that the single
point of contact will meet in person with the Department’s Contract Agreement Administrator
at least monthly. In the first three (3) to six (6) months of the Initial Period of Performance the
point of contact should agree to meet at least weekly to ensure for effective contract
implementation.
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 4. Communication and Collaboration with the Department, DCCs, and other vendors of the
complimentary Prevention Services RFP
a. Describe how the Bidder will ensure sufficient and appropriate communication with the
Department Contract Agreement Administrator, key Department staff with responsibilities
specific to tobacco and substance use prevention and control, and the Local public health
infrastructure, including the District Liaisons (DLs) and local DCCs.
b. Work and collaborate with other contractors employed by the Department for tobacco and
substance use prevention and control efforts, including participation in regular, Departmentinitiated meetings.
c. Work and collaborate with Department staff and their contractors to participate in evaluation
activities, administer evaluation instruments, and collect necessary data related to the work of
this RFP. Note: The Successful Bidder is expected to provide substance use evaluation work for
this RFP. (Evaluation work for tobacco use and exposure is led by the Department’s evaluation
contractor.) For substance use, Bidders must provide in their strategic plan how they will
evaluate the effectiveness of their Strategies. The plan must include data sources to be used
and methods for evaluating success. This component is not necessary for tobacco use and
exposure as this effort is maintained by an alternate contractor for the Department.
d. Identify whether any planning conversations occurred with other vendors and the results of
these conversations. If any agreements have been developed in regard to roles and
responsibilities, provide them as Attachment 9 (Part IV, B, Section II).
5. Performance and Fiscal Monitoring
a. Develop and implement a reporting system or mechanism that collects both process and output
data and produces real-time reports on incremental and overall Bidder and subcontractor
progress for all activities, resulting outputs, and progress towards the measureable outcome
targets identified in the proposed strategic plan for tobacco and substance use prevention and
control. The reporting system or mechanism must provide data to inform quality improvement
and accountability.
b. Propose appropriate report content and types of data the Bidder might use to report progress to
the Department and discuss how the Bidder will assure the Department that progress is on track
and is being achieved within the agreed-upon timeframes. Include any proposed templates,
either available through the reporting system or through alternate mechanism, as part of the
proposal. These should be included as Attachment 10 (Part IV, B., Section II).
c. Work and collaborate with representatives of the Department and its evaluation contractors to
identify the particular data points that must be maintained within the reporting system or
mechanism. These points must be made available to the Department as a real-time system, akin
to a Dashboard or user interface, that organizes and presents information in an easy to
understand format.
d. Work with Department staff to develop additional ad hoc reports, as requested by the
Department.
e. Develop and implement monthly fiscal management monitoring reports. The reports must
include a detailed summary of expenses, enabling Department staff to conduct planning based
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 on knowledge of remaining funds for the period as well as costs related to specific projects.
These reports must be part of or linked to the progress reporting system or mechanism.
f. Submit monthly activity status reports. The Successful Bidder will be required to provide
additional deliverable-specific reporting, at the discretion of the Department, during peak
activity periods (i.e. during health communications campaigns). These reports must be part of
the reporting system or mechanism.
6. Quality Improvement & Accountability
a. Propose a plan for how continuous quality control and quality improvement will be conducted
to ensure that the goals of each activity are achieving the identified results. Describe how the
following will be identified: activities are being implemented with fidelity; activities are
effective; and activities are producing the intended results within the anticipated timeframes.
Identify the process for how activities will be monitored using real time data and how activities
may be modified based on this monitoring. Discuss any steps necessary to develop and
implement the mechanisms to comply with this requirement.
b. If subcontractors are anticipated, describe a plan to ensure compliance by the subcontractor
related to continuous quality control and quality improvement effort designed by the Bidder.
(Note: The State will be holding the Successful Bidder accountable for all contractual terms
and conditions, including those provisions subcontracted to a separate entity.)
C. Restrictions & Agreement on Use of Funds
In PART II, B, are requirements the awarded Bidder must meet as part of its contract with the
Department. Bidders do not have to provide a written response for PART II, B, in their proposal.
However, by providing a response, Bidders agree to provide services in accordance with PART II, B.
The following restrictions and agreements on the use of funds apply to all resources included in this
RFP.
1. Supplementing, not Supplanting
Funds awarded as part of this RFP must be used only to initiate, maintain or supplement work
associated with the Scope of Work described in this document. Funds must not be used to supplant
any initiatives previously supported by a different funding source.
2. Match
Because the State already uses some of the funding awarded under this RFP as a match for Federal
grants, the Successful Bidders or their subcontractors may not use funds as match, maintenance of
effort or some other similar mechanism without receiving written permission from the
Department’s Contract Agreement Administrator.
3. Professional Development Requirements
The Successful Bidder(s) may dedicate resources for reasonable staff development activities. For
the purposes of this RFP, the State defines reasonable as a maximum average of $500.00 per
employee, per year for travel and professional development. Any amounts greater than this will
require the approval of the Department’s Contract Agreement Administrator. Travel and
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 professional development requirements noted here are specific to staff directly employed by the
Successful Bidder. However, the Successful Bidder(s) should also incorporate into their proposals
similar expectations for travel and attendance at events for staff of subcontractors.
4. Travel Requirements
Ensure key staff participates in educational opportunities related to best practice in tobacco and
substance use prevention and control, as identified by the Department’s Contract Agreement
Administrator.
5. Ownership of Materials
Annually, provide the master copy of all materials developed pursuant to the contract subsequent
of this RFP, including website and other Mass-Reach Health Communications, on an accessible
disk or flash drive (or other appropriate medium as agreed upon by the Department).
6. Material Requirements
All written, print, or digital materials produced must adhere to the following requirements:
a. Ensure the text for print materials is no higher than an eighth grade reading level and strive to
achieve a sixth grade reading level;
b. Abide by the layout and graphic guidelines for developing materials for lower-literacy
populations (see: http://www.cdc.gov/healthliteracy/pdf/simply_put.pdf); and
c. Ensure that all websites developed and maintained comply with the Federal Rehabilitation Act
Section 508 policies and standards for electronic communications/websites (see:
http://www.hhs.gov/web/508/).
7. Department Staff Consultation
Department staff must be consulted on the design and development of creative public health and
social marketing interventions and programs, and all products must be approved by the
Department prior to distribution or implementation
8. Alcohol and Tobacco Organizations Requirements
Agree to not accept funds or hold contracts with the tobacco or alcohol industries.
9. Branding
Comply with the branding and approval requirements of the Department for all materials produced
as part of the work entailed within this RFP and its subsequent contract, including the logo(s) to be
used on materials created for the successful bidder from Domains of the complimentary Prevention
Services RFP. Branding requirements are found here:
http://www.maine.gov/dhhs/policies/branding.pdf.
10. Conferences
Agree to participate in planning and supporting conferences to enhance the work of all Domains of
the complimentary Prevention Services RFP. The Successful Bidder should plan to support at least
one conference annually.
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 PART III

KEY RFP EVENTS

A. Questions
1. General Instructions
a. It is the responsibility of each Bidder to examine the entire RFP and to seek clarification, in
writing, if the Bidder does not understand any information or instructions.
b. Submitted Questions must be submitted by e-mail and received by the RFP Coordinator,
identified on the cover page of this RFP, as soon as possible but no later than the dates and times
specified on the RFP cover page.
c. Submitted Questions should include the RFP Number and Title in the subject line. The
Department assumes no liability for assuring accurate/complete/on time e-mail transmission and
receipt.
d. Be sure to refer to the page number and paragraph within this RFP relevant to the question
presented for clarification, if applicable.
2. Summary of Questions and Answers: Responses to all substantive and relevant questions will be
compiled in writing and distributed to all registered, interested persons by e-mail no later than seven
(7) calendar days prior to the proposal due date. Only those answers issued in writing by the RFP
Coordinator will be considered binding. The Department reserves the right to answer or not answer
any question received.
B. Submitting the Proposal
1. Proposals Due: Proposals must be received no later than 2:00 p.m. local time, on the date listed on
the cover page of this RFP, at which point they will be opened. Proposals received after the 2:00
p.m. deadline will be rejected without exception.
2. Mailing/Delivery Instructions: The official delivery site is the State of Maine, Division of
Purchases (Please refer to the RFP cover page for submission address).
a. Only proposals received at the official delivery site prior to the stated deadline will be
considered. Bidders submitting proposals are responsible for allowing adequate time for
delivery. Postmarks do not count and fax or electronic mail transmissions of proposals are not
permitted. Any method of hardcopy delivery is acceptable, such as US Mail, in-person delivery
by Bidder, or use of private courier services.
b. The Bidder must send its proposal submission in a sealed package and must include an original,
signed copy and one electronic copy of their complete proposal. In addition, five (5) copies of
the complete proposal must be included. The electronic copy of the proposal must be
provided on USB flash drive with the complete narrative and attachments in MS Word format.
Any attachments that cannot be submitted in MS Word format may be submitted as Adobe (.pdf)
files or Microsoft Excel (.xls or .xlsx), as applicable.
c. Bidders’ submission packages are to be clearly labeled and contain the following information:
- Proposal submission address provided on the RFP cover page
- The Bidder’s full business name and address
- The RFP Number and Title

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 PART IV

PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Bidder’s proposal
must abide by the Proposal Format set forth below, including the numbering and section and sub-section
headings as they appear here. Failure to use the outline specified in this section, or to respond to all
questions and instructions throughout this document, may result in the proposal being disqualified as nonresponsive or receiving a reduced score. The Department, and its evaluation team for this RFP, has sole
discretion to determine whether a variance from the RFP specifications should result in either
disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in this RFP will,
at best, be considered minimally responsive. The Department seeks detailed yet succinct responses that
demonstrate the Bidder’s experience and ability to perform the requirements specified throughout this
document.
A. Proposal Format
1. All pages of a Bidder’s proposal should be numbered consecutively beginning with number 1 on the
first page of the narrative (this does not include the cover page or table of contents pages) through to
the end, including all forms and attachments. For clarity, the Bidder’s name should appear on every
page, including Attachments. Each Attachment must reference the section or subsection number to
which it corresponds.
2. Bidders are asked to be brief and concise in responding to the RFP questions and instructions.
3. The Bidder may not provide additional attachments beyond those specified in the RFP for the
purpose of extending their response. The narrative response to Organization Qualifications and
Experience (see Part IV.B - Section I) and Proposed Services (see Part IV.B - Section II) must be
limited to a maximum total of twenty (30) pages. Additional materials not requested will not be
considered part of the proposal and will not be evaluated.
4. Include any forms provided in the proposal package or reproduce those forms as closely as possible.
All information should be presented in the same order and format as described in the RFP.
5. Any documents, templates or samples created or incorporated into the proposal should be
representative of the quality of the work that can be expected of the Bidder’s staff and it’s subcontractors during the project.
6. It is the responsibility of the Bidder to provide all information requested in the RFP package at the
time of submission. Failure to provide information requested in this RFP may, at the discretion of
the Department’s evaluation review team, result in a lower rating for the incomplete sections and
may result in the proposal being disqualified for consideration.
7. Bidders should complete and submit the “Proposal Cover Page” provided in Appendix A of this
RFP and provide it with the Bidder’s proposal. The cover page must be the first page of the proposal
package. It is important that the cover page show the specific information requested, including
Bidder address(es) and other details listed. The proposal cover page shall be dated and signed by a
person authorized to enter into contracts on behalf of the Bidder.
8. Bidders should complete and submit the “Debarment, Performance and Non-Collusion Certification
Form” provided in Appendix B of this RFP. Failure to provide this certification may result in the
disqualification of the Bidder’s proposal, at the discretion of the Department.
B. Proposal Contents
Section I Organization Qualifications and Experience
1. Overview of the Organization
Bidders are to complete Appendix C (Qualifications and Experience Form) describing their
qualifications and skills to provide the requested services in this RFP. Bidders are also to include
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 three (3) examples of projects which demonstrate their experience and expertise in performing
these services as well as highlighting the Bidder’s stated qualifications and skills.
2. Subcontractors
If subcontractors are to be used, provide a list that specifies the name, address, phone number,
contact person.
3. Litigation
Provide a list of current, past litigation within the past five years, or write “None”.
4. Organizational Chart
Provide an organizational chart of the Bidder’s organization. The Organizational Chart must
include the program/component being proposed. Each position must be identified by position title
and corresponding to the personnel job descriptions.
5. Job Descriptions
Provide job descriptions for key staff assigned to the project being proposed in the RFP. Job
descriptions must include minimum qualifications. If the Bidder’s organization administers
programs other than the one being proposed in this RFP, include job descriptions of the Executive
Director and chief fiscal officer and any other key management staff who will be responsible for
carrying out the Objectives of the program/component being proposed.
6. Staff Resumes
Provide up-to-date resumes of current staff members that match up with the job descriptions
requested above. Position titles must be the same as the position titles on each job description and
on the organization chart.
7. Financials
Provide copies of the Bidder’s audited financial statements for three (3) most recent years.
8. Licensure/Certification
Provide documentation of any applicable licensure/certification or any specific credentials required
to provide the proposed services.
9. Certificate of Insurance
Provide a certificate of insurance on a standard Acord form (or the equivalent) evidencing the
Bidder’s general liability, professional liability and any other relevant liability insurance policies
that might be associated with the proposed services.
Required Attachments Related to Organization Qualifications and Experience
The following documents must be attached to the back of each Bidder’s proposal in the order as
numbered below. The required documents will be reviewed and rated by the Department’s evaluation
team under the Organization Qualifications and Experience section.
Attachment #:
One (1)
Two (2)
Three (3)
Four (4)
State of Maine RFP#201608169
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Attachment Name:
Subcontractors
Litigation
Organizational Chart
Job Descriptions
19

 Five (5)
Six (6)
Seven (7)
Eight (8)

Staff Resumes
Financials
Licensure/Certification
Certificate of Insurance

Section II Proposed Services
1. Services to be Provided
Discuss the Scope of Services referenced above in Part II of this RFP and what the Bidder will
offer. Give particular attention to describing the methods and resources you will use and how you
will accomplish the tasks involved. Also, describe how you will meet expectations and/or desired
outcomes as a result of these services. If subcontractors are involved, clearly identify the work
each will perform.
2. Implementation - Work Plan
Provide a realistic work plan for the implementation of the program through the first contract
period. Display the work plan in a timeline chart. Concisely describe each program development
and implementation task, the month it will be carried out and the person or position responsible for
each task. If applicable, make note of all tasks to be delegated to subcontractors. If the Bidder
intends to hire new staff to fulfill the contract, include a timeline for the hiring process, training,
and orientation, and how work plan development and implementation might be influenced by
these.
Required Attachments Related to Proposed Services
The following documents must be attached to the scope of work narrative section of the Bidder’s
proposal in the order as numbered below. The required documents will be reviewed and rated by the
Department’s evaluation team under the proposed services section.
Attachment #:
Nine (9)
Ten (10)
Eleven (11)
Twelve (12)

Attachment Name:
Roles and Responsibilities Agreements with other Vendors
Proposed Reporting Templates
Work Plan
Any Proposed Marketing Materials

Section III Cost Proposal
1. General Instructions
a. The Bidder must submit a cost proposal that covers the entire period of the initial contract.
Please use the expected “Initial Period of Performance” dates stated in PART I, D.
b. The cost proposal shall include the costs necessary for the Bidder to fully comply with the
contract terms and conditions and RFP requirements.
c. No costs related to the preparation of the proposal for this RFP or to the negotiation of the
contract with the Department may be included in the proposal. Only costs to be incurred after
the contract effective date that are specifically related to the implementation or operation of
contracted services may be included.
2. Cost Proposal Form Instructions
The Bidder should fill out Appendix D (Cost Proposal Form), following the instructions detailed
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 here and in the form. Failure to provide the requested information, and to follow the required cost
proposal format provided, may result in the exclusion of the proposal from consideration, at the
discretion of the Department.
a. Budget Narrative: Bidders are to include a brief budget narrative to explain the basis for
determining the expenses submitted on the budget forms.
Section IV Economic Impact within the State of Maine
Using the form in Appendix E (Economic Impact Form), the Bidder (Bidder identified on the
“Proposal Cover Page” of their proposal submission) is required to describe the Bidder’s recent and
anticipated economic impact upon and within the State of Maine. The use of economic impact in
making contract award decisions is required in accordance with Executive Order 2012-004, which
states that certain service contracts ”…advertised for competitive bid shall include scoring criteria
evaluating the responding Bidder’s economic impact on the Maine economy and State revenues.”
C. Appeal Deposit
Each Bidder of this RFP must provide a deposit in the amount of $5,000.00 to offset expenses incurred
by the State of Maine during the appeal process. This deposit must be payable to the “Treasurer of the
State of Maine” in the form of a certified, cashier’s or teller’s check.
In the event the award process for this RFP involves a hearing of appeal, expenses will be assessed if
the appeal request is found to be without merit, or the hearing of appeal results in a validation of the
Department’s award. Otherwise, deposits are refundable to all Bidders.
Bidders are to complete Appendix F (Appeal Deposit Refund Form) and submit that form with the
appeal deposit check in a sealed envelope clearly marked “Appeal Deposit” with their proposal.
For the purposes of this Section, failure of the State of Maine to award a contract as a result of this
RFP does not constitute grounds for assessing expenses.
Proposals received that do not include an Appeal Deposit will be rejected without exception and
ineligible for award consideration.

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 PART V

PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals shall be accomplished as follows:
A. Evaluation Process - General Information
1. An evaluation team, comprised of qualified reviewers, will judge the merits of the proposals
received in accordance with the criteria defined in the RFP, and in accordance with the most
advantageous financial and economic impact considerations (where applicable) for the State.
2. Officials responsible for making decisions on the selection of a contractor shall ensure that the
selection process accords equal opportunity and appropriate consideration to all who are capable of
meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity
in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal
provides the best value to the State of Maine.
3. The Department reserves the right to communicate and/or schedule interviews/presentations with
Bidders if needed to obtain clarification of information contained in the proposals received, and the
Department may revise the scores assigned in the initial evaluation to reflect those communications
and/or interviews/presentations. Interviews/presentations are not required, and changes to proposals
will not be permitted during any interview/presentation process. Therefore, Bidders should submit
proposals that present their rates and other requested information as clearly and completely as
possible.
B. Scoring Weights and Process
1. Scoring Weights: The score will be based on a 100 point scale and will measure the degree to which
each proposal meets the following criteria.
Section I. Organization Qualifications and Experience (25 points)
Includes all elements addressed above in Part IV, B, Section I.
Section II. Specifications of Work to be Performed (35 points)
Includes all elements addressed above in Part IV, B, Section II.
Section III. Cost Proposal (30 points)
Includes all elements addressed above in Part IV, B, Section III.
a. Cost Proposal (25 points)
b. Budget Narrative (5 Points)
Section IV. Economic Impact within the State of Maine (10 points)
Includes all elements addressed above in Part IV, B, Section IV.
a. Recent Economic Impact (5 points)
b. Projected Economic Impact (5 Points)
2. Scoring Process: The review team will use a consensus approach to evaluate and score Sections I &
II above. Members of the review team will not score those sections individually but, instead, will
arrive at a consensus as to assignment of points for each of those sections. The Cost and Economic
Impact sections will be scored as described below. The contract award(s) will be made to the
Bidder(s) receiving the highest number of evaluation points based upon the proposals’ satisfaction of
the criteria established in the RFP.

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 3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in this
RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded
25 points. Proposals with higher bid values will be awarded proportionately fewer points calculated
in comparison with the lowest bid.
The scoring formula is:
(Lowest submitted cost proposal / Cost of proposal being scored) x 25 = pro-rated score
No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any
Bidder in this procurement process. All Bidders are expected to provide their best value pricing with
the submission of their proposal.
The remaining 5 points allocated to the Cost Proposal will be used to evaluate the responsiveness of
the narrative material and supporting documentation contained with this section including: accuracy
and reasonableness (assumptions used in calculating the costs), budget and financial stability (see
Appendix D).
4. Scoring the Economic Impact: The Economic Impact for this RFP will be assigned a score
according to a mathematical formula.
Recent Economic Impact: The highest recent economic impact will be awarded 5 points. Proposals
with lower recent economic impact will be awarded proportionately fewer points calculated in
comparison with the highest impact.
The Recent Economic Impact scoring formula is:
(Recent Economic Impact proposal being scored / Highest submitted recent Economic Impact
proposal) x 5 = pro-rated score
Projected Economic Impact*: The highest projected economic impact will be awarded 5 points.
Proposals with lower projected economic impact will be awarded proportionately fewer points
calculated in comparison with the highest projected economic impact.
The Projected Economic Impact scoring formula is:
(Projected Economic Impact proposal being scored / Highest submitted projected Economic Impact
proposal) x 5 = pro-rated score
*Projected Economic Impact is to be based solely on the resulting contract should the Bidder be
awarded the contract for these services (See Appendix E for a more detailed explanation).
Please note: If the State determines that the Bidder’s recent and/or projected economic impact
information is deemed to be substantially inaccurate, then the State may determine to not award any
points for economic impact to that Bidder for the applicable section(s).
5. Negotiations: The Department reserves the right to negotiate with the successful Bidder to finalize
a contract at the same rate or cost of service as presented in the selected proposal. Such negotiations
may not significantly vary the content, nature or requirements of the proposal or the Department’s
Request for Proposals to an extent that may affect the price of goods or services requested. The
Department reserves the right to terminate contract negotiations with a selected respondent who
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 submits a proposed contract significantly different from the proposal they submitted in response to
the advertised RFP. In the event that an acceptable contract cannot be negotiated with the highest
ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked
Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department
may cancel the RFP, at its sole discretion.
C. Selection and Award
1. The final decision regarding the award of the contract will be made by representatives of the
Department subject to approval by the State Procurement Review Committee.
2. Notification of contractor selection or non-selection will be made in writing by the Department.
3. Issuance of this RFP in no way constitutes a commitment by the State of Maine to award a contract,
to pay costs incurred in the preparation of a response to this request, or to pay costs incurred in
procuring or contracting for services, supplies, physical space, personnel or any other costs incurred
by the Bidder.
4. The Department reserves the right to reject any and all proposals or to make multiple awards.
D. Appeal of Contract Awards
Any person aggrieved by the award decision that results from this RFP may appeal the decision to the
Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554
Code of Maine Rules, Chapter 120 (found here: http://www.maine.gov/purchases/policies/120.shtml).
The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State
House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of
contract award.

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 PART VI

CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document
1. The successful Bidder will be required to execute a contract in the form of a State of Maine
Agreement to Purchase Services (BP54). A list of applicable Riders is as follows:
Rider A: Specification of Work to be Performed
Rider B: Method of Payment and Other Provisions
Rider C: Exceptions to Rider B
Rider D: (Optional; for use by Department)
Rider G: Identification of Country in Which Contracted Work Will Be Performed
The complete set of standard BP54 contract documents may be found on the Division of Purchases
website at the following link: http://www.maine.gov/purchases/info/forms/BP54.doc
Other forms and contract documents commonly used by the State can be found on the Division of
Purchases website at the following link: http://www.maine.gov/purchases/info/forms.html
Other forms and contract documents commonly used by the Department can be found on the
Department website at the following link: http://www.maine.gov/dhhs/contracts/contract2017/index.html
2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the
review and approval of the State Procurement Review Committee. Contracts are not considered
fully executed and valid until approved by the State Procurement Review Committee and funds are
encumbered. No contract will be approved based on an RFP which has an effective date less than
fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the
Department of Administrative and Financial Services, Chapter 110, § 3(B)(i):
http://www.maine.gov/purchases/policies/110.shtml
This provision means that a contract cannot be effective until at least 14 days after award
notification.
3. The State recognizes that the actual contract effective date depends upon completion of the RFP
process, date of formal award notification, length of contract negotiation, and preparation and
approval by the State Procurement Review Committee. Any appeals to the Department’s award
decision(s) may further postpone the actual contract effective date, depending upon the outcome.
The contract effective date listed in this RFP may need to be adjusted, if necessary, to comply with
mandated requirements.
4. In providing services and performing under the contract, the successful Bidder(s) shall act as an
independent contractor and not as an agent of the State of Maine.
B. Standard State Agreement Provisions
1. Agreement Administration
a. Following the award, a Contract Agreement Administrator from the Department will be
appointed to assist with the development and administration of the contract and to act as
administrator during the entire contract period. Department staff will be available after the
award to consult with the successful Bidder in the finalization of the contract.
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 b. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the
Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so
on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the
RFP, at its sole discretion.
2. Payments and Other Provisions

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 The State anticipates paying the Contractor on the basis of net 30 payment terms, upon the receipt of
an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it
contains a reference to the State of Maine contract number, contains correct pricing information
relative to the contract, and provides any required supporting documents, as applicable, and any
other specific and agreed-upon requirements listed within the contract that results from this RFP.
PART VII
LIST OF RFP APPENDICES AND RELATED DOCUMENTS
1. Appendix A – Proposal Cover Page
2. Appendix B – Debarment, Performance and Non-Collusion Certification
3. Appendix C – Qualifications and Experience Form
4. Appendix D – Cost Proposal Form
5. Appendix E – Economic Impact Form
6. Appendix F – Appeal Deposit Refund Form
7. http://www.maine.gov/dhhs/mecdc/public-health-systems/lphd/
8. http://www.maine.gov/dhhs/policies/branding.pdf
9. http://www.cdc.gov/healthliteracy/pdf/simply_put.pdf
10. http://www.hhs.gov/web/508/

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 APPENDIX A

State of Maine
Department of Health and Human Services
PROPOSAL COVER PAGE
RFP#201608169
Mass-Reach Health Communications for Prevention Services
Bidder’s Organization Name:
Chief Executive - Name/Title:
Tel:
Headquarters Street Address:

Fax:

E-mail:

Headquarters City/State/Zip:
(provide information requested below if different from above)
Lead Point of Contact for Proposal - Name/Title:
Tel:
Fax:
Street Address:

E-mail:

City/State/Zip:
Total Expenses:
$
The proposed cost listed above is for reference purposes only, not evaluation purposes. In the event
that the cost noted above does not match the Bidder’s detailed cost proposal documents, then the
information on the cost proposal documents will take precedence.





This proposal and the pricing structure contained herein will remain firm for a period of 180 days
from the date and time of the bid opening.
No personnel currently employed by the Department or any other State agency participated, either
directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.
No attempt has been made or will be made by the Bidder to induce any other person or firm to
submit or not to submit a proposal.
The undersigned is authorized to enter into contractual obligations on behalf of the above-named
organization.

To the best of my knowledge, all information provided in the enclosed proposal, both programmatic and
financial, is complete and accurate at the time of submission.
Name (Print):

Title:

Authorized Signature:

Date:

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 APPENDIX B

State of Maine
Department of Health and Human Services
DEBARMENT, PERFORMANCE and NON-COLLUSION CERTIFICATION
RFP#201608169
Mass-Reach Health Communications for Prevention Services
By signing this document, I certify to the best of my knowledge and belief that the aforementioned
organization, its principals and any subcontractors named in this proposal:
a

Are not presently debarred, suspended, proposed for debarment, and declared ineligible or
voluntarily excluded from bidding or working on contracts issued by any governmental agency.
b Have not within three years of submitting the proposal for this contract been convicted of or had a
civil judgment rendered against them for:
i Fraud or a criminal offense in connection with obtaining, attempting to obtain, or
performing a federal, state or local government transaction or contract.
ii Violating Federal or State antitrust statutes or committing embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen
property;
iii Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (Federal, State or Local) with commission of any of the offenses enumerated in
paragraph (b) of this certification; and
iv
Have not within a three (3) year period preceding this proposal had one or more federal,
state or local government transactions terminated for cause or default.
c Have not entered into a prior understanding, agreement, or connection with any corporation, firm,
or person submitting a response for the same materials, supplies, equipment, or services and this
proposal is in all respects fair and without collusion or fraud. The above mentioned entities
understand and agree that collusive bidding is a violation of state and federal law and can result
in fines, prison sentences, and civil damage awards.
Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at
the discretion of the Department.
Name (Print):

Title:

Authorized Signature:

Date:

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 APPENDIX C

State of Maine
Department of Health and Human Services
QUALIFICATIONS & EXPERIENCE FORM
RFP#201608169
Mass-Reach Health Communications for Prevention Services

Bidder’s Organization Name:

Present a brief statement of qualifications, including any applicable licensure and/or certification.
Describe the history of the Bidder’s organization, especially regarding skills pertinent to the specific
work required by the RFP and any special or unique characteristics of the organization which
would make it especially qualified to perform the required work activities. Include similar
information for any subcontractors. You may expand this form and use additional pages to provide
this information.

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 APPENDIX C (continued)
Provide a description of projects that occurred within the past five years which reflect experience
and expertise needed in performing the functions described in the “Scope of Services” portion of
this RFP. For each of the project examples provided, a contact person from the client organization
involved should be listed, along with that person’s telephone number and email address. Please
note that contract history with the State of Maine, whether positive or negative, may be considered
in rating proposals even if not provided by the Bidder.
If the Bidder has not provided similar services, note this, and describe experience with projects that
highlight the Bidder’s general capabilities.

Project One
Client Name:
Client Contact Person:
Telephone:
E-Mail:
Brief Description of Project

Project Two
Client Name:
Client Contact Person:
Telephone:
E-Mail:
Brief Description of Project

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 APPENDIX C (continued)
Project Three
Client Name:
Client Contact Person:
Telephone:
E-Mail:
Brief Description of Project

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 APPENDIX D

State of Maine
Department of Health and Human Services
COST PROPOSAL FORM
RFP#201608169
Mass-Reach Health Communications for Prevention Services
Bidder’s Organization Name:
State of Maine
Department of Health and Human Services
Cost Proposal Form
RFP# (Insert RFP# assigned by Division of Purchases)
Mass-Reach Health Communications for Prevention Services
Column 1
EXPENSES
Line
1
2
3
4

Mass-Reach Health
Communications

8

PERSONNEL EXPENSES
Salaries/Wages Implementation Staff
Fringe Benefits Implementation Staff
SUBTOTAL: PERSONNEL EXPENSES Implementation Staff
Implementation Staff
Salaries/Wages Administrative Staff
Fringe Benefits Administrative Staff
SUBTOTAL: PERSONNEL EXPENSES
Administrative Staff
TOTAL PERSONNEL EXPENSES

9
10

STAFFING LEVELS
Total FTE per 40 Hr. Week - Implementation Staff

5
6
7

11
12
13
14
15
16
17
18

19
20
21
22
23
24

Column 2

Total FTE per 40 Hr. Week - Administrative Staff
SUBCONTRACTS
Administrative Personnel Expenses
Implementation Services
Operations
Other
Direct Programming

N/A

TOTAL SUBCONTRACT EXPENSES

ALL OTHER EXPENSES
Occupancy - Depreciation
Occupancy - Interest
Occupancy - Rent
Utilities/Heat
Telephone

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 25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40

Maintenance/Minor Repairs
Bonding/Insurance
Equipment Rental/Lease
Materials/Supplies
Depreciation (Non-Occupancy)
Food
Program - Related Travel
Other Travel
Consultants - Implementation
Consultants - Other
Independent Public Accountants
Technology Services
Software
Training/Education
Miscellaneous
SUBTOTAL ALL OTHER EXPENSES

41
42

INDIRECT ALLOCATED
TOTAL ALL OTHER EXPENSES

43

TOTAL EXPENSES

44
45

Allocation Base
Indirect Cost Rate

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 APPENDIX D (continued)
Instructions for Completing the Cost Sheet
General Instructions: The Cost Sheet is set up to provide reviewers a picture of the total expenses of
the Bidders application, including the individual expenses of the Bidder, the total costs of all
subcontracts the Bidder is proposing, and the general expenses of each subcontractor. In addition to the
customary expenses called for in RFPs and budgets, the Cost Sheet asks for total and individual Full
Time Equivalents for personnel, using as a basis a 40-hour work week.
Please provide accurate cost assignments for each item. Please provide the name of the Bidder and the
name and contact information of an individual equipped to answer any questions that the reviewers may
have.
Line 2: The total costs of wages and salaries paid to staff employees who will be directly implementing
programming. Salary expenses for staff employees that will both implement and provide supervision
should be pro-rated according to the amount of time they will spend on each focus.
Line 3: The total costs of fringe benefits paid for staff employees who will be directly implementing
programming. Fringe benefit expenses for staff employees that will both implement and provide
supervision should be pro-rated according to the amount of time they will spend on each focus.
Line 4: The subtotal of Line 2 and Line 3.
Line 5: The total costs of wages and salaries that will be paid to staff employees who provide
programmatic guidance and supervision of other employees, as well administrative staff. Salary
expenses for staff employees that will provide supervision and also will be directly implementing
aspects of programming should be pro-rated according to the amount of time they will spend on each
focus.
Line 6: The total costs of fringe benefits for staff employees who provide programmatic guidance and
supervision of other employees as well as for administrative staff. Fringe benefits expenses for staff
employees that will provide supervision and also will be directly implementing aspects of programming
should be pro-rated according to the amount of time they will spend on each focus.
Line 7: The subtotal of Line 5 and Line 6.
Line 8: The total of Line 4 and Line 7.
Line 10: The total number of Full Time Equivalents based upon a 40-hour week funded with resources
from this RFP that will directly implement work.
Line 11: The total number of Full Time Equivalents based upon a 40-hour week funded with resources
from this RFP that will provide supervision and guidance on programming as well as administrative
staff.
Line 13: The personnel expenses of all subcontracts pertaining to administrative salaries and fringe
expenses, including supervisory and administrative personnel.
Line 14: The total costs of all implementation services to be provided by all subcontracts. (Please
reference the Health Promotion, Education and Prevention Services definition for further guidance.)
Line 15: The total operations costs for all subcontracts.
Line 16: The total costs associated with other subcontracts that do no fall within the above three
subcategories. Explain these costs in the budget narrative.
Line 17: List the amount of direct programming associated with Domains 1 and 2. Include the
Innovation Funds in this amount.
Line 18: Sum of lines 13-17.
Lines 20-39: Other expenses necessary to fulfill the deliverables of the contract. The agency may
choose to include some of these expenses in the Indirect Allocated on Line 41 but not in both places.
Please place a star in the cell of those categories that are wrapped into the Indirect Allocated amount
State of Maine RFP#201608169
35
Rev. 08/4/2016

 given on Line 41.
Line 30: Program Related Travel is defined as travel expenses incurred by implementation staff.
Line 31: Other Travel is defined as travel expenses incurred by staff providing supervision, oversight,
and administrative services related to the work of the RFP.
Line 32: Consultants – Implementation, is defined as persons retained on a consultation basis to
provide programming. Consultants are considered separately from persons hired under a subcontract
agreement.
Line 33: Consultants – Other, is defined as consultants retained by the agency to provide work other
than programming.
Line 40: Sum of Lines 20-39.
Line 41: Indirect Allocated, also known as General & Administrative expenses associated with the bid.
Line 42: Sum of Line 40 and line 41.
Line 43: All expenses associated with the bid. The sum of Lines 8, 18, and 42.
Line 44: Total of agency expenses used to calculate the Indirect Allocation of Line 41. This should not
be solely the expenses of this program unless this program has been assigned an individual indirect rate.
Line 45: The percentage figure used to calculate Line 41. Applicants are required to use an accepted
method for calculating the indirect rate.
Budget Narrative: Bidders are to include a brief budget narrative to explain the basis for determining
the expenses submitted on the budget forms. (Please note: The budget narrative will not count against
the narrative page limit.)

State of Maine RFP#201608169
Rev. 08/4/2016

36

 APPENDIX E

State of Maine
Department of Health and Human Services
ECONOMIC IMPACT FORM
RFP#201608169
Mass-Reach Health Communications for Prevention Services
Instructions
In addition to all other information requested within this RFP, each Bidder should complete the tables
below to quantify the Bidder’s economic impact upon and within the State of Maine. The use of
economic impact in making contract award decisions is outlined in Executive Order 2012-004, which
states that certain contracts “…advertised for competitive bid shall include scoring criteria evaluating
the responding Bidder’s economic impact on the Maine economy and State revenues.”
For the purposes of this RFP, the term “economic impact” shall be defined as the “Economic Impact
Factors” listed in the table below. To complete the “economic impact” section of the Bidder’s response,
the Bidder shall provide the information requested, describing the Bidder’s overall recent economic
impact with the State of Maine and, separately, the projected economic impact with the State of Maine
that would specifically result from the awarded contract only, should the Bidder be selected.
(For example, if a Bidder currently pays $100,000 a year in salaries to Maine residents, those salaries
should be included under “Recent Economic Impact”. However, if that same Bidder intends to hire a
Maine resident should they be awarded the contract and pay them $50,000 a year, only that $50,000
salary would be considered “Projected Economic Impact”.)

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37

 APPENDIX E (continued)
Recent Economic Impact (Bidder’s overall Economic Impact over the past 12-month period)
Economic Impact Factors

Factors Expressed
in Dollars

Salaries paid to Maine residents in past 12-month period

$

Payments made to Maine-based subcontractors in past 12-month period

$

Payments of State and local taxes in Maine within past 12-month period

$

Payments of State licensing fees in Maine within past 12-month period

$

Total overall Recent Economic Impact $
In this section (and on no more than one typed page), please describe how the “Factors Expressed in
Dollars” provided in the table above for “Total Overall Recent Economic Impact” were determined.

State of Maine RFP#201608169
Rev. 08/4/2016

38

 APPENDIX E (continued)
Projected Economic Impact (Future 11-month economic impact resulting from the awarded
contract)
Economic Impact Factors
Salaries to be paid to Maine residents in future 11-month period as a result of the
awarded contract
Payments to be made to Maine-based subcontractors in future 11-month period as
a result of the awarded contract
Payments of State and local taxes in Maine to be made in future 11-month period
as a result of the awarded contract
Payments of State licensing fees in Maine to be made in future 11-month period as
a result of the awarded contract
Total Projected Economic Impact only from awarded contract, if selected

Factors Expressed
in Dollars
$
$
$
$
$

In this section (and on no more than one typed page), please describe how the “Factors Expressed in
Dollars” provided in the table above for “Total Projected Economic Impact” were determined.

State of Maine RFP#201608169
Rev. 08/4/2016

39

 APPENDIX E - (continued)
For the tables above, the following definitions are provided:






“Bidder”: Organization identified on the Proposal Cover Page under “Bidder’s Organization
Name”.
“Maine resident”: Any person whose primary residence is located within the State of Maine.
“Maine-based”: Any organization whose primary operations are located within the State of Maine.
“Past 11-month period”: The past 11-months, starting on the date that the RFP was publicly
released.
“Future 11-month period”: A projection for the future 11-month period, starting upon the “Initial
Period of Performance” start date (PART I, D. of RFP).

Certification Statement
To the best of my knowledge, all information provided in the State of Maine Economic Impact Form is
complete and accurate at the time of submission and I confirm that I am authorized to make such a
determination on behalf of my organization.
Name (Print):

Title:

Authorized Signature:

Date:

State of Maine RFP#201608169
Rev. 08/4/2016

40

 APPENDIX F

State of Maine
Department of Health and Human Services
APPEAL DEPOSIT REFUND FORM
RFP#201608169
Mass-Reach Health Communications for Prevention Services
Instructions
Each Bidder is to provide an address below they wish to have the appeal deposit refund sent to. If this
address is the same as either address provided on the Proposal Cover Page (Appendix A), Bidders are
still required to complete this form and include it, along with the appeal deposit check, in a sealed
envelope with their proposal.
The sealed envelope containing the appeal deposit should be inserted into the original proposal of the
Bidder’s submission package.

Bidder’s Organization Name:
Attention to:
Mailing Address (Street or P.O. Box):
City:

State of Maine RFP#201608169
Rev. 08/4/2016

State:

Zip Code:

41