WEBINAR ANNOUNCEMENT Request For Proposals HIV Client Services The Boston Public Health Commission (BPHC), Bureau of Infectious Disease, HIV/AIDS Services Division seeks proposals to provide Medical Case Management, Psychosocial Support, and Medical Transportation services that target people living with HIV (PLWH) within the Boston Eligible Metropolitan Area (EMA). The goals of these services are to (1) support individuals living with HIV in their efforts to enter into and remain in primary health care and health-related support services and (2) help improve the clinical health outcomes and quality of life of PLWH. Ryan White HIV/AIDS Treatment Extension Act - Part A Ryan White Part A HIV Client Services Boston Public Health Commission Bureau of Infectious Disease HIV/AIDS Services Division Fiscal Year 2016 Online Bidders Conference: Tuesday, December 22 nd, 2015 10AM 11:00AM Bidder's Conference WebEx (copy & paste this URL into your browser) https://meetingvisuals.webex.com/me etingvisuals/j.php?mtid=m2c85ee7 d83af393e76d2806ec2a9446d This RFP process is open to all applicants within the Boston EMA. The Massachusetts portion of the EMA consists of Suffolk, Norfolk, Bristol, Essex, Middlesex, Plymouth and Worcester Counties in Massachusetts; the New Hampshire portion of the EMA consists of Hillsborough, Rockingham, and Strafford counties. To be eligible to receive Ryan White Part A funds, an applicant must be a certified Non-profit 501 (c) (3), or a public entity, be located within the ten counties of the Boston EMA, and be proposing to provide services to people living with HIV in the EMA. The RFP was released at 12:00 noon on Monday, November 16, 2015. The RFP and all accompanying documents are available for download on the BPHC website: www.bphc.org/rfp. A Bidder s Conference Questions & Answers document has been posted online, providing updates and clarifications to RFP documents and the procurement process: http://www.bphc.org/whatwedo/infectious-diseases/ryan- White-HIV-AIDS-Services/Documents/BiddersConferenceMaterials.pdf DECEMBER 8, 2015 UPDATE: BPHC is conducting a second bidder s conference event online and potential applicants are strongly encouraged to participate in the Bidders Conference Webinar on Tuesday, December 22 nd, 2015 starting promptly at 10:00AM. This webinar will provide an overview of the RFP documents for applicants that did not previously attend the November bidder s conference event. Please use the following link to participate: RFP WebEx https://meetingvisuals.webex.com/meetingvisuals/j.php?mtid=m2c85ee7d83af393 e76d2806ec2a9446d If you have not used WebEx on your computer before, please download the Meeting Center Application from Cisco: https://meetingvisuals.webex.com/mw0401lsp13/mywebex/default.do?site url=meetingvisuals&service=1 If you need assistance joining or setting up WebEx, a guide is available on the BPHC website by going to: http://www.bphc.org/whatwedo/infectious- diseases/ryan-white-hiv-aids- Services/Documents/guidetousingwebex.pdf. You may also contact Ben Penningroth at bpenningroth@bphc.org for assistance. Completed proposals must be submitted to one of the following: Eric Thai, Interim Director, HIV/AIDS Services Division, 1010 Massachusetts Ave, 2 nd Floor, Boston, MA 02118 by 12:00 noon on Friday, January 15 th, 2016. There are no exceptions to this deadline. The Boston Public Health Commission reserves the right to reject any or all proposals if it deems it to be in the public interest to take such action. 1010 MASSACHUSETTS AVE, 2 ND FLOOR BOSTON, MASSACHUSETTS 02118 PHONE 617-534-4559 FAX 617-534-2480
Bidder s Conference for the Part A FY 2016 HIV Client Services Request for Proposals Eric Thai Interim Division Director Boston Public Health Commission Infectious Disease Bureau HIV/AIDS Services Division 1
Welcome Purpose of this webinar is to allow prospective applicants to ask questions about the RFP documents (Section I and II). This is a public meeting and all attendees registered in as part of the public record by participating on this webinar. BPHC has posted official responses to questions in an FAQ document on the BPHC RFP page. Any clarifications or updates today will be made to the same URL. All applicants are encouraged to check the BPHC RFP for updates, including revisions to RFP documents or new resources. 2
Questions & Responses After the PowerPoint presentation, we will include take questions from attendees via the chat box. You must be logged into WebEx in order to use the chat box. We will not be taking questions over the phone conference line. BPHC staff will serve as note takers to record all questions posed by attendees and BPHC s responses. Please be patient as we accurately capture your question and for staff to record responses. We will try to repeat every question so that everyone viewing the webinar can hear what was asked. If we cannot provide a response right away, we will make sure it is answered in the FAQ document. BPHC reserves the right to consult the appropriate individuals before providing a response. 3
Clarifications & Updates Proposals are due by 12:00 p.m. on January 15 th, 2016. The Part A 2016 Fiscal Year is 3/1/16 to 2/28/17. The start date for any agencies funded for services under this RFP is July 1, 2016 February 28, 2017. BPHC funds training and capacity building services under Medical Case Management and Psychosocial Support (Peer Support). These are NOT up for bid under this RFP. 4
Clarifications & Updates The Planning Council currently restricts Part A funds for services in New Hampshire counties to Medical Case Management, ADAP, and Primary Care services. We will accept proposals from applicants to provide services for Psychosocial Support (PS) and Medical Transportation in NH, but we cannot guarantee that the Planning Council will change this restriction. However, we would like to collect proposals for these two services now. 5
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Key Dates Date and Time Monday, November 16, 2015 12:00 PM Thursday, November 19, 2015 10:00AM-12:00PM Monday, November 30, 2015 Due by 12:00 PM Tuesday, December 22, 2015 10:00AM-12:00PM Friday, January 15, 2016 Due by 12:00 PM February 1-15, 2016 February - March 2016 Activity RFP AVAILABLE. 1 ST BIDDER S CONFERENCE. LETTER OF INTENT. Letters of Intent to apply for HIV Client Services funds may be faxed to (857) 288-2194 or emailed to ethai@bphc.org to the attention of Eric Thai, Interim Director, HIV/AIDS Services Division. 2 ND BIDDER S CONFERENCE. PROPOSALS DUE. Applications must be received by 12:00 PM (noon) on January 15, 2016. PROPOSAL REVIEW/EVALUATION PERIOD. Proposals will be reviewed and evaluated using an independent evaluation process. NOTIFICATION OF AWARD. Letters will be mailed notifying applicants if their proposal will be funded or not. 7
Overview (pg. 4) I. REQUEST FOR PROPOSALS OVERVIEW A. INTRODUCTION Through this Request for Proposals (RFP), the Boston Public Health Commission (BPHC) seeks proposals to provide Medical Case Management, Psychosocial Support, and Medical Transportation services that target people living with HIV (PLWH) within the Boston Eligible Metropolitan Area (EMA). The goals of these services are to (1) support individuals living with HIV in their efforts to enter into and remain in primary health care and health-related support services and (2) help improve the clinical health outcomes and quality of life of PLWH. 8
Available Funds (pg. 6) C. AVAILABLE FUNDS Based on current allocations, the anticipated total funds available are not expected to exceed: $6,167,149. Based on the Planning Council s allocations for FY2016: A total of $4,669,480 is allocated for Medical Case Management. A total of $803,551 is allocated for Psychosocial Support (Peer Support). A total of $239,630 is allocated for Medical Transportation. 9
Eligibility Requirements (Pg. 6) E. ELIGIBILITY REQUIREMENTS To be eligible for a Part A award, applicants must meet all of the following requirements: Be a certified Non-profit 501(c)(3), or public entity. Be located within the 10 county Boston Eligible Metropolitan Area (EMA). Demonstrate fiscal viability. All applicants must have an operating budget of at least $500,000. Submit a copy of the agency s most recent single independent audit (for agencies that receive $750,000 or more in Federal funds) or internal audit (for those that receive less than $750,000 in Federal funds). 10
Eligibility Requirements (Pg. 6) Additionally, vendors will need to demonstrate that they: Are located in or near to the targeted community they are intending to serve. Have a documented history of providing service to the targeted community (ies). Have documented linkages to the targeted populations. Provide services in a manner that is culturally competent and linguistically appropriate. Can demonstrate capacity to document and report service delivery to BPHC and HRSA in accordance with applicable guidelines. 11
Funding Cycle (Pg. 8) G. FUNDING CYCLE The funding cycle for programs funded under this RFP will be a maximum of five years (FY 2016 FY 2020) with annual contract extensions based on performance, Federal appropriations, and local allocations. BPHC reserves the right to put services up for bid sooner and/or to extend contracts beyond the 5-year project period. 12
Background Information, (Pgs. 11-14) A. Boston EMA Epidemiological Information Please refer to the HIV and AIDS Prevalence and Characteristics of PLWH Receiving Part A Services table in Appendix B when describing the populations for whom services will be provided. B. Principles and Standards National HIV AIDS Strategy (NHAS) Ryan White Legislative Goals (including MAI) Early Identification of Individuals with HIV/AIDS (EIIHA) Affordable Care Act HIV Care Continuum (See Appendix C) 13
HIV Care Continuum (Section I: Appendix C) BPHC is continuing its mission to implement the goals and objectives of the National HIV/AIDS Strategy. By looking at the treatment cascade, BPHC will invest in services that serve all PLWH wherever they are along the HIV Care Continuum: Newly diagnosed PLWH are linked to medical care, HIV medications, and other essential services Reduce concurrent HIV and AIDS diagnoses among PLWH, an indicator of lateness to care Engage PLWH who experience challenges and barriers that impede HIV viral suppression, particularly those who are out of care 14
Description of Funded Services (Pgs. 15-31) A. MEDICAL CASE MANAGEMENT SERVICES (PG. 15-26) Possible FY 2016 available funds: $4,509,931 - $4,844,245 Possible MAI FY 2016 available funds: $682,004 - $732,559 HRSA DEFINITION Support for Medical Case Management Services (including treatment adherence) to ensure timely and coordinated access to medically appropriate levels of health and support services and continuity of care, provided by trained professionals, including both medically credentialed and other health care staff who are part of the clinical care team, through all types of encounters including face-to- face, phone contact, and any other form of communication 15
MCM Service Elements MCM Required Service Elements Core: Medical Care Coordination Social Services Coordination Adherence Support Behavioral Health and Substance Abuse Services* Through direct service or referral: Housing Search and Advocacy Benefits Counseling Outreach (linkage and engagement) * Can be provided by referral to an external MOU/MOA partner/agency 16
MCM Service Elements Programs are expected to make services available in a variety of settings: Coordinating medical care that is delivered in any type of healthcare setting Coordinating social services in both clinic and community-based settings Delivery of services in homes and non-office community settings, as needed to allow PLWH to achieve and maintain viral suppression Accompanying clients to appointments as needed for PLWH to achieve and maintain viral suppression 17
MCM Service Elements Treatment Adherence is a key strategy for HIV viral suppression: Coordinating access to primary care and HIV medications Monitoring laboratory results over time, including reporting of CD4 and VL data to BPHC as one measure of treatment adherence Addressing challenges to adherence by developing and implementing strategies that result in viral suppression Developing innovative client-centered strategies, including Directly Observed Therapy for PLWH in office, home, or virtual settings as needed to allow the client to reach and maintain viral suppression 18
MCM Service Elements Homelessness, Mental Health, and Substance Abuse: Current needs assessments in the EMA show that issues related to housing, mental health illness, and substance abuse are most commonly identified barriers to achieving viral suppression. MCM programs should identify how their services directly address these three issues, whether through internal services or coordination with community partners. Multidisciplinary team approaches can include case managers, peer leaders, social workers, mental health clinicians, and other specialized staff. 19
MCM Service Elements Benefits Counseling: Assist clients to access financial benefits, health insurance coverage, and other programs Federal and state mandates for enrollment in insurance Access to health insurance and prescription drug coverage through ACA and MA and NH drug assistance programs Assess financial eligibility for PLWH receiving Part A funded services 20
MCM Service Elements Outreach for Linkage and Engagement: Outreach must be conducted to engage PLWH who are newly diagnosed or dropped out of care. Targeted outreach for clients who are not virally suppressed. Outreach should include visits at sites in the community, such as homes, primary care providers, or other local agencies as need to allow the client to achieve and maintain viral suppression. 21
MCM Service Elements Acuity of Services: MCM services should be based on current client need with the eventual goal of HIV disease self-management Intensity of services for individual clients should be based on need. Some clients may need long term MCM, but others may move onto other services that are less intensive. The number of case managers for each client should be minimized to reduce possible duplication in services. Agencies should develop MOA s to coordinate their services those delivered by other providers. Acuity will help focus on clients who are not virally suppressed. 22
Psychosocial Support (Peer Support) pgs.27-29 B. PSYCHOSOCIAL SUPPORT-PEER SUPPORT SERVICES Possible FY 2016 available funds: $776,095 - $833,626 Possible MAI FY 2016 available funds: $115,130 - $123,664 PLANNING COUNCIL DEFINITION Support and counseling activities, child abuse and neglect counseling, HIV support groups, pastoral care, caregiver support, and bereavement counseling. They include nutrition counseling provided by a non-registered dietitian, but exclude the provision of nutritional supplements. 23
Psychosocial Support (Peer Support), pgs. 27-29 PLANNING COUNCIL DEFINITION (CONT.) The purpose of MAI psychosocial support is to provide services that are culturally and linguistically appropriate to African Americans, individuals of African descent, Latinos, Native Americans, Asian Americans, Native Hawaiians, Pacific Islanders, and individuals of Asian descent living with HIV. Boston EMA Addendum: Services funded under this category include peer support, where the person providing the psychosocial support is a PLWH and of the client s self-identified community. 24
Medical Transportation (pgs.30-31) C. MEDICAL TRANSPORTATION SERVICES Possible FY 2016 available funds: $255,588 - $274,534 Planning Council Definition Services funded under this category include, but are not limited to conveyance services provided, directly or through a voucher, to a client to enable him or her to access health care services. Such services include taxi vouchers and public (subway or bus passes) and private transport services. 25
SECTIONS III, VI, V, VI, &VIII (pgs. 20-56) IV. PROPOSAL REVIEW AND SELECTION A. Submission Process B. Review and Selection Process V. CONTRACT REQUIREMENTS A. Legal Issues B. HIPAA C. Reporting D. Monitoring E. Ryan White Program Assurances F. Record Maintenance G. Contract Payments H. Scope of Services and Budget I. Contract Amendments J. Contract Extensions/Renewals V. FISCAL CONDITIONS & FUNDING RESTRICTIONS VI. MISCELLANEOUS A. Coordination with Funders of HIV Services B. RFP Cancellation C. Insufficient Response D. Debriefing E. Appeals VIII. Application and Instructions IX. APPENDICES & ATTACHMENTS Appendix A: Boston Eligible Metropolitan Area (EMA) Map Appendix B: HIV & AIDS Prevalence & Characteristics of PLWH receiving Part A Services in 2014 Appendix C: HIV Care Continuum Appendix D: Selected HRSA and BPHC Policies and Procedures Attachments: Fiscal and Program Rules FY 2015 26
Section II: Application 27
INSTRUCTIONS FOR PREPARING AND SUBMITTING THE FY 2016 PROPOSAL One (1) complete signed single-sided original and fifteen (15) double-sided signed copies must be submitted. The deadline for submitting FY 2016 Part A HIV Client Services proposal is: FRIDAY, JANUARY 15, 2016, 12:00 PM 28
Letter of Intent 29
Proposal Checklist 30
Application Sections Review Criteria Total Points In This Section ORGANIZATION DESCRIPTION 5 STAFFING DESCRIPTION 10 TARGET POPULATION 10 PROGRAM DATA, OUTCOMES, & EVALUATION 10 AGENCY/PROGRAM SPECIFIC PROCEDURES 5 SERVICE DESCRIPTION 55 COST EFFECTIVENESS & BUDGET JUSTIFICATION 5 31
Attachments THE FOLLOWING ITEMS MUST BE SUBMITTED AS ATTACHMENTS. TEMPLATES FOR THESE ATTACHMENTS ARE INCLUDED IN THIS DOCUMENT. Organization Diversity Table Board and Staff Organization Diversity Table Current Clients Summary of HIV-Related Agency Funding (for last three years) Target Population Program Linkages Service Delivery Table(s) Budget(s) for Proposed Program(s) and Budget Justification Narrative(s) 32
C4. Summary of HIV-Related Agency Funding (for last three years) Please note that this table requires applicants to indicate funding for HIV related for the last three fiscal years. 33
E. Target Population (Pg. 23) Use the Boston EMA Epidemiological Profile on page 46 to complete the right column. Use the Part A Service Profile on page 47 to complete the middle column. Enter your proposed numbers on the left column. You must submit a table for each category you are applying for. Remember to indicate the total clients to be served in this box 34
Attachments THE FOLLOWING ITEMS MUST BE SUBMITTED AS ATTACHMENTS. Organizational Chart(s) Mission Statement Board of Directors list Collaborative Relationship Chart (only applicable for collaborative proposals) Collaborative Letters of Agreement (only applicable for collaborative proposals) Job Descriptions (for positions supported by proposal) Agency Licensure and/or Certifications (If Applicable) Verification of 501 (c) (3) or public entity status Documentation of Audited Fringe Rate Documentation of Audited Indirect Rate Most recent single independent audit report 35
Attachments THE FOLLOWING ITEMS ARE LEGAL ATTACHMENTS THAT MUST BE SUBMITTED WITH THE PROPOSAL: Ryan White Program Assurances Form Boston Public Health Commission Contract Forms Certificate of Authority Form Available Appropriation Form Federal Assurances Non Construction Programs Form Federal Certifications Form BPHC Business Associate Agreement Form 36
Fiscal Overview Frantzsou Balthazar-Toussaint Fiscal Manager Infectious Disease Bureau 37
Budget & Budget Justification Total Possible Points: 5 The section does not count toward the page limit. Submit a 12-month budget for each proposed service, as well as a budget justification that explains the proposed budget(s). Budgets must be submitted using a cost reimbursement format. Instructions and sample budgets are provided on page 28-33. Budget(s) for proposed service(s) is attached. Budget justification narrative for each proposed budget(s) is attached. Provide an estimated cost per client for the proposed service. Include a detailed description of the method or formula used to derive this cost per client. 38
Budget & Budget Justification (Pg. 17) Total Possible Points: 5 The section does not count toward the page limit. Submit documentation of your agency s 501(c)(3) or public entity status. Submit documentation of your agency s audited internal fringe rate and indirect rate. Submit documentation of your agency s most recent annual operating budget to verify fiscal viability. All applicants must have an operating budget of at least $500,000 for eligibility to directly apply for Part A funding. Agencies with an annual operating budget of less than $500,000 may apply only through a sponsor agency which meets the requirement. The sponsor agency will apply as the lead agency with a clearly defined relationship for fiscal oversight and programmatic compatibility. 39
Cost Reimbursement Budget Format (Pg. 30) 40
Reminders BPHC has posted official responses to questions in an FAQ document on the BPHC RFP page. Any clarifications or updates today will be made to the same URL. Also, remember to check the RFP page for updates. We do not send out reminders or alerts to individuals. If you contact us about whether there are changes, we will always direct you to the RFP page. 41
SUBMIT YOUR QUESTIONS VIA THE CHAT BOX We are accepting questions via the chat box. Please type your question and we will respond to questions in the order they are submitted. Questions should pertain to the RFP documents or the slides presented today. Refrain from asking questions related only to your own individual agency or situation. If we run out of time and are unable to respond to a specific questions, any responses to those questions will be included in the FAQ document. 42