RFR Region 4AB Health and Medical Coordinating Coalition Sponsoring Organization February 24, :00 – 1:30 pm MA Medical Society, 860 Winter Street, Waltham MA

RFR Process RFR Posting on COMMBUYS: February 12, 2016 Bidders’ Conference – February 24, 2016 BID Opening Date – March 25, 2016, 12:00 PM Proposal Reviews and Scoring Award –May 2016 (projected) Contract Start – July 1, 2016

Region 4AB Public Health & Healthcare Disciplines 15 Acute Care Hospitals 60 Communities 73 EMS Services 135 Long Term Care Facilities 13 Community Health Centers 11 Large Ambulatory Care Facilities

Health and Medical Coordinating Coalition Plan for, respond to, recover from and mitigate the impact of emergencies affecting public health Includes representatives from 5 core disciplines: Acute Care Hospitals Community Health Centers & Large Ambulatory Care Facilities Emergency Medical Services Local Public Health Long Term Care Facilities Conducts capabilities-based planning to advance local and regional health and medical capacity consistent with the healthcare and public health preparedness capabilities as established by ASPR and the CDC Establishes strong connections with emergency management and public safety/first responder organizations within the region, as well as other public and private organizations with a role under ESF-8, Public Health and Medical Services

HMCC Sponsoring Organization Serves as both the fiscal agent for the HMCC and provides programmatic and administrative support

Eligible Applicants Are non-profit vendors, government, and Quasi- Government agencies located and with professional offices within Massachusetts Are from within or outside the region May serve as a sponsoring organization in up to two regions if, in DPH’s assessment the applicant demonstrates sufficient infrastructure and capacity to handle all administrative responsibilities, and provides a plan to hire and support dedicated HMCC manager and planning/operations coordinator for the region

Scope of Service Develop and implement HMCC governing body membership, principles of organization and operational plans Conduct regional planning to develop and maintain an emergency response support capacity consistent with NIMS Support ongoing local health and medical planning activities consistent with federal grant guidance Ensure alignment of local and regional planning efforts Develop capacity to stand-up a multi-agency coordination center (real or virtual) to support regional response and recovery activities Participate in mitigation activities as identified through planning and response activities Participate in cooperative training and exercising of regional plans Engage in communications, public outreach and cross-discipline collaboration in support of capabilities and specific deliverables Work with DPH and HMCC stakeholders to identify and develop sustainability strategies, including but not limited to development of grant writing capacity and/or the ability to engage in fundraising activities

HMCC Sponsoring Organization Will Support Cross-disciplinary planning Alignment of local and regional planning efforts 24/7/365 coverage Administrative and fiscal coordination Training and exercise coordination Communications and IT coordination Meeting logistics

HMCC Staffing The sponsoring organization must have dedicated staffing to support regional HMCC activities, which will include at a minimum 1 FTE HMCC Program Manager and 1 FTE Planning and Operations Coordinator

Fiscal Management The sponsoring organization Will be the fiscal agent for the region Must provide accurate and timely fiscal reporting to DPH, and have proper internal controls to safeguard integrity of this information Is responsible for: Development of internal controls to assist in identifying risks and establishing policies and procedures to avoid those risks An Internal Control plan Maintaining files with documentation to support all grant funded transactions Responding to information requests from DPH outside of the annual visit Retaining records for six years from the date of the last payment

Submission Requirements Application Response Form that includes Implementation plan Documentation of engagement with agencies in core disciplines Ability to perform the following functions i.Cross-disciplinary planning ii.Coordination of local and regional planning efforts to ensure alignment iii.24/7/365 coverage iv.Administrative and fiscal coordination v.Training and exercise support vi.Communication and IT coordination vii. Meeting logistics and support Proposed budget Demonstration of fiscal solvency Proof of incorporation/governmental entity eligible to do business and with professional offices in the Commonwealth

Submission Instructions Submit Proposals to: Massachusetts Department of Public Health Office of Preparedness and Emergency Management 250 Washington Street, 1st Floor Boston, MA Attn: Kerin Milesky Deadline: Proposals must be DELIVERED by March 25, 2016, 12:00PM

Questions?