THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

MASSABILITY

40 BROAD ST., BOSTON, MASSACHUSETTS, 02109

Request for Response (RFR)

MBY Brain Injury Community Center 26

COMMBUYS Bid #: BD-26-1071-AO-02021-125628

Agency Doc #: MBY BICC 26

RELEASE DATE: 02/19/2026

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the OSD

Helpdesk at osdhelpdesk@mass.gov or the OSD Helpdesk line at 1-888-MA-STATE. The

Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or

Daylight time, as applicable, except on federal, state and Suffolk County holidays.

http://www.commbuys.com/ mailto:osdhelpdesk@mass.gov

PROCUREMENT CALENDAR & DEADLINE FOR RESPONSES

CONTACT INFORMATION

PURCHASING MASSABILITY: MassAbility

CONTACT NAME: MAUREEN BUTLER

EMAIL: mby-procurement@mass.gov

TELEPHONE: 617-204-3852

COMMBUYS HELP DESK:

OSDHelpDesk@mass.gov |1-888-627-8283 or 617-720-

PROCUREMENT INFORMATION

RFR NAME: MBY Brain Injury Community Centers

ALTERNATE ID (AGENCY DOC #): MBY BICC 26

SHORT DESCRIPTION

MassAbility seeks to qualify providers to operate Brain Injury Community Centers (BICCs) serving individuals who have sustained an acquired brain injury. BICC services will be contracted and delivered at multiple locations across the Commonwealth. There are currently five Centers located in Westfield, Worcester, New Bedford, Somerville, and Tewksbury, and MassAbility intends to contract for five Centers under this procurement.

Brain Injury Community Centers, grounded in the Clubhouse Model philosophy and operating standards, are designed to address these challenges by reconnecting individuals to the social, vocational, and community supports that promote successful community living and progress toward personal goals.

RFR RELEASE DATE: 02/19/2026

TOTAL PROCUREMENT PERIOD:

July 1, 2026 to June 30, 2036 (A five-year initial period, plus extensions in increments of one or more years up to a total of five years.)

ACTIVITY CODES 2266

OBJECT CODES 8214

ANNUAL TOTAL CONTRACT VALUE $3,250,000.00

mailto:mby-procurement@mass.gov mailto:OSDHelpDesk@mass.gov

BIDDER’S

CONFERENCE:

DATE & TIME: Monday, March 3,2026 10:00 A.M.-11:00 A.M.

LOCATION: Zoom Meeting Link:

https://mass-gov-massability.zoom.us/j/99783448747?pwd=rDzKRf35eRVqkvjj5FZbviPLcUg79A.1

Meeting ID: 997 8344 8747

Passcode: 410562

One tap mobile +19294362866,,99783448747# US (New York) +13017158592,,99783448747# US (Washington DC)

QUESTIONS &

ANSWERS

(BIDDER

SUBMISSIONS):

DATE & TIME: Friday, March 6,2026 4:00 P.M.

Questions must be submitted on COMMBUYS.

QUESTION &

ANSWERS

(MASSABILITY

RESPONSES):

DATE & TIME: Wednesday, March 18,2026 4:00 P.M.

Responses to the questions received via COMMBUYS will be posted on COMMBUYS.

RESPONSE

SUBMISSION:

(DEADLINE)

DATE & TIME: Tuesday, March 31, 2026, 4:00 P.M.

Vendor should register & submit electronic proposals only to COMMBUYS.

RESPONSE

EVALUATION

PERIOD

ESTIMATED TIME FRAME: Wednesday, April 1,2026-Wednesday, April 22,2026

NOTICE OF

AWARD

ESTIMATED DATE & TIME: Tuesday, April 28,2026

All vendors who respond to this RFR will be notified of the outcome of their submission in COMMBUYS

I. Procurement and Contract Structure

PROCUREMENTS FOR PURCHASES OF HUMAN & SOCIAL SERVICES (POS)

https://mass-gov-massability.zoom.us/j/99783448747?pwd=rDzKRf35eRVqkvjj5FZbviPLcUg79A.1 https://mass-gov-massability.zoom.us/j/99783448747?pwd=rDzKRf35eRVqkvjj5FZbviPLcUg79A.1

This Request for Response (RFR) incorporates all relevant provisions of 801 CMR 21.00

Procurement of Commodities and Services, the Standard Contract Form and Instructions, the

Commonwealth Terms and Conditions for Human and Social Services, the Operational

Services Division (OSD) required specifications for Purchase of Service (POS), and any amendments and/or additions to these documents during the life of this bid. References to

MassAbility in this document include all MassAbility offices, programs, and internal departments.

MASTER AGREEMENT

This procurement will result in a Master List of Vendors who have been deemed qualified and awarded a contract. This is an open enrollment RFR; proposals will be accepted every April and October for the entire month, determined by MassAbility, for up to six (6) months prior to the Total Procurement Period end date. Please note, this may include any extensions that are exercised during the Total Procurement Period.

An awarded Master Agreement contract does not guarantee the awarded Bidder a specific level of funding or referrals. Funding will be managed by MassAbility through Service

Authorizations and/or other mechanisms to track authorized units of service. Awarded

Bidders must receive written authorization from MassAbility prior to delivering services under this RFR.

Vendors will be engaged by MassAbility as needed. MassAbility empowers its program participants based on the principles of individual (participant) choice. This involves choice in the selection of services that the individual and their family/guardian think best meets their assessed needs, as well as choice of service Vendors, and satisfaction with their services.

Thus, there is flexibility to enable individuals to make changes in services and/or with service

Vendors, within the constraints of availability related to factors such as geographic location, capacity, etc.

I. Applicable Procurement Law

CHECK ONE

(“X”) TYPE OF PURCHASE APPLICABLE LAWS

☐ GOODS AND SERVICES

MGL C. 7, § 22; C. 30, § 51, § 52; 801 CMR

21.00

☒ HUMAN AND SOCIAL SERVICES

MGL C. 7, § 22, § 22N; C. 30, § 51, § 52;

801 CMR 21.00; 808 CMR 1.00

☐ LEGAL SERVICES

MGL C. 30, § 51, § 52 AND § 65; C. 7, § 22;

AND 801 CMR 21.01(2) (B)

☐ GRANTS

MGL C. 7A, § 7; ST. 1986 C. 206, § 17; 815

CMR 2.00

II. Whether Single or Multiple Contractors are Required for Contract(s)

(“X”) NUMBER OF CONTRACTORS FOR CONTRACT(S)

☐ SINGLE CONTRACTOR

☒ MULTIPLE CONTRACTORS

MassAbility anticipates awarding five (5) contracts but reserves the right to award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

III. Calendar Rule Type

(“X”)

CALENDAR RULE

TYPE DEFINITION

☐ STANDARD Vendors bid before the Response deadline date.

☒ OPEN

After the initial submission date of March 31, 2026 bidders may submit responses on this bi yearly schedule of October 1-31 and April 1-30 for the duration of this RFR. Please note that responses will not be accepted after October 31, 2035.

☐ ROLLING

Bidders may submit unsolicited proposals during the entire contract period. MassAbility will conduct a monthly review of all electronic submissions on the fifteenth (15th) day of every month. Should the 15th day fall on either a weekend day or holiday, MassAbility will review the response/s on the following business day.

IV. Acquisition Method

CHECK AS MANY AS

APPLY CATEGORY

☐ COST REIMBURSEMENT

☒ UNIT RATE (CH 257)

☐ UNIT RATE (NON-NEGOTIABLE)

☐ UNIT RATE (NEGOTIABLE)

☐ ALL-INCLUSIVE RATE (PROJECT-BASED)

☐ Other: Specify Here

V. Entities Eligible to Use the Resulting Contract

CHECK ONE (“X”) ELIGIBLE ENTITIES

☒ Limited User Contract – Restricted to Use by MassAbility Only

☐ Limited User Contract – Restricted to Use by other designated entity

VI. Expected Duration of Contract:

CONTRACT DURATION

INITIAL DURATION From: July 1, 2026 – To: June 30, 2031

RENEWAL OPTIONS 5 one-year extensions for a total of five years.

TOTAL MAXIMUM DURATION From: July 1, 2026 – To: June 30, 2036

• Anticipated Expenditures, Funding or Compensation 2

Estimated Total Value of Procurement: $32,500,000.00

All services provided under this RFR are subject to appropriation and the availability of funds. In the event of a reduction, delay, or reallocation of funding, MassAbility will communicate with the Providers as early as practicable and may modify the scope of services, funding levels, or program requirements. MassAbility may request the Provider to confirm its ability and willingness to continue performance under any modified terms.

MassAbility may suspend, modify, or terminate a contract, in whole or in part, if the needs of individuals served change such that services can no longer be appropriately provided under the original terms of this procurement, or if other circumstances arise requiring a significant change in services. In such cases, MassAbility will work with the Provider, to the extent feasible, to support an orderly transition that prioritizes the needs of members and continuity of services.

(“X”)

☒ Contract will NOT have a Maximum Obligation Amount

☐ Contract will have a Maximum Obligation

(“X”)

WILL FEDERAL FUNDS BE USED TO FUND ANY PART OF CONTRACT(S)?

☒ No

☐ Yes

Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

Table of Contents

1.0 Procurement Introduction

1.1 Scope and Description

1.2 Purpose & Background

1.3 Individuals to be Served

1.4 Goals & Objectives

1.5 Definition of Terms

2.0 Scope of Services

2.1 Access, Referrals, & Enrollment

2.2 Program Orientation

2.3 Assessments

2.4 Action Plans

2.5 Program Components

2.6 Outreach, Promotion, & Referral Development

2.7 Transportation

2.8 Operations and Governance

2.9 Physical Site

2.10 Hours of Operation

2.11 Member Record & Documentation

3.0 Compensation

3.1 Referrals and Service Authorizations

3.2 Billing and Invoicing

4.0 Performance Requirements and Monitoring

4.1 Performance Measures

4.2 Contract Management

5.0 Evaluation Criteria

5.1 Mandatory Minimum Criteria

5.2 Scored Criteria

5.3 Rating Scale

5.4 Supplier Diversity Program

6.0 Other Requirements

6.1 Submission of Bidder Response

6.2 COMMBUYS Support

6.3 Amendments to Bid

6.4 Alterations

6.5 Ownership of Submitted Quotes

6.6 Public Records

6.7 Requests for Correction or Clarification Terms

6.8 Debriefings & Appeals

6.9 Debarment

6.10 Enterprise Invoice / Service Management (EIM/ESM)

6.11 Virtual Gateway Business Services

6.12 EOHHS Qualification Process

6.13 Uniform Financial Statements (UFRs)

6.14 Criminal Offender Record Check (CORI)

6.15 Privacy and Security

6.16 Best Value Selection and Negotiation

6.17 Supplier Diversity Program

7.1 Appendix A: Required Specifications

7.2 Appendix B: Electronic Quote Submission Instructions

7.3 Appendix D: Required Specifications for POS

1.0 Procurement Introduction

1.1 Scope and Description

The purpose of this Request for Responses (RFR) is to identify and contract with qualified providers to operate five regional Brain Injury Community Centers (BICCs) that will serve as welcoming, community-based hubs for individuals with brain injuries.

Through its Statewide Head Injury Program (SHIP), MassAbility seeks to establish and sustain

Brain Injury Community Centers across the Commonwealth that promote community connection, skill development, independence, and improved quality of life for individuals living with brain injuries. The BICCs are intended to provide consistent, high-quality services that are responsive to the needs, strengths, and goals of members served. The BICCs will offer an experience that is consistent with the Brain Injury Clubhouse model.

MassAbility intends to contract for five Brain Injury Community Centers representing the following geographic regions: Western Massachusetts, Central Massachusetts, Metro

Boston, the Northeast, and the Southeast. Provider agencies may submit responses indicating interest in operating a BICC in one or more regions, subject to the requirements and conditions set forth in this RFR.

1.2 Purpose & Background

A Brain Injury Community Center (BICC) is a site-based, community rehabilitation model that provides services and supports through a structured, membership-based approach. The BICC operates using a philosophy, service approach, and operational framework modeled after the clubhouse model originally developed in the mental health sector (see definition of

Clubhouse Program in Section 1.5). All BICCs procured through this RFR will be required to operate in alignment with the standards established by the International Brain Injury

Clubhouse Alliance (IBICA). These standards—often described as a “bill of rights” for clubhouse members—emphasize respect, opportunity, inclusion, and meaningful participation in all aspects of the clubhouse experience. The IBICA Standards are incorporated into this RFR as an attachment and are available on COMMBUYS.

Consistent with MassAbility’s mission and vision, Brain Injury Community Centers focus on members’ abilities, strengths, and potential rather than on limitations or disabilities. Each

BICC functions as a collaborative community in which staff and members work side by side to operate and manage the center and its services. Because participation in the daily operations of the center is central to the model, the Brain Injury Community Center is understood to be the program, rather than to offer a set of discrete programs.

Each BICC operates on a structured and dependable schedule known as a Work-Ordered Day

(WOD). During the WOD, responsibilities are organized into clearly defined Work Units with specific roles and expectations for both staff and members. This consistent, collaborative approach supports the development of members’ skills, confidence, independence, and sense of belonging. With support from staff, members identify and pursue individualized goals through Action Plans. These goals are advanced through active participation in the

Work-Ordered Day and through additional BICC services and activities, fostering personal growth, community engagement, and improved quality of life.

BICCs awarded under this RFR must adhere to the following requirements:

• Membership in the Brain Injury Community Center is voluntary, and all members have equal access to all components of the program.

• The program belongs to all the members who are part of all program operations.

• The daily activities of the Brain Injury Community Center are organized around a structure with members and staff working together to cover all areas of center operations.

• The core structure of service is a work ordered day (WOD) with several opportunities for meaningful daily work.

• Each member has an Action Plan, developed by the member and staff, that is strengths-based, person-centered, and identifies goals meaningful to the member.

• Members’ action plans are reviewed and updated regularly.

• All staff have generalist roles and can perform all duties and responsibilities of the Brain Injury Community Center’s daily operations.

• Staff receive ongoing supervision and training on the principles and values of this innovative model of service. Initial training for any new Providers must be provided through an arrangement with an established Clubhouse Colleague Training Center.

Ongoing training is also encouraged and open to BICC members.

Through participation in the BICC, members and staff ensure that members are developing skills necessary for:

• social networking and relationship building

• independent living

• budgeting and money management

• accessing transportation

• providing self-care, including attending to health and wellness

• identifying & pursuing educational goals

• identifying, securing, and retaining employment (paid or volunteer)

• working with other service providers

1.3 Individuals to be Served

Brain Injury Community Centers (BICCs) are designed to support individuals who have sustained a brain injury and assist them in moving towards and achieving their goals related to community living, stability, and independence. Individuals who become members may present with challenges that include: cognitive and/or sensory impairment, physical limitations, behavioral, social, and interpersonal skill changes, and new emotional & adjustment demands. Many individuals will have other co-occurring challenges such as substance use disorder (SUD) or a behavioral health diagnosis. Some individuals may use different or complex communication systems or methods. Due to the unique nature of each brain injury, approaches to service will need to be very individualized. Tasks in program work units, for example, may need to be analyzed, broken down, and laid out in smaller, shorter steps for some members, directions provided in a variety of formats for the work group, and individual attention made available as they work through the various responsibilities of the unit.

Membership in the Brain Injury Community Center is voluntary and is open to adults 22 years of age or older, or individuals who are 18-21 and have completed their involvement with the secondary educational system, and have sustained a brain injury.

Members with personal care needs requiring the assistance of another person may qualify for and enroll in a BICC, however must have someone (e.g., a personal care attendant) accompany them as needed to support physical care. It is anticipated that BICC staff members may provide some very limited personal care services to address potential, unanticipated needs of its members from time to time. Similarly, BICC members must be able to take their own prescribed medications on site without assistance while they are in attendance or have an accompanying support person available for this need.

MassAbility will reimburse Providers only for services in keeping with this RFR rendered to members who have been approved by MassAbility and who have chosen to enroll at a BICC.

Each Brain Injury Community Center is anticipated to serve approximately 20 to 30 members daily. From a practical perspective, the total overall BICC membership will be higher than 25 as most people attend several, but not five, days per week. For all programs, total program capacity will be determined by the needs of the surrounding community, of the participating program members, the quality of BICC promotion, outreach, and member engagement and is subject to review and negotiation with MassAbility.

1.4 Goals & Objectives

Following an acquired brain injury, individuals often pose significant challenges with impaired cognition, limitations in functional life skills, physical capacity & endurance, increased social isolation, and difficulty with adjustment. The opportunity for meaningful work, a sense of purpose, and a dependable social network are frequently interrupted and difficult to re-build. Brain Injury Community Centers, designed with the Clubhouse Model philosophy and operating standards, provide a service that reconnects people to these important drivers of successful community living and meeting personal goals.

The goal of the BICC is to provide consistent, high-quality community center services to its members such that they make progress towards their stated goals, attain and/or improve stability in their lives, and participate in work skill development and/or volunteer or engage in paid work. Each BICC will process referrals and intakes from MassAbility and from the regional community to build its membership. It is anticipated that, and it works well when, each Center serves a daily attendance of 20-30 members.

The vendor agency will be responsible for providing qualified and sufficient staff, a BICC-specific site, ongoing training, and the necessary organizational infrastructure, with a demonstrated commitment to supporting the BICC’s unique model, staff, and members.

Program success will depend on these elements, as well as a consistent and collaborative partnership with MassAbility/SHIP focused on member service coordination, contract management, joint problem-solving, and continuous quality improvement.

1.5 Definition of Terms

Action Plan: The written goals, objectives and interventions developed by the member and the Provider for each active BICC member.

Acquired Brain Injury: An acquired brain injury (ABI) is defined as damage to the brain, which occurs after birth and is not related to a congenital or degenerative disease. Post- ABI impairments may be temporary or permanent and cause cognitive, physical, behavioral, functional disability and/or psychosocial adjustment challenges. Examples of acquired brain injury include: stroke (Cerebrovascular Accident), traumatic brain injury (TBI), infections, brain tumors, and lack of oxygen to the brain (anoxia, hypoxia). Some examples of conditions not considered to be acquired brain injury are Parkinson’s disease and

Alzheimer’s disease.

Clubhouse Colleague Training Center: A training site approved by the International

Clubhouse movement to allow staff and members to learn about and experience Clubhouse philosophy, culture, relationships, and the day-to-day operations of a Clubhouse model program.

Clubhouse Program: A program model developed after Fountain House in New York.

Clubhouse programs require staff to engage members in all operations of the program, from planning and serving meals to gathering program statistics to greeting visitors. Membership is a key facet of these programs; the programs belong to their members. The original model provided support to individuals with mental illness. Brain injury clubhouse programs are growing in numbers and in popularity today, and many work together to improve the quality of this service via the International Brain Injury Clubhouse Alliance (IBICA)

Culturally, Racially, and Linguistically Competent Services: Services that demonstrate an integration and transformation of knowledge, information, and data about individuals and groups of people into specific standards, skills, service approaches, techniques, and marketing services that match the culture and language of the individual receiving services so that there is an increase in the quality and appropriateness of health and behavioral care and outcomes. Services are sensitive to the needs of underserved groups and make sure that all individuals feel welcomed, needed and have full access to all services. Staff shall reflect the composition of the communities served by a center.

Day: A calendar day including weekends and holidays.

Member: An individual who (1) has been approved for Brain Injury Community Center services through the use of a MassAbility Brain Injury Community Center Referral /

Enrollment Form submitted to, and returned from, MassAbility with an approved enrollment date and (2) is not an Inactive Member, as defined below. Membership is available to individuals who have been referred to a BICC by SHIP and to individuals from the regional community who are interested in participation, took part in a tour and intake process, can provide documentation of an acquired brain injury diagnosed by a treating medical clinician, who are not a risk to others at BICC, and have been approved by MassAbility to enroll.

Inactive Member: An individual who has been enrolled in the Brain Injury Community Center and:

1. Reached their Action Plan goals and no longer needs the service;

2. Specified that they no longer want membership or participation in the Brain Injury

Community Center;

3. No longer meets the Brain Injury Community Center Membership criteria;

4. Has moved out of State;

Either (a) does not complete their Action Plan document within the time frames specified during plan development, or (b) declines to meet to review and update their Action Plan on an annual basis

Full-Time Equivalent (FTE): Forty (40) hours a week.

Off-Site Member Individual Support Services: Intensive services provided to a member, in the larger community off-site from BICC, to support their community engagement, community preservation (i.e., intensive short-term issue-based case management, or employment site support)

Examples of Off-Site Member Individual Support Services may include, but are not limited to the following:

• Meeting with member and a landlord to prevent eviction

• Meeting with member and neighbor regarding tenancy preservation issues

• Attending court with a member

• Work Site employment support

Off-Site Member Individual Support Services do not include:

• Group community engagement, recreation, social activities

Person-Centered Planning: A process directed by the member and supported by BICC staff, in which a member’s strengths, experiences, culture, values, preferences, needs, hopes and life goals guide the type, intensity, and duration of the services planned for and provided.

Rehabilitation Services: A range of social, educational, employment, behavioral, and cognitive interventions for increasing the ability of persons with brain injury to live and participate more fully in their lives and communities. Rehabilitation is oriented toward empowerment and competency. It includes services aimed at the maximization of self-sufficiency through interventions such as skills training, peer support, employment-related services, and resource development & linkage.

Remote Operation: Remote operation may be required when circumstances such as an epidemic occur, and individuals are prohibited or strongly encouraged to remain at home.

Additionally, remote operations can be a companion to in-person services regardless of global, national, and local circumstances. Programs must have the capacity to deliver some services remotely via electronic communication and programming platforms such as Zoom, Microsoft Teams, WebEx, and others. Additionally, remote programming may allow members who are unable to physically attend the program for brief periods of time to “be present.”

Strength-Based: An approach to service delivery that highlights and utilizes an individual’s existing competencies and abilities to guide and implement the member’s Action Plan.

Strengths are maximized and used in areas where the member wants assistance in reaching their goal(s).

SHIP (Statewide Head Injury Program): A MassAbility program that provides services to individuals who have sustained a traumatic brain injury (TBI) and the injury-related consequences interfere significantly with their ability to live independently and autonomously in the community. SHIP also provides education about brain injuries to citizens of the Commonwealth.

2.0 Scope of Services

The Scope of Services outlined below defines the required service components for Brain Injury

Community Centers (BICCs). Services must be grounded in the Clubhouse Model and IBICA standards in order to support members with acquired brain injuries through meaningful participation, skill development, community integration, and progress toward individual goals.

2.1 Access, Referrals, & Enrollment

Brain Injury Community Center (BICC) membership is open to individuals with an acquired brain injury who are interested in participation. Enrollment must confirm that the individual:

• Understands the program, expectations, and meaning of membership;

• Can be appropriately served by the BICC to progress toward personal goals;

• Does not pose a risk to themselves or the safety of others; and

• Has been approved for enrollment by MassAbility.

Referrals may be made through:

1. The Statewide Head Injury Program (SHIP); or

2. Community referrals, including self-referral or referral by community organizations or providers (e.g., medical providers, shelters, MassAbility Career Services staff, BIA-

MA).

Providers must collaborate with MassAbility and SHIP to coordinate referrals, intake, and enrollment decisions.

2.1.1 Member Enrollment

1. SHIP Referrals SHIP will submit referrals using the BICC SHIP Referral Form and supporting documentation. Providers must acknowledge receipt within three (3) business days, complete intake and determine enrollment within thirty (30) days, and communicate outcomes or non-acceptance decisions (with rationale) to MassAbility. SHIP will issue written enrollment confirmation, service authorization, or notice of delay or denial within seven (7) days of the Provider’s determination. Ongoing communication among all parties is required throughout this process.

• Community Referrals For non-SHIP referrals, Providers must verify eligibility, obtain medical documentation of brain injury, and submit the completed Community Referral Form to MassAbility. Intake and enrollment determinations must be completed within thirty (30) business days. MassAbility will review and return its determination within ten (10) business days and may deny enrollment if criteria are not met. Priority enrollment will be given to SHIP-eligible individuals.

2.1.2 Disenrollment

A member may be disenrolled if the member:

• Poses a significant and immediate safety risk (with consultation and documentation involving the Provider and MassAbility);

• Chooses to discontinue participation; or

• No longer engages or does not demonstrate progress toward Action Plan goals or requirements.

2.2 Program Orientation

A member and, when applicable, the member’s legal representative must receive a program orientation within ten (10) days of the member’s BICC start date. The Provider must ensure that members, legal representatives, and other appropriate individuals are provided with written information during orientation and/or upon request that includes, at a minimum:

• An overview of the Brain Injury Community Center, including services and operations;

• Hours of operation;

• Sample weekly and/or monthly schedules;

• Membership eligibility criteria

• Member rights and responsibilities

• Member Handbook (if applicable)

• Confidentiality policies;

• Nondiscrimination policies;

• The right to request reasonable accommodations, including interpreter services;

• The process for completing an initial assessment and developing an Action Plan with the member;

• Methods for members to provide feedback to staff;

• Procedures for filing complaints with the BICC and/or MassAbility, including appeal rights; and

• Procedures for reporting allegations of abuse or neglect to the Disabled Persons Protection Commission (DPPC).

Information must be provided in the primary language of the member and legal representative whenever feasible. When written materials are not available in the primary language, the Provider must provide interpreter services.

Several of the documents noted above (e.g., BICC Overview, schedules, hours, Rights &

Responsibilities) will also be shared at the initial intake meeting, and/or BICC visit or tour.

Each Center will have a consistent, up-to-date initial information packet for interested individuals and referrals, as well as an orientation process as described above.

2.3 Assessments

To develop a member’s BICC Action Plan, the Provider, in partnership with the member, must complete a member-driven, strengths-based assessment that reflects the principles of the Clubhouse Model and IBICA standards. The assessment will identify the member’s self-identified goals, interests, abilities, and support needs, and will inform how the member and

BICC staff will work together to support progress toward those goals through participation in the Brain Injury Community Center.

Assessment tools and processes must be reviewed and approved by MassAbility prior to use.

MassAbility may require the use of a standardized assessment tool to ensure consistency and quality across centers.

Consistent with IBICA standards, assessments must focus on abilities rather than limitations, respect member choice, and be developed through observation, dialogue, and shared activity. Information may be gathered through direct interaction with the member and, when authorized, collaboration with natural supports or involved organizations.

Assessments must address strengths and support needs across the following domains:

• Individual goals, strengths, preferences, and interests

• Health and safety

• Community access and involvement

• Independent living skills

• Social, communication, and interpersonal skills

• Vocational skills and interests

• Educational skills and interests

• Recreation and leisure

• Personal care needs

During the assessment period and throughout membership, if a critical, urgent, or high-risk concern arises, the Provider must promptly notify MassAbility. This communication will support timely coordination to determine whether episodic intensive supports, urgent referrals, or other interventions are needed, consistent with the member’s rights, safety, and recovery-oriented goals.

2.4 Action Plans

The Action Plan must be developed using the principles of person-centered planning, be strengths-based, and reflect the member’s self-identified goals, interests, and service needs. The member and BICC staff will work together, side by side, to develop the Action

Plan, with input from the referring SHIP service coordinator, if applicable. At the member’s discretion, plan development may also include other providers, programs, and natural supports chosen by the member.

The Provider must ensure that an Assessment and Action Plan are completed for each member within thirty (30) days of enrollment in the BICC. The Action Plan must be reviewed and updated at least annually or more frequently as needed or when requested by the member, including when:

• Goals are achieved or completed;

• New needs or interests are identified; or

• The member chooses to modify, add, or remove goals, activities, or action steps.

The Action Plan will guide the member’s participation and focus within BICC services.

Providers are expected to regularly report on Action Plan status and aggregate member goal attainment as part of RFR performance and reporting requirements. For consistency and data summarization, individual goals may be categorized using the assessment domains outlined in this RFR.

Consistent with IBICA standards and best practice, Action Plans should emphasize the member’s strongest goals and, whenever possible, document goals in the member’s own words.

2.5 Program Components

2.5.1 Work-Ordered Day

Members and BICC staff share responsibility for the daily operation of the Center through a structured, dependable daily schedule known as the Work-Ordered Day, consistent with

IBICA and Clubhouse Model standards. Members and staff work side by side to plan, carry out, and evaluate the work of the Center.

The Work-Ordered Day typically includes a morning community meeting to review communications and identify active Work Units for the day; Work Unit meetings to plan responsibilities; work periods to complete agreed-upon tasks; scheduled breaks and lunch; and afternoon Work Unit activities. Other service components are integrated throughout the week while maintaining consistency and structure.

Members and staff work together in small Work Units to carry out meaningful work that is essential to Center operations and aligned with members’ Action Plans. Examples of

Work Unit activities may include, but are not limited to: meal planning and preparation;

operating a snack or coffee area; member orientation and tours; outreach to members and the community; public relations; facility upkeep; BICC promotion and partner development; administrative and clerical tasks; bookkeeping support; staff hiring and evaluation participation; program evaluation; and general program administration.

All work must be meaningful, necessary to program operations, and designed to promote member engagement, skill development, and progress toward individual Action Plan goals. Daily Work Unit meetings define tasks, timelines, and shared responsibilities and support relationship-building and teamwork.

To ensure access and continuity, certain activities must be available remotely through electronic platforms (e.g., Zoom, Microsoft Teams, WebEx). Remote participation allows members who are temporarily unable to attend in person to remain engaged in community meetings, Work Units, and/or selected activities to support ongoing skill development, connection, and self-confidence. The level of remote capacity and availability will be a function of the level of need, provider resources and time in their development as a program. The level of remote access service delivery will be determined in the context of each region individually and monitored annually and collaboratively between the provider and the funder.

2.5.2 Life Skills Education and Training

The Provider must provide group and/or individual life skills education and training that supports member independence and community living. Life skills education may address, but is not limited to, the following areas: financial management; home management;

cooking; personal care and responsibility; safety; problem solving; stress management;

wellness; life role functioning; and interpersonal and relationship skills.

Life skills education and training must be delivered both within the Work-Ordered

Day and, as appropriate, through additional activities or settings that support learning and skill development. The Provider is encouraged to incorporate subject-matter experts and community partners (e.g., nutrition, substance use, health and wellness) to provide periodic, targeted education and training consistent with member interests and goals.

2.5.3 Coordinating Resource Identification and Community Linkages

The Provider must support members in identifying and accessing community, human service, and social resources that promote stability, independence, and meaningful participation in community life. In many cases, these linkages are essential to sustaining effective community living.

Support may include, but is not limited to, assisting members with:

• Advocacy and coordination related to medical care;

• Accessing public benefits, financial supports, and entitlements;

• Identifying and connecting to community resources (e.g., housing, transportation, voter registration, substance use services, legal services, parenting supports, English for Speakers of Other Languages (ESOL) programs, food pantries, faith-based organizations, and culturally specific community supports);

• Communicating and coordinating with natural supports, as authorized by the member; and

• Problem-solving and addressing day-to-day or emerging challenges.

When resource coordination is a member’s identified need, it must be reflected in the member’s Action Plan, including the goals, steps, and individuals supporting this work.

In addition to individualized support, Providers are encouraged to facilitate group-based learning and outreach, such as inviting community organizations or resource providers to deliver informational sessions at the BICC, to increase awareness and shared access to community supports.

2.5.4 Off-Site Individual Support Services

While many members' needs can be addressed through community resource linkages, some situations require direct, short-term, or episodic support from the BICC. Examples may include, but are not limited to:

• Urgent housing issues that, if unaddressed, may result in homelessness;

• Support with entry into substance use disorder treatment;

• Support with entry into mental health treatment; and

• Employment-related supports (see Employment Services).

These supports are most often delivered off-site in the community. Off-site individual support services are intended to be time-limited and non-recurring, rather than ongoing, and must be aligned with the member’s Action Plan and documented in accordance with

RFR requirements.

Coordination and proactive communication related to these services with the SHIP service coordinator and contract manager is essential for the following reasons:

• Potential relevance to incident reporting (i.e., change in status, safety concerns, risk monitoring),

• Securing service authorization(s) for the individualized work, and

• Identifying and coordinating additional or different services for an individual whose needs may extend beyond the short-term BICC-covered Individual supports.

2.5.5 Employment Services

The Provider must support members who are interested in employment or employment-related supports, consistent with member choice and Action Plans.

The Provider will:

• Provide education and skill building related to obtaining and maintaining employment, including job search and development, applications and interviewing, workplace communication and relationships, problem-solving, coping strategies, life-work balance, understanding ADA rights and accommodations, and building natural supports at work;

• Develop and maintain relationships with employers through job development activities, including participation in employment councils or committees, disability awareness education, assistance related to tax credits, and provision of follow-along supports when appropriate; and

• Assist members in accessing community resources to explore self-employment and entrepreneurial opportunities.

BICC members may pursue a range of employment and work-related activities, including the following:

• Independent Employment Members may obtain and maintain competitive employment in the community independently, while continuing to participate in other BICC services as desired.

When a member is engaged in independent employment, the BICC will not provide on-site job supports or direct employer supports.

• BICC-Supported Employment The Provider may assist members in identifying and securing employment in the community. Supports may include job readiness activities; assistance with applications and interviews; time-limited on-site training related to job tasks;

employer communication; and support in addressing workplace issues. As appropriate, the Provider may provide employer education regarding acquired brain injury and member education on work incentives, benefits, ADA rights, and reasonable accommodations.

Providers must coordinate and collaborate with MassAbility Career Services, including making referrals and communicating regarding members who are receiving or have received employment services through both systems. BICC Employment Services are designed to prepare, support, and complement, not replace, formal vocational rehabilitation services. The goal is to create a seamless, coordinated pathway that respects member choice, maximizes outcomes, and maintains program integrity across systems.

• Volunteer Work Some members may choose to participate in unpaid volunteer activities. The Provider must develop and support appropriate volunteer placements and may provide assistance with applications, interviews, on-site training, and ongoing communication with volunteer site staff. All volunteer activities must comply with applicable Department of Labor regulations.

2.5.6 Education Services

The Provider must support members who are interested in education and training, consistent with member choice and Action Plans. Education Services may include assistance to:

• Access education and training opportunities in the community;

• Obtain a high school equivalency credential (GED);

• Improve English reading and writing skills;

• Access certificate, licensure, degree, or skills-based training programs;

• Apply to education or training programs;

• Apply for financial assistance; and

• Connect with MassAbility, Career Centers, community colleges, and other education and training providers or funders, as desired by the member.

When community-based resources are not sufficient to meet a member’s goals, the

Provider may provide limited, in-house educational supports, such as tutoring in reading or math, GED preparation, and basic computer skills training. In-house education supports must complement, not replace, community-based education services and align with the member’s Action Plan.

2.5.7 Health and Wellness Services

The Provider must provide opportunities for members to learn about and engage in healthy living practices that support overall well-being and community participation.

Health and wellness services may include education and support related to smoking cessation, nutrition and healthy eating, physical activity, substance use harm reduction, and general wellness.

Services may be delivered through group and individual activities. The Provider must offer regular group wellness opportunities, such as yoga, meditation, walking groups, or other physical or mindfulness-based activities, consistent with member interests and abilities.

Providers are encouraged to develop partnerships with community organizations, providers, or individuals to enhance health and wellness offerings. All health and wellness activities must be non-clinical, voluntary, and aligned with member choice and Action

Plans.

2.5.8 Social and Recreational Opportunities

The Provider must support members in identifying and participating in social and recreational activities that promote connection, community inclusion, and quality of life.

Activities may be identified as part of a member’s goals and Action Plan and may include both community-based opportunities and center-based activities offered outside of

Work-Ordered Day responsibilities.

The Provider must offer periodic on-site and off-site group activities for enrichment and general interest. Examples may include but are not limited to: art or photography activities, games, music, community festivals or events, holiday activities, shopping outings, and movie nights. Member interests and preferences must inform activity planning. Providers are expected to regularly solicit member input to guide the selection and design of social and recreational opportunities.

Providing social and recreational opportunities is a part of the work and operation of the

BICC. As such, researching, planning, and offering the activity can and should be part of the Work Ordered Day opportunities for members.

2.6 Outreach, Promotion, & Referral Development

The Provider must conduct ongoing outreach and promotion to individuals with acquired brain injuries in the local and regional community, beyond current BICC membership.

Effective outreach, promotion, communication and community engagement are essential to maintaining a thriving Brain Injury Community Center.

Outreach and promotion activities must support referral development, identification of individuals who may benefit from BICC services, and the strengthening of partnerships with community organizations, service providers, and potential collaborators. These efforts may also support the identification of guest educators, volunteers, and work partners. Examples of outreach and promotion activities include targeted mailings, social media, local postings, in-service presentations, health fairs, and training or information sessions with community agencies.

Consistent with the Clubhouse Model, members are expected to participate in outreach and promotion activities as part of the Work-Ordered Day, often within administrative or membership development Work Units. The Provider’s agency must provide ongoing support to the BICC and the BICC Program Director to ensure sustained and effective promotion and referral development efforts.

2.7 Transportation

The Provider must work with each member to identify available and appropriate transportation options to and from the BICC. The Provider is expected to actively research and develop local transportation resources and partnerships to support member access at the least cost to the Commonwealth. Examples may include community-based transportation providers, contracted taxi services, transportation through the Provider’s parent agency, and rideshare options (e.g., The RIDE, Uber, Lyft).

When the Provider determines that a member requires transportation assistance and no reasonable options are available, the Provider must notify MassAbility. MassAbility will review potential solutions in collaboration with the Provider, considering cost, safety, and efficiency. When feasible and subject to funding availability, MassAbility may coordinate with the EOHHS Human Service Transportation Office to arrange and fund transportation.

2.8 Operations and Governance

The operational and governance requirements below define how Brain Injury Community

Centers (BICCs) are organized, managed, and sustained. These requirements reflect the

Clubhouse Model and IBICA standards and ensure meaningful member participation, accountability, and quality service delivery.

2.8.1 Required Components of BICC Operations

Members and staff must work side by side in all aspects of Brain Injury Community Center operations. Operational areas include, but are not limited to:

• Administration and governance;

• Service delivery;

• Facility upkeep, maintenance, and supplies;

• New member tours, intake materials, and orientation;

• Program promotion and outreach;

• Hiring, training, and evaluation of staff;

• Public relations and advocacy;

• Technology and remote operations; and

• Program evaluation, including review of BICC effectiveness and development and use of the BICC Action Plan as a quality improvement tool.

This shared, meaningful work supports relationship-building, confidence, self-worth, and a sense of purpose for members.

The Provider must organize daily operations to accommodate a diverse membership and ensure equitable access to all services, including appropriate supports for differences in communication, cognition, and physical ability. Activities must promote independence, build work-related skills and habits, and be sufficiently varied to support progress toward individual Action Plan goals.

2.8.2 Advisory Council

The Provider must establish and maintain a BICC Advisory Council. The Advisory Council must play an active role in policy development and provide input on service design, quality management, and overall program operations.

The Council must consist of no more than seven (7) members and include, at a minimum:

• Two BICC members;

• Two family members or significant others;

• Regional professionals with experience in brain injury services and/or advocacy;

and

• Provider representation.

• The Advisory Council will have a predetermined annual schedule, i.e. quarterly, or 2x/ year. The content of Councils work, and agenda should be regionally relevant and individualized to the BICC, especially as each program progresses. Topics such as member satisfaction, working with IBICA standards, community partners, outreach, problem solving through identified challenges, etc. are examples of typical focus items.

For newly established BICCs, the Advisory Council, Provider, and BICC members will jointly…