19. MASTER Respite COMMBUYS Attachment A Definitions~1.docx

Department of Mental Health Respite Services-Master Agreement Request For Applications RFR File Number 2017-DMH-3048-03

ATTACHMENT A – DEFINITIONS

In addition to the definitions found in 801 CMR 21.00, which apply to all procurements for goods and services, the definitions found below apply to this Request for Response (RFR). Those definitions below designated with an asterisk (“*”) are quoted directly from 801 CMR 21.00 and are included below for quick reference purposes.

Area Director – The senior DMH administration official in a DMH Area responsible for the oversight of services and/or contracts within an Area.

Bid – A bid refers to the solicitation, RFR or procurement.

Bidder* – An individual or organization proposing to enter into a Contract to provide a Commodity or Service, or both, to or for a Department or the State.

Certified Peer Specialist – An employee who has completed a recognized peer certification program and been awarded a certificate by the program.

Contract* – A legally enforceable agreement between a Contractor and a Department. ANF, OSD and CTR shall jointly issue Commonwealth Terms and Conditions, a Standard Contract Form and other forms or documentation that Departments shall use to document the Procurement of Commodities or Services, or both.

Contractor* – An individual or organization which enters into a Contract with a Department or the State to provide Commodities or Services, or both.

Contractor’s Contract Manager – The individual designated by a Contractor to interface with the Commonwealth.

Culturally 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.

Day – A calendar day including weekends and holidays.

Department – For the purposes of this Solicitation, the terms ‘Department’, ‘Eligible Entity’, ‘Agency’, ‘Commonwealth Agency’, and ‘Contracting Department’ include all entities listed in the Eligible Entities section of this RFR. COMMBUYS refers to such entities as ‘Organizations’.

DMH – The Massachusetts Department of Mental Health

DMH Area/Area – The geographic subdivision within the state that is responsible for providing access to comprehensive mental health services for individuals within its boundaries. There are five (5) DMH Areas. Each Area is administered by an Area Director who is supported by an Area Office. (See Attachment C)

DMH Site Office/Site – A subdivision of a DMH Area (see above) that is managed by a Site Director located at a Site Office. (See Attachment C)

Enterprise Invoice Management/Enterprise Service Management (EIM/ESM) – A service reporting, contract management, and billing application used by Purchase of Service providers to submit service delivery and invoicing information via the internet to purchasing departments, such as DMH.

Evidence Based Practice – Approach to prevention or treatment that is based in theory and has undergone scientific evaluation. "Evidence Based" stands in contrast to approaches that are based on tradition, convention, belief, or anecdotal evidence.

Fiscal Year – The year beginning with July first and ending with the following June thirtieth as defined in M.G.L. Chapter 4, Section 7. This may also be referred to as the "State Fiscal Year”.

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

FY – See Fiscal Year.

Individualized Action Plan (IAP) – A plan developed by Respite Services staff and the Person Served to address the reason for referral. The IAP identifies the goal of Respite Services, the interventions required to address the goals, the anticipated length of stay, barriers to discharge and any additional needs identified in the assessment. The IAP may also identify need areas which require further assessment.

Massachusetts Behavioral Health Partnership (MBHP) – The managed care organization contracting with the Commonwealth of Massachusetts Division of Medical Assistance to provide and manage health benefits for Massachusetts citizens covered by Medicaid.

One Care Plan – A single health insurance plan approved by the Executive Office of Health and Human Services (EOHHS) to manage MassHealth and Medicare benefits including Medicare D for members who are dually enrolled in each. One Care Plans are available in designated regions within Massachusetts.

Person Centered – A Person’s Served strengths, experiences, culture, values, preferences, needs, hopes and life goals guide the type, intensity, and duration of the services provided.

Person Served – An individual, who is determined by DMH to meet the Respite Services enrollment criteria, has been referred to a Respite Services Contract by DMH and enrolled into Respite Services by a Contractor.

Procurement* – The acquisition of Commodities or Services, or both, which may be made through an outright purchase, license, lease-purchase, lease, rental, fee-for-service or other method approved by OSD or authorized by law.

Recovery – A process of change through which individuals improve their health and wellness, live a self-directed life, and strive to reach their full potential. Substance Abuse and Mental Health Services Administration (SAMHSA)

Request for Response (RFR)* – The mechanism used to communicate Procurement specifications and to request Responses or interest from potential Bidders. An RFR may also be referred to as a “Solicitation”.

Respite Services Contract/Contract – The agreement between DMH and a Bidder that has been selected to provide Respite Services. See Subsection 8.1 for details as to the contents of the Respite Services Contract.

Response* – A Response from a Bidder to a Request for Response (RFR) under a competitive Procurement. A Response shall include submissions commonly referred to as “bids”, “quotes”, or “proposals”.

Selected Bidder* – A Bidder that has been selected to negotiate a Contract with a Procuring Department.

Service Authorization – In accordance with 104 CMR 29.04, the process used by DMH to determine if a person meets the criteria for DMH community services.

Strength-Based – An approach to service delivery that utilizes a Person Served existing competencies and abilities to guide and implement the Person Served Individualized Action Plan. Strengths are maximized and used in areas where the Person Served wants help in reaching his/her goal. This approach is supported by a framework of hope, healing, and empowerment.

Supplier Diversity Program Plan (SDP Plan) – Specifies how a Contractor utilizes and/or mentors businesses certified or verified by the Supplier Diversity Office if DMH purchases services from the Contractor.

Trauma Informed – Understanding, recognizing, and responding to the effects of all types of trauma as experienced by Persons Served. Trauma Informed practices emphasize physical, psychological and emotional safety for both Persons Served and providers, and helps survivors rebuild a sense of control and empowerment.

Virtual Gateway – An internet portal operated by the Executive Office of Health and Human Services to provide the general public, medical providers, community-based organizations and EOHHS staff with online access to health and human services. By consolidating information and online services in a single location on the internet, the Virtual Gateway simplifies the process of connecting people to critical health and human services programs and information.