Adaptive Housing Services RFR FY22- Amendment 1.docx

Adaptive Housing Services 22 – February 2022

THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of Health and Human Services Massachusetts Rehabilitation Commission

600 washington Street, boston, Massachusetts

Request for Response (RFR)

Document Title:

Adaptive Housing Services 22

COMMBUYS Bid#: BD-22-1071-AO-CON01-71835

Agency Document Number: MRC HOUSING ADAP 22

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 COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline 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.

RFR: MRC HOUSING ADAP 22

Boston, MA 02111

Procurement Questions:

Questions must be posted on COMMBUYS by:

March 18, 2022 by 4:00 p.m.

Responses to the questions received via COMMBUY will be posted on COMMBUYS no later than March 25, 2022 by 4:00 p.m. in COMMBUYS

Bidder’s Conference:

A Remote Bidder’s Conference will be held as follows:

March 16, 2022 at 10:00 am Virtual meeting: Zoom https://massrehabcommission.zoom.us/j/5233343130?pwd=N1B6R0VPLzhheGc3WjA1YmhvUnVBdz09&from=addon Meeting ID: 523 334 3130 Passcode: 765487

Dail in: 1 929 436 2866 Meeting ID: 523 334 3130 Passcode: 765487

COMMBUYS Helpdesk #: 1-888-627-8283 (8am - 5pm ET Monday - Friday)

Initial Contract Period:

7/1/22 to 6/30/27

Awarded bidders will added to the list of qualified providers

Total Estimated Annual Award:

Total annual expenditures are estimated at about $12,050,000.00 up to about $120,500,000.00 for the total duration of this RFR.

Response Due Date and Time:

For providers wishing to qualify to provide services as of July 1, 2022, responses are due no later than April 15, 2022, 4 pm in COMMBUYS. Deadline is based on the time according to the COMMBUYS system.

SUMMARY AND CALENDAR

Procurement Summary:

10:00 am

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

Official Answers for Bid Q&A published

Deadline for Quotes/Bid Responses

Negotiations (Estimated)

May 18 - June 15, 2022

Estimated Contract Start Date *Subject to the availability of funds.

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

AMENDMENT HISTORY

Amendment 1

March 17, 2022 page 14

Updated “FORMS REQUIRED FOR RESPONSE” section (added text below)

1. If providing services to MRC/CL Consumers within the ABI/MFP/TBI Waiver programs, submission must include:

0. Disclosure Form for Entities

0. Provider Type 35

0. MA Medicaid Provider Agreement and Acknowledgement of Terms of Participation

ACQUISITION METHOD

MRC will qualify providers to provide services through this RFR. Qualifying to provide services does not guarantee referrals to services. This is a rolling RFR and will be open to new providers throughout the life of the RFR. The acquisition method to acquire goods and services from this Solicitation is Fee for Service.

SINGLE OR MULTIPLE CONTRACTS

Multiple providers will be qualified. As stated above, this is a rolling RFR. For providers wishing to start as of July 1, 2022, responses are due no later than April 15, 2022 at 4:00 p.m..

SINGLE OR MULTIPLE DEPARTMENT PARTICIPATION

Only Procuring Department May Contract Under RFR

X Option to Allow Other Departments to Contract Under Terms of RFR using separate contracts

ANTICIPATED DURATION OF CONTRACT AND ANY RENEWAL OPTIONS

MRC also reserves the right to amend this contract if needed.

ANTICIPATED EXPENDITURES, FUNDING OR COMPENSATION FOR EXPECTED DURATION

The amounts indicated are estimates. Contract amounts during any contract period are subject to a selected Bidder’s response, and may increase or decrease based upon contract negotiation, performance, appropriation, and/or the availability of funds.

Estimated Total Annual Funds: $12,050,000.00 annually.

Will Federal funds be used to fund this contract? Yes.

APPLICABLE PROCUREMENT LAW

MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

DESCRIPTION AND PURPOSE OF PROCUREMENT

Massachusetts Rehabilitation Commission (MRC) MRC is a state agency dedicated to helping individuals with disabilities live and work independently. The mission and vision of the Massachusetts Rehabilitation Commission is to promote equality, empowerment, and independence of individuals with disabilities. MRC achieves this mission by providing comprehensive services to people with disabilities in order to maximize their quality of life and social and economic self-sufficiency. MRC employs approximately 800 individuals who serve over 128,000 people with disabilities across Massachusetts, providing services and supports that include vocational counseling, training and employment supports, job placement, benefits counseling, independent living supports, assistive technology, home modification, brain injury services, and home care assistance. Services are provided through three primary divisions: (1) Vocational Rehabilitation; (2) Community Living; and (3) Disability Determination Services. Funding for MRC is provided from multiple sources including federal funds, state funds, and grant awards.

Together with stakeholders, partners, and allies, the Massachusetts Rehabilitation Commission (MRC) works to expand what’s possible in the lives of people with disabilities. We collaborate, problem-solve, innovate, and bring about a better Massachusetts for everyone – one that is truly equitable, accessible, and inclusive. MRC provides services that break down barriers and empower people with disabilities to live life on their own terms. Our programs focus on vocational rehabilitation, community living, and disability determination for federal benefit programs. We are change agents and community builders. And we put the people we serve at the heart of everything we do. For too long, people with disabilities have faced social and physical barriers in their path to independence and self-determination. But we cannot reach our true potential unless everyone can participate fully and contribute their talent, will, and ingenuity. Inclusivity is good for society, good for business, good for our culture. When we break down barriers, we make life better for all.

The MRC Vocational Rehabilitation Division (MRC/VR) is a federal and state partnership designed to assist eligible individuals with significant physical and/or mental disabilities attain part or full-time employment in the community. The MRC/VR program provides a wide range of services necessary for eligible individuals to attain or retain gainful employment. The VR Division includes the Assistive Technology (AT) Department that manages three AT programs: Individually Authorized AT Services (previously known as Adaptive Assistance), Vehicle Modification Program (VR-VM) and Adaptive Housing Program (VR-AH). The purchase under any such program and services is subject to the procurement rules and regulations of the Commonwealth of Massachusetts.

The AT Department is also tasked with providing multiple American Rescue Plan Act (ARPA) funded home modification projects to eligible MA consumers. This RFR will include the ARPA-funded Adaptive Housing Program (ARPA-AH), as well as the ARPA-funded Wheelchair Ramp Project (ARPA-WR). The ARPA-AH and ARPA-WR funding will be available for limited time and is unlikely to be extended. The ARPA-WR Project’s focus is to build 150 wheelchair ramps across the Commonwealth to individuals in need who are either receiving services through the Massachusetts Rehabilitation Commission or through one of their funded community programs/agencies (such as an Independent Living Center, Brain Injury Association, Aging and Disability Resource Consortium, etc.)

The MRC Community Living Division (MRC/CL) has a wide variety of programs and services that meet the diverse needs of people with significant disabilities and enable them to live independently. The purchase of any such program and services is subject to the procurement rules and regulations of the Commonwealth of Massachusetts. Within the MRC/CL Division, the following programs are anticipated to utilize qualified vendors under this procurement:

· MRC’s Community Based Services includes the Acquired Brain Injury Non-Residential Habilitation Waiver, the Moving Forward Plan Community Living Waiver, and the MFP Demonstration Waiver. The MFP Demonstration Waiver is a five-year, federal Medicaid demonstration program designed to support elders and individuals with disabilities ages eighteen and older to successfully transition from institutional facilities and live in their own homes or other community settings. The MFP Demonstration waiver and the two Home and Community Based Services Waivers will allow the Commonwealth to offer an expanded array of Medicaid funded community services to participants.

· The Statewide Head Injury Program (MRC/SHIP) provides services and supports for individuals with traumatic brain injury. SHIP supports the Traumatic Brain Injury Waiver, a Home and Community Based Services Waiver program. Individuals with externally caused brain injury who meet qualifications receive support from the SHIP program to remain in and engage with the community.

As noted above, these programs are currently anticipated to utilize qualified vendors under this procurement. The procurement is open to any MRC program.

The Massachusetts Rehabilitation Commission (MRC), through this RFR, seeks to establish a pool of qualified providers to carry out Adaptive Housing Services, adaptive equipment installation and related construction to eliminate environmental barriers in the principal residence of individuals with severe disabilities. Examples of these adaptations include bathroom modifications, wheelchair ramps, stairlifts, widened doorways, or reworking of other existing space within an existing home to allow greater utilization by an individual with disabilities. Qualified providers will provide Adaptive Housing Services in accordance with bid specifications.

DEFINITIONS AND OVERVIEW

Definition of Terms

Accessibility Accommodations:

Modifications to the principal residence of eligible individuals with severe disabilities who will require such modifications in order to live independently or obtain or maintain employment. Such modifications may include widening halls or doorways, creating access to the home by construction of a wheelchair ramp or installation of a lift, or installation of an accessible bathroom or kitchen. Accessibility Accommodations do not include repairs to any existing conditions or general repairs and do not include home additions.

Case Manager:

An individual employed by the MRC and assigned to the Community Based Services program, and who works with ABI or MFP Waiver participants and MFP Demonstration enrollees (individuals transitioning from skilled nursing facilities or rehabilitation hospitals). The Case Manager (CM) will make referrals for home modifications on behalf of their assigned consumers.

Coordinator:

An individual employed by the MRC and assigned to the Home Care Assistance, Supported Living, Statewide Head Injury or Traumatic Brain Injury Waiver program, and who works with individuals living in the community. Coordinator will make referrals for home modifications on behalf of their assigned consumers.

Contractor:

Qualified contractors for the purposes of this procurement are individuals with either a current Home Improvement Contractor or Construction Supervisor license. Contractors who propose to carry out only limited types of home modifications (such as the installment of stairlifts, porch lifts or electric door openers (locks) must maintain all applicable licenses, certifications and permits required for such modifications/installations. Additionally, qualified contractors must:

1. Maintain all required local and state business licenses.

2. Employ tradesmen skilled in applicable construction trades who have current applicable licenses and/or certifications required in the state in which the vendor is based.

3. For installation of lifts, contractor or subcontractor must be on the Department of Public Safety approved contractors list.

4. Be able to provide services, including required warranty repairs, to Massachusetts residents.

Consumer:

Massachusetts residents with disabilities seeking support to live and/or work as independently as possible who are deemed eligible for MRC Services.

Executive Office of Health and Human Services (EOHHS or EHS):

A secretariat-level executive agency under the Governor of Massachusetts. EOHHS oversees 12 constituent agencies, in addition to two soldier’s homes and the MassHealth program.

Major Adaptations:

These are modifications that require structural adaptations, such as wheelchair ramps, porch lifts, moving walls etc. These may require architectural plans, and in most cases building permits must be obtained. If needed, building permits are to be obtained by the Contractor.

Minor Adaptations:

Minor modifications are those that are non-structural and expected to cost less than $3,000. In most cases these require no architectural plans, and may or may not require building permits and include:

· Widening doorways

· Door openers

· Removing thresholds

· Hand rails

· Grab bars

· New toilet

· New sink, faucets or shower head

· Temporary ramps

Overhead Lift:

Installed mechanical device that are affixed to a mobile track on the user or caregiver's ceiling or attached to the user or caregiver’s walls. Like power patient lifts, this product category is designed to support the transfer of patients who are unable to safely move themselves without the assistance of a caregiver.

Scope of Work:

A written agreement detailing what a contractor will provide for each contracted job.

Service Coordinator:

An individual employed by the Department of Developmental Services (DDS) and assigned to the ABI/MFP program, and who works with ABI or MFP Waiver participants. The Service Coordinator (SC) will make referrals for home modifications on behalf of their assigned consumers who are moving into Shared Living residential sites. This service is limited by the specifications written into the approved Acquired Brain Injury Residential Habilitation (ABI-RH) waiver or the approved Moving Forward Plan Residential Services (MFP-RS) waiver.

SHIP Coordinator:

An individual employed by the MRC and assigned to the Statewide Head Injury Program (SHIP). The SHIP Coordinator (Coordinator) will make referrals for home modifications on behalf of their assigned consumers who are moving into Shared Living residential sites. This may include individuals enrolled in the Traumatic Brain Injury (TBI) Waiver.

Vocational Rehabilitation Counselor:

An individual employed by the MRC and assigned to the Vocational Rehabilitation Division. The Vocational Rehabilitation Counselor (VRC) will make referrals for home modification on behalf of their assigned consumers who require such modifications in order to achieve and maintain successful employment.

DESCRIPTION OF THE PROCUREMENT

MRC is seeking responses for the purpose of procuring accessibility modifications to the principal residence of eligible individuals with severe disabilities who will require such modifications in order to live independently or obtain or maintain employment. Modifications to be carried out under this program may include but are not limited to bathroom modifications, stairlifts, or widened doorways. "Adaptive Housing Services" refers to any alteration to a home to assist a person with a disability to live independently or be able to obtain or maintain employment.

The Commission provides Adaptive Housing Services through the procurement of approved providers who purchase and install equipment or carry out architectural modifications to the home of eligible clients for whom this service has been authorized. Modifications to the home to be used by an eligible client is specific to the functional capacity of the individual. All modifications will be competitively procured. Individual procurements generally range from $300 to $35,000 and are subject to limitations in certain programs.

Providers may apply to carry out only limited types of specialized modifications, such as the installation of stairlifts, porch lifts or electric door openers/locks or wheelchair ramps. Any such provider must clearly describe the scope of their proposed work in their response to this RFR.

A Master Agreement contract will only be authorized for vendors who attain an approved status to perform such modifications on behalf of the Commission.

The Commission will provide Adaptive Housing Services for participants in five programs. The nature and extent of services provided as well as the program participant eligibility differs among the programs. Adaptive Housing Services may be purchased through other programs established in the future. All qualified providers may respond to bid postings for work from any MRC program or department.

Program 1: Eligible clients of the Commission’s Vocational Rehabilitation program may be approved for Adaptive Housing Services as allowed under the Rehabilitation Act as rehabilitation technology services or as services potentially eliminating barriers to vocational rehabilitation services and/or enhancing employment opportunities. VR program clients may receive services subject to the eligibility requirements, regulations and policies of MRC’s Vocational Rehabilitation program. Adaptive Housing Services are limited to $15,000 in the VR program unless otherwise waived.

Program 2: Individuals enrolled in the Money Follows the Person (MFP) Demonstration and/or one of the three Home and Community Based Services waivers, the Moving Forward Plan Community Living (CL) Waiver, the Acquired Brain Injury Waiver or the Traumatic Brain Injury Waiver may receive Adaptive Housing Services to enable the participant to live in the community and to ensure the health, welfare and safety of the Waiver participant. Modifications must be specified in the participant’s service plan. Adaptations may be made to a home that is the waiver participant’s primary place of residence. Examples of such adaptations include ramps, bathroom modifications, stairlifts, or widened doorways. Adaptive Housing Services these services may not exceed $50,000.

Program 3: Individuals eligible for the Statewide Head Injury Program (SHIP) may receive Adaptive Housing Services to enable the individual to live in the community and to ensure the health, welfare and safety of the individual. Modifications must be specified in the participant’s service plan. Adaptations may be made to a home that is the waiver participant’s primary place of residence. Examples of such adaptations include ramps, bathroom modifications, stairlifts, or widened doorways. Cost limits, eligibility or other aspects of this serve may be subject to change.

Program 4: Eligible clients of the Commission’s ARPA-AH Program may be approved for Adaptive Housing Services as allowed under program establishing authority/funding source. ARPA-AH clients may receive services subject to the eligibility requirements, regulations and policies of MRC. Adaptive Housing Services for ARPA eligible consumers are limited to $50,000 per consumer/house per lifetime unless otherwise waived or amended.

Program 5: Eligible consumers of MRC’s ARPA – WR Project may be approved for Adaptive Housing Services at their primary place of residence if they are at risk of institutionalization or currently institutionalized due to inaccessibility of their home. Permanent wheelchair ramps are modifications that may require structural adaptations. These may require architectural plans, and in most cases building permits must be obtained. If needed, building permits are to be obtained by the Contractor. Adaptations may be made to a home that is the individual’s primary place of residence. Adaptive Housing Services for any individual may not exceed $13,000.

BILLING REQUIREMENTS

Contractor shall submit invoices and applicable supporting documentation (submitted either through paper Payment Vouchers or the EIM system, as applicable) for expenditures incurred under this contract within fifteen (15) calendar days following the end of the month during which services were provided

BID PROCESS

Adaptive Housing Services are procured through an open competitive bid process. The process described below applies to all modifications for individuals enrolled in Programs 1-5 above (MRC-VR Services, Waiver programs, and the SHIP program). And in accordance with all applicable OSD requirements.

Each bid details the required modifications and related equipment specific to the individual client to be served. All bid requests are sent to all approved contractors serving the geographic area where the home is located. Bids are awarded to vendors based on the lowest responsive bid(s) and best value to the Commonwealth, including the planned start and completion date. Awards customarily range from $300 to $35,000 per individual bid (job) and include the costs of labor, materials and equipment.

All bids may be subject to negotiation before an award is made, based on the cost of previous similar modifications and other related factors. All procurements are subject to internal agency policies, procedures and approval requirements. Adaptive Housing Services for Vocational Rehabilitation clients are subject to a $15,000 limit (unless waived). Adaptive Housing Services for Waiver clients are subject to a $50,000 limit.

Award letters will notify winning vendors of successful bids. The award may be reduced by the eligible client's portion of payments, if any, including, but not limited to the client's contribution (based on required financial participation).

Solicitation, evaluation of bids and award of each job will take approximately 21 business days.

Following the completion of all approved modifications the vendor will submit payment voucher(s)/invoices with the program-specific back-up information to the referring department. After a successful final inspection by the involved Home Modification of all work performed, the voucher(s)/invoices will be processed to complete payment for work performed.

All invoices/payment vouchers must be submitted in accordance with the regulations set forth by Massachusetts Executive Office of Administration and Finance.

CONTRACTOR QUALIFICATIONS

Qualified contractors must:

· Maintain a current Home Improvement Contractor or Construction Supervisor license, or, for Contractors that propose to carry out only limited types of modifications (such as the installation of stairlifts, porch lifts or electric door openers/locks), the Contractor must maintain all applicable licenses, certifications and permits required for such modifications/installations

· Maintain all required local and state business licenses, and submit documentation of these annually for quality assurance purposes. This will be monitored by the AQUA Team and the MRC ABI/MFP program. Information will be provided to other departments.

· Employ tradesmen skilled in applicable construction trades who have current applicable licenses and/or certifications required in the state in which the vendor is based.

· For installation of lifts, contractor or subcontractor must be on the Department of Public Safety approved contractors list.

· Be able to provide services, including required warranty repairs, to Massachusetts residents.

CULTURAL COMPETENCE

MRC is committed to awarding contracts to providers that demonstrate cultural competency. Programs shall ensure equal access to services. The following strategies are recommended:

Agency Commitment: Agency Board of Directors and administrators make a commitment to creating an environment that clearly supports services for cultural and linguistic minority populations through the mission and goals of the agency.

Consumer Services: Program policies include language that contributes to enhancing equal access to services for all individuals residing in the Commonwealth. Program design, content, and materials are culturally and linguistically appropriate. Planning, implementation, and evaluation efforts include members of the target population. Where possible, prevention, treatment, and rehabilitation strategies are participatory in nature in order to provide opportunities for skill building and to facilitate self-empowerment. All consumers receive information on accessing health and human services including education on potential barriers and assistance in overcoming them. The program location and outreach activities are in settings that are most effective in reaching the target population.

Staff: All staff and volunteers, especially those who have direct contact with consumers, reflect the diversity of the culture and language of the community/target population. Services to non-English speaking clients are provided by bilingual/bicultural staff. Policies on recruitment, screening, and interviewing encourage hiring of individuals whose cultural and linguistic backgrounds are appropriate. If the program does not have bilingual/bicultural staff, there is extensive training to ensure sensitive and appropriate prevention, treatment, and rehabilitation services.

PERFORMANCE MEASURES

Performance will be measured based on the following criteria:

· Satisfactory inspection by the Commission or Commission representative(s). Such inspections include, but are not limited to, evidence of conformance to local and state building codes (approval of local building, plumbing, electrical inspectors as appropriate), conformance to acceptable building trade standards, conformance with the bid or quote specifications, provision of equipment and devices meeting applicable health and safety standards, and installations conforming to manufacturer specifications.

· Start and completion of work within timelines specified in the vendor’s bid.

· Client Satisfaction

· Appropriate interaction by contractor with client, family members, Case Manager and/or program coordinator.

· Maintain registration/license to operate in the Commonwealth of Massachusetts.

· Provision of quality services. The contractor will be responsible for a quality product and quality services.

· The provider will provide warranty that their work will remain in good shape and usable for a year past final approval by the MRC staff.

· MRC reserves the right to process payments for partial completion (upon inspection) in cases of the jobs crossing the State or Federal Fiscal Year.

Failure to meet any of these standards may result in temporary or permanent suspension from future bidding. The Commission reserves the right to take any reasonable actions necessary to assure proper compliance by the vendors.

PROPOSAL SUBMISSION, CONTRACTOR SELECTION

Interested Bidders are invited to submit a proposal package consisting of the following:

A. Cover sheet B. Letter Summarizing Bidder’s interest in and qualifications for this Contract.

C. Resumes/curriculum vitae of Principals or description of experience in Adaptive Housing for individuals with disabilities.

D. Credentials of key personnel including copies of applicable licenses and/or certifications.

E. Description of equipment which vendor is authorized to install and/or service, including copies of the vendor’s certifications from the manufacturer.

F. Description of the Massachusetts geographical area covered by the bidder.

G. Insurance Certificates with applicable limits and coverage stated. Massachusetts Rehabilitation Commission employees, clients, and agents must be listed as covered by the insurance.

SUBMISSION COMPONENTS AND ATTACHMENTS

COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.COMMBUYS.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Additionally, bidders are responsible for posting their response (called “quote”) on the system. Bidders should review the “COMMBUYS Market Center” and “COMMBUYS Registration” sections in Appendix 2 of the Appendix document for an overview of electronic submission. Additional detail is provided in the “Instructions for Vendors Responding to Bids Electronically through COMMBUYS” section, found in the Appendix.

COMMBUYS Registration. Bidders may elect to obtain a free COMMBUYS Seller registration which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account. If a Bidder requires assistance with the registration process, they may contact the COMMBUYS Help desk by email at COMMBUYS@state.ma.us or by phone at 1-888-627-8283.

Quote Submission Method. Online Quote Submission via COMMBUYS is required. All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

Responses must be submitted to COMMBUYS (https://www.commbuys.com/bso/) by April 15, 2022, 4:00 pm for contracts starting July 1, 2022. The deadline time is based on the time according to the COMMBUYS system.

The electronic response must include the following:

FORMS REQUIRED FOR RESPONSE

· RFR Cover Page

· Business Reference Form

· Prompt Payment Discount Form

· CORI Form for Individual (for sole proprietors) OR

· CORI Assurance Form for Organizations

· Supplier Diversity Office (SDO) Certification (if applicable)

· Supplier Diversity Program (SDP) Form

· Massachusetts Department of Revenue Certificate of Good Standing (https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Welcome.aspx ) or A certificate from the taxing authority of the state in which the Bidder has its principal office

· Letter Summarizing Bidder’s interest in and qualifications for this Contract.

· Resumes/curriculum vitae of Principals or description of experience in Adaptive Housing for individuals with disabilities.

· Credentials of key personnel including copies of applicable licenses and/or certifications.

· Description of equipment which vendor is authorized to install and/or service, including copies of the vendor’s certifications from the manufacturer.

· Description of the Massachusetts geographical area covered by the bidder.

· Insurance Certificates with applicable limits and coverage stated. Massachusetts Rehabilitation Commission employees, clients, and agents must be listed as covered by the insurance.

· Bidder Current Environmentally Preferable Products/Practices

· Copy of Organization liability insurance

· Financial Pre-Qualification requirements, as listed below in “Additional Requirements for Financial Pre-Qualification” section

· If bidder is interested in Project 5, a proposal outlining the specific elements discussed above are required.

ADDED - AMENDMENT 1 - MARCH 17, 2022

· If providing services to MRC/CL Consumers within the ABI/MFP/TBI Waiver programs, submission must include:

· Disclosure Form for Entities

· Provider Type 35

· MA Medicaid Provider Agreement and Acknowledgement of Terms of Participation

Contact Help Desk with submission difficulties COMMBUYS@state.ma.us or 888-627-8283.

FORMS REQUIRED FOR FINANCIAL PREQUALIFICATION FOR ORGANIZATIONS

· Organization Chart

· Copy of Articles of Organization / Articles of Incorporation (issued by Secretary of the Commonwealth or state of incorporation)

· Copy of Corrective Action Plan required by any state agency within the last 5 years, if any, along with evidence of its current status

· Bidder must also meet all conditions listed below in the “Fiscal Requirements” section

Individuals:

· Certificate of Good Standing ( ) All required forms and related instructions can be found in the “File Attachments” section of the bid on COMMBUYS.

FORMS REQUIRED AT CONTRACT AWARD

· Commonwealth of Massachusetts Standard Contract Form Please note that the Standard Contract Form, the Contractor Certifications and the Commonwealth Terms and Conditions are incorporated by reference into the Standard Contract Form. By submission of a Response to this RFR, Bidders agree to abide by the terms of the Commonwealth Terms and Conditions and the Standard Contract Form.

· W9

· EFT

· Contractor Authorized Signatory Listing For the Standard Contract Form and Contractor Authorized Signatory Listing, MRC will only accept signatures in formats that are allowed by the Comptroller at the time of contract execution. Currently, the Comptroller will allow the formats below.

· Traditional “wet signature” (ink on paper);

· An electronic signature that is either:

· Hand drawn using a mouse or finger if working from a touch screen device; or

· An uploaded picture of the signatory’s hand-drawn signature

· Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign.

· If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date.

· Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

MRC has recently transitioned to an electronic signatory method for W9 and EFT forms, and may ask vendors to complete the forms online in Docusign, upon receipt of an email from MRC.

Fiscal Requirements

Bidders must meet the requirements set forth in this Subsection when filing bids and if awarded Contracts as Contractors. If MRC becomes aware that the bidder has knowingly failed to disclose any of the conditions below, MRC may withdraw an offer of bid award, and/or terminate a contract.

A. Sound Fiscal Condition. Bidders/Contractors must be of sound financial condition as determined by MRC. MRC may request financial information from a Bidder/Contractor at any time throughout the procurement, to determine if the Bidder/ Contractor meets this standard.

B. Solvency.

a. Bidders/Contractors must not have been in bankruptcy and/or receivership within the last three (3) calendar years.

b. Bidders/Contractors must have at least three (3) months of adequate reserves.

C. Good Standing. If incorporated, Bidders/Contractors must be in good standing and in compliance with all filing requirements of the state of incorporation and with the Commonwealth of Massachusetts.

D. Debarment. Bidders/Contractors must not be subject to a federal or state debarment order. MRC cannot award a Contract to a provider that is currently subject to a Massachusetts or federal debarment order.

E. Electronic Funds Transfer (EFT). A Contractor must participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments.

F. Tax Compliance. Bidders/Contractors must be in good standing with both State and Federal Tax Laws.

REVIEW AND SELECTION PROCESS

Bidders’ responses to the questions in the preceding section will be reviewed and scored according to the following guidelines. The minimum qualifying score: 93 points. The scoring will be based on scales as follows:

0 (lowest score) through 5 (highest score)

· 0 – did not provide requirement

· 1 – provided something but well below the standard

· 2 – slightly below the standard requirement

· 3 – met the standard requirement (100%)

· 4 – 25% above the standard requirement

· 5 – provided extensive (over 25%) evidence in submission for these criteria

Criterion are weighted:

· Criterion 1, 4 and 5 will be multiplied by 2

· Criterion 2, 3, and 7 will be multiplied by 4

· Criteria 8 will be multiplied by 5

· Criteria 9 will be multiplied by 8

Criterion 9: Scoring scale is as follows for SDP Evaluation:

· 0 - Not in compliance with the Commonwealth’s Supplier Diversity Program Requirement and vendor cannot be awarded a contract

· 3 – met 100% of the requirement (Total SDP Commitment shall be 1% of this solicitation)

· 4 – provided within 1.01% to 1.24% of the SDP Commitment requirement

· 5 – provided .25%+ above the SDP Commitment requirement.

No form = 0 Form = 5

7. General Experience: 1-5 points

0-5

· Over 5 years – 5 points

· Over 4 years – 4 points

· Over 3 years – 3 points

· Over 2 years – 2 points

· O-2 years – 1 point

· Over 5 years – 5 points

· Over 4 years – 4 points

· Over 3 years – 3 points

· Over 2 years – 2 points

· O-2 years – 1 point

9. Supplier Diversity Plan Form (25% of total score)

The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

· SDP Commitment of 1% = 3 points

· SDP Commitment of 1.01% - 1.24% = 4 points

· SDP Commitment of 1.25%+ = 5 points

TOTAL

______ of possible 160 points

Bidders must receive a minimum score of 93 points when evaluated by the review team in order to be considered for qualification along with complying with the SDP requirement. Bidders receiving less than the minimum qualifying score may request feedback and may reapply at any time during the duration of the procurement.

Additionally, for vendors not currently holding a contract with the Massachusetts Rehabilitation Commission Adaptive Housing Program, the Commission, at its discretion, may review or inspect a sample of the housing modification work performed by the applicant as part of the approval process prior to agreeing to a contract.

REVIEW PROCESS

Consumer Privacy: By submitting this RFR, Adaptive Housing vendors agree not to disclose any information regarding MRC clients referred for home modification services to anyone except employees of the respondent who are directly involved in said services, and who require the information to carry out their work.

Review Committees. MRC will create one Review Committee to review the responses submitted. A Review Committee may consist of MRC personnel, MRC consumers, consumers’ family members, and/or other non-MRC personnel, including representatives from BIA-MA.

Evaluation Criteria. The Review Committee(s) will evaluate the Response Packages in accordance with the relevant criteria set forth in the Evaluation Tool developed for the RFR. The Evaluation Tool will be posted on COMMBUYS before the Bidder’s Conference, in the “File Attachments” section of the bid.

In addition to the Bidder’s response, a Review Committee may consider any relevant information about the Bidder known to MRC. Any additional information that is considered will be noted by the Review Committee in the Evaluation Tool

Findings and Recommendations to the Commissioner of MRC. The Review Committees rates all the applicable Response Packages and forward its completed Evaluation Tools to the RFR Procurement Management Team (PMT), or designated staff. Upon receipt of the Review Committees’ completed Evaluation Tools, the PMT or designated staff, will compile for each Response the scores and comments of the applicable Review Committees and forward the results and copies of the completed Evaluation Tools to the Commissioner of MRC.

Selection The Commissioner of MRC shall review the completed Evaluation Tools and make decisions regarding award of notices of qualification. The bidders qualified will be placed on a qualified bidder list made available to MRC staff.

Selection Decision and Notification

The decision to select or not select a Contractor is the decision of the Commissioner of MRC. All Bidders that submitted a response to the RFR will be notified in writing of the selection decision and notice will be provided on COMMBUYS.

Pursuant to 801 CMR 21.06(13), no Bidder shall have any press conferences, or make any news releases or announcements concerning its selection or non-selection, prior to MRC’s public release of said information, or prior to the written approval of MRC.

ADA and 504 Compliance

The proposal should provide a straightforward, concise description of the applicant’s capabilities to satisfy the requirements of the RFR.

AUDIT

Applicable Laws: The Vendor/Provider/Bidder/Contractor shall comply with all applicable state laws and regulations including but not limited to the applicable Massachusetts General Laws; the Official Code of Massachusetts Regulations; Code of Massachusetts Regulations (unofficial); 801 CMR 21.00 (Procurement of Commodity and Service Procurements, Including Human and Social Services); 815 CMR 2.00 (Grants and Subsidies); 808 CMR 1.00 (Compliance, Reporting and Auditing for Human And Social Services); AICPA Standards; confidentiality of Department records under G.L. c. 66A; and the Massachusetts Constitution Article XVIII if applicable.

The Vendor/Provider/Bidder/Contractor shall also comply with Federal Anti-Lobbying and Other Federal Requirements such as, but not limited to, 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, the so-called Uniform Guidance.

The providers that MRC contracts with agree to submit Uniform Financial Reports accurately and on a timely basis as required by regulation.

During the term of this Agreement and for a period of six years thereafter, the Massachusetts Rehabilitation Commission, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Provider's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Provider has materially overcharged the Massachusetts Rehabilitation Commission, then the Provider shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

SUPPLIER DIVERSITY LANGUAGE (SDP)

Program Background. Pursuant to Executive Order 565, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

Financial Commitment Requirements. All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

· Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

Eligible Types of Business-to-Business Relationships. Bidders and Contractors may engage SDP Partners as follows:

· Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

Program Flexibility. The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

· SDP Partners are not required to be subcontractors.

· SDP Partners are not required to be Massachusetts-based businesses.

· SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

SDP Plan Form Requirements. All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, or their subsidiaries or affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

· Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

· Not yet certified or recognized by the SDO: Such partners must be certified in eligible categories by a third-party certification body, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, Disability: IN, or the National LGBT Chamber of Commerce (NGLCC), but are not listed in the above-mentioned directories. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification.