Adult Long Term Residential Q and A.docx

Adult Long Term Residential -2024

BD-23-1023-1023C-1023L-85261

Questions and Answers March 17, 2023

Question:

By responding to this RFR, and if awarded, is a provider automatically qualified to provide Emergency Residential Services or is an additional narrative required with this submission?

Answer:

There are no additional questions that a provider needs to answer to be qualified to provide Emergency Stabilization Residential Services. Prior to placing individuals needing emergency stabilization services, the Area Office will determine that the provider meets the additional requirements stated in the RFR.

Question:

In the RFR materials, it refers to both the FY’22 Supplier Diversity report that we submitted with our FY’22 Uniform Financial Report and the Supplier Diversity Program Form that was included with the RFR documents on COMMBUYS (which includes FY’23 projected spends). Do they want us to submit both forms, or just the one the latter one? Also, do they want us to include a narrative explanation of our supplier diversity program, or do they just want us to attach the form(s)?

Answer:

Providers should complete and submit the SDP Form for POS that is posted with the BID on COMMBUYS. This form asks a provider for FY23 projected spending. A narrative is not required.

Question:

Is this for existing programs or for new programs to be bid on?

Answer:

Contracts awarded as a result of ALTR-14 terminate on June 30, 2023. All current DDS ALTR providers need to respond to this RFR and be qualified in order to continue to provide residential services after July 1, 2023.

Question:

I don’t see a cover page posted on COMMBUYS.

Answer:

The first page of the response document posted on COMMBUYS is the Cover Page.

Question:

Does a security agreement that grants a lender “a security interest in all assets of the borrower” without specifically identifying ALTR sites violate section 3.8 Collateralization of Sites/Use of Debt Instruments Related to a site?

Answer:

DDS will issue further guidance in FY24 related to this RFR provision.

Question:

What’s the average grant award per organization?

Answer:

These are not grants. Contracts are rate agreements. Funding will depend on how many individuals are referred for ALTR services and number of contracted sites. The average funding is currently $180K per person per year, but the funding range varies based on staffing and intensity needs of individuals in the home.

Question Will the slide deck be available after the meeting?

Answer:

The Bidders Conference power point will be posted to COMMBUYS by cob Friday, March 17 along with Questions and Answers asked at the conference and submitted in writing to DDS and through COMMBUYS.

Question:

Can new providers that are new to the state submit a proposal?

Answer:

Yes, if those entities contract with an agency in another state for residential services, group home or shelter services.

Question:

Since this is a new procurement, will the occupancy contracts be fully updated?

Answer:

No, funding for occupancy costs will continue at current levels. Current providers will be asked to update offset costs. Changes to occupancy costs will be considered as part of the rate review for FY24.

Question:

Bids must be uploaded by 4/18. What is the earliest date to upload?

Answer:

The RFR is currently open for responses and bidders may submit at any time.

Question:

Is the Commonwealth looking to expand ALTR services and number of providers through this RFR process?

Answer:

Yes, DDS is interested in qualifying new ALTR providers and opening new ALTR homes in the Commonwealth.

Question:

Can you defer Q12 at this time but resubmit and qualify at a later date?

Answer:

Yes. Once qualified, a provider can upload a response to Question 12 at a later date.

In the first bullet of Question 6, can you please clarify what comprises or how would you define an "organizational unit?"

Answer:

An organizational unit is a division or department within the agency under a defined organizational structure that supports a particular business function. Within the context of DDS service providers, typical examples of organizational units are departments for residential services, day and employment supports, family supports, or finance/accounting.

Question:

If an agency is already qualified as an assistive technology and remote supports provider, does the agency need to respond to question 12 to provide remote services under this RFR?

Answer:

Providers who are qualified for Assistive Technology or Remote Supports and Monitoring services will still need to respond to question 12 to provide direct supports through remote technology. However, qualification under the ALTR-24 RFR does not impact a provider’s qualification to continue to provide assistive technology and remote supports and monitoring services.

Question:

Will providers need to redo background checks?

Answer:

No, current staff that have already completed background checks do not need to complete them again.

Question:

Is an AFC approved providers qualified/licensed by MassHealth sufficient to be eligible to submit a proposal?

Answer:

Yes. In their response, the provider should note their experience providing AFC for MassHealth.

Question:

Are specialized services such as Enhanced Residential Supports welcome through this RFR?

Answer:

This RFR is to provide Adult Long Term Residential Services. This may include homes that serving individuals with ABI, individuals with complex medical, behavioral and clinical needs, etc. Providers serving these individuals will be expected to meet requirements as outlined in the RFR.

Question:

Do all Special Education Residential Schools have to submit the short-term portion to keep students over 22 awaiting DDS placement even if not applying for long term?

Answer:

Residential Schools that are not seeking full qualification under this RFR will need to seek the limited qualification established in section 8.2 in order to provide services for students over 22 awaiting DDS placement, including any individuals currently receiving services.

Question:

Do providers who are applying for limited qualification for special education residential services have to submit a separate response to qualify for those services or do we simply include the additional forms with our core ALTR response?

Answer:

Special Education Residential Schools that only intend to serve individuals during the transition to a DDS placement should submit the Limited Qualification response document. Special Residential Education programs that intend to contract with DDS for long term placements should complete the Response Document and respond to Question 1-11 and Question 13. Residential Schools submitting a full proposal do not have to submit the Limited Response forms.

Question:

If a fully qualified Special Education School which rate/s will we be paid if we provide short term residential services in our educational residence - our approved OSD educational residential rates or at an ALTR rate?

Answer:

Consistent with DDS current practice, Residential Schools that are maintaining short-term placements will be paid the approved OSD rate for those placements. Schools that maintain long-term placements will be paid the ALTR rates established in 101 CMR 420.

Question:

Has the SDP directory been updated? Is it available to be sorted by Zip Code? Former suppliers are no longer participating in SDP and finding new suppliers are challenging and not often practical.

Answer:

The Supplier Diversity Office publishes an online tool that providers can use to search for Certified Partners. You can also download the directory. Supplier Diversity Office (SDO) | Mass.gov

Question:

Page 20 in the RFR states that providers are not allowed to charge for rep payee services. Does that mean they cannot charge the standard allowable monthly fee established by SSA, or that they cannot bill in addition to that fee?

Answer:

Providers who are acting as representative payee for individuals in their ALTR programs may not charge any fee to the individual for the representative payee service.

Question:

When an individual uses a Rep Payee service is it the expectation for the provider to pay for this service? The person opting into use this service has been responsible for paying in the past.

No. In this case the service is not being provided by the ALTR provider. The individual has decided to use an outside entity to serve as their Representative Payee.

Will providers be required to provide updated staffing patterns/schedules for all the sites for this new procurement?

Answer:

Providers are not required to submit staffing patterns as part of their RFR response. Providers awarded contracts under this RFR may be requested by DDS to submit updated staffing patterns for particular sites, but there is not a blanket requirement to submit them.

Question:

If we are a Supply Diversity Office Certified Company but do not meet all ALTR-24 bid requirements, can we partner with another qualified bidding company to satisfy SDO requirements?

Answer:

Yes. A Certified company is free to reach out to any DDS Qualified ALTR provider.

Question:

If we hold a contract with MRC for homemaking, are we qualified to bid under this RFR?

Answer:

No. You may want to reach out to MRC separately.

Question:

If we hold a contract with ABI, are we qualified to bid under this RFR?

Answer:

Providers who operate ABI/MFP residential services are qualified to bid under this RFR.

Question:

Can a new entity group home apply?

Answer:

Please refer to page 5 in the RFR. Section 1.0 Procurement Scope and Description outlines licensed programs and/or services a provider must be providing with another state agency (includes MA and other states) in order to respond.

Question:

Question #12 responds to the providers ability to support remote monitoring in ALTR programs yet this service has not been approved by DDS. If the provider responds to this question, will they be able to start this service if approved? What will be required for licensing through OQE?

Answer:

Question 12 is the provision of direct staffing support utilizing remote technology. It is not to provide remote supports and monitoring services in a ALTR home. Please refer to 2.9 in the RFR for more information on the type of direct supports that are provided through remote technology that DDS may purchase. Further information regarding the assessment processes, schedule design and licensing requirements will be issued at a later date.

Question:

Regarding the technology aspect of the RFR, will DDS be providing guidance around privacy, HIPAA-compliant software options, and placement of cameras for providers interested in using remote monitoring?

Answer:

The DDS Use of Technology Policy and Guidance provides guidance around the privacy and HIPPA compliance expectations as well as the use of devices that monitor people including cameras. The use of technology to provide supports is not exclusively monitoring and to date there are no cameras used.

Question:

How does the use of remote monitoring affect providers’ contracts with respect to funding for staffing when residences with remote monitoring will require fewer staff?

Answer:

DDS will communicate rate structures as part of policy that will be issued as this service modality is designed and implemented.

Question:

Regarding emergency stabilization services, will add-on funding be provided to cover the increased expense these services present?

Answer:

Emergency Stabilization services are funded using rates established in 101 CMR 420. The rate model appropriate to manage an emergency stabilization site will be negotiated with the Area Office.

Question:

Generally speaking, do providers have to be concerned about shrinkage (or growth) of their currently held ALTR contracts, meaning could we lose or gain residences or territories via this RFR?

Answer:

The purpose of ALTR-24 is to rebid ALTR services as current contracts terminated 6/30/23. There is no intent to shift homes to new providers as a result of this BID.

Question:

On Page 16, under 2.6 of RFQ - Determination of Staffing Plan, it states "ALTR providers are responsible for providing an appropriate level of services and supports for up to 24 hours per day during the hours the individual supported is not receiving day services or is not at school or work, based on the individual's support needs, etc.” Does this mean that we should update our schedules to reflect those who are home now due to not attending day programs even though they have had it in their ISPs to attend. There is no program for them to attend due to other issues that are not in the residential service providers control such as staffing issues and transportation challenges.

Answer:

Determinations of the appropriate site staffing plan and rates will occur between the provider and the DDS Area Office as part of the service engagement process and based on the needs of the particular individuals residing in the site.

Question:

Is a home care agency that is not licensed in MA able to submit a BID.

Answer:

Please refer to page 5 in the RFR for qualification standards a provider must meet in order to respond.

Question:

To expediate the ability of the review committee the response to many of the components of the questions noted in the RFR a number of organizations would like to include the questions. This take up a fifth of a page to a quarter page. As long as the provider material written does not exceed the page limit, visually the answer could finish on a second page. Would this be considered meeting the page limit?

Answer:

Please use the response document posted on COMMBUYS. Only the question header has to be included.

Question:

Regarding Question #6,’ Identify the staff members and their role with oversight of ALTR.’

· Is the request for staff names, or just position titles ?

· Do you want a description of the oversight roles of the staff/positions from Vice President through all titles to Program Directors or more limited ? For additional staff such as Nursing, Quality, etc., should any oversight roles in their realm also be explained Answer:

Position titles and a brief description of the role is sufficient.

Question:

Is there a place in the RFR that lists the required forms to be completed and submitted?

Answer:

Please refer to Section 8.0 Required Forms. The first page of the response document posted on COMMBUYS is the cover page.

Question:

If we already have an EFT on file and nothing has changed, do we need to submit a new EFT form? And if we need to submit a new EFT form, do we check “new enrollment” box?

Answer:

If nothing has changed, a provider should not submit an EFT form.

Question:

Q9, first bullet, you ask for turnover for most recent FY, do we submit organizational turnover or only turnover for ALTR or all DDS contracts turnover (e.g., ALTR, Shared Living, ISS, etc.)?

Answer:

For current ALTR providers, please provide turnover rate for ALTR programs. If you are not an existing ALTR provider, please provide organizational turnover rate.

Question:

If we currently provide ALTR services for DDS, are we able to provide MRC residential services? Or is there a different process for those who are not yet providing MRC residential services but are providing DDS ALTR services?

Answer:

MRC is able to contract separately with any DDS qualified provider. DDS qualified providers should reach out to MRC separately.

Question:

Does a security agreement that grants a lender a security interest in all assets of the borrower, without specifically identifying ALTR sites, violate section 3.8 Collateralization of Sites/Use of Debt Instruments related to a site?

Answer:

The Department intends to issue further guidance and policy documents in FY24. Questions such as this will be addressed in those documents. Feedback from stakeholders will be requested prior to finalizing.

Question:

Regarding section 3.8, bond financing gives provider agencies the ability to finance, with favorable terms and conditions, the purchase of new sites and renovate existing sites. Given the potential financial impact of having refinance arrangements that include ALTR and Non-ATLR sites, will DDS consider exempting pre-existing finance arrangements under existing rules, with all future financing following the new guidance?

Answer:

The Department intends to issue further guidance and policy documents in FY24. Questions such as this will be addressed in those documents. Feedback from stakeholders will be requested prior to finalizing.

Question:

Regarding section 3.9, would any consideration be given to not recouping money if the property was being repurposed to support another EOHHS contract, such as those through DCF, DMH, DPH, etc.

Answer:

The Department intends to issue further guidance and policy documents in FY24. Questions such as this will be addressed in those documents. Feedback from stakeholders will be requested prior to finalizing.

Question:

Regarding section 3.9, will DDS be considering the impact of the following items when considering the policy to recoup DDS contributions to the asset value of a site no longer operating as an ALTR site: depreciation; interest paid on loans; occupancy revenue used for operational expenses, such as utilities; changes in the market value of the site; and property enhancements that were paid for by the provider outside the existing occupancy agreements.

Answer:

The Department intends to issue further guidance and policy documents in FY24. Questions such as this will be addressed in those documents. Feedback from stakeholders will be requested prior to finalizing.

Question:

Is it ok if our org chart is more than one page?

Answer:

Yes

Question:

What are the acceptable font, font size, and margin options?

Times New Roman 12. Please use the response document posted on COMMBUYS. It is formatted for font size and margins.