Assistive Technology RFR Specification - Final.docx

For Internal Discussion Purposes Only

The Commonwealth of Massachusetts Department of Developmental Services (DDS) Central Office

Address: 1000 Washington Street Suite 410 Boston, MA 02118

Contact Name: Timothy Cahill

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: Assistive Technology 2025

COMMBUYS BID Number: BD-24-1023-1023C-1023L-99267

DDS RFR Document Number: AT-25

Date: March 5, 2024

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to www.COMMBUYS.com.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DDS is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Public Records: All information, documents, and attachments submitted as a response to this RFR(RFQ) are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Contents

1.0 Procurement Scope and Description

Through the Technology Forward initiative, the Department of Developmental Services (DDS or the Department) will promote and develop supportive technology as an opportunity for more inclusive and independent lives for people with intellectual and developmental disabilities.

DDS intends to purchase Assistive Technology (AT) services to strengthen the supportive technology services available for individuals living throughout the state. Successful bidders will provide AT services for adults with intellectual disability and developmental disability (ID/DD) who are DDS eligible served throughout the state. This is one of two Requests for Responses (RFRs) DDS issued in 2021 to support its Technology Forward initiative.

The services in this procurement are intended for adults with a diverse array of abilities, gifts, challenges, and support needs. This encompasses DDS eligible adults, including but not limited to individuals with behavioral challenges/support needs, vision loss, mobility needs, and communication challenges.

The purpose of this RFR/BID is for DDS to maintain a list of qualified organizations capable of providing Assistive Technology services to adults with ID/DD (including Autism Spectrum Disorder (“ASD”)). AT services procured under this RFR include assistive technology consultation/evaluation, assistive technology devices/equipment, and assistive technology support.

All service components must be available locally and meet the cultural, linguistic, and ethnic needs of individuals served.

This RFR will replace the AssistiveTech-22 and AssistiveTech-24 RFRs, and any updates to these RFRs, that have been posted on COMMBUYS. Contracts awarded as a result of AssistiveTech-22 and Assistive Tech-24 will terminate effective June 30, 2024. Providers currently qualified under either Assistive Tech RFRs and any updates to these RFRs, must become qualified under AssistiveTech-25 in order to continue service delivery.

1.1 Procurement and Contract Structure

This 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, the Operational Services Division’s Required Specifications and Attachment C, which may be amended during the life of this BID.

Responses will be reviewed by a Procurement Management Team (PMT) which will consist of representatives from the Central, Regional and Area Offices who will review and score proposals submitted in response to this RFR. Bidders whose proposal meets the scoring thresholds set forth in Section 7.0 will be awarded a Master Agreement contract. Bidders whose scores are below the scoring threshold will be deemed not qualified and may resubmit. Bidders may not seek qualification more than three times during the lifetime of this procurement.

Assistive Technology providers will be engaged by the Regional and Area Offices as needed. Contracts issued by the Regional Office to cover the cost of approved equipment, devices, and subscription services will be maximum obligation/cost reimbursement. Services paid at the unit rate outlined below will be managed through a Service Summary Form.

Awarding of a Master Agreement contract under this RFR does not guarantee any minimum purchase of service by the Commonwealth. The list of awarded providers will be posted on COMMBUYS.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

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

Check One (“X”)

1.4 Calendar Rule Type

No responses will be received after the bid open date unless the Department choses to reopen the RFR at a later date.

Proposals submitted after the initial due date will be reviewed and scored on a quarterly basis unless otherwise noted in the RFR/BID.

1.5 Acquisition Method

Assistive Technology providers will be reimbursed on a cost reimbursement basis for device, equipment, and subscription purchases approved and authorized by DDS Area Offices. Evaluation and Support services will be reimbursed at the Level K rate stated in 101 CMR 423.00 In Home Support Services. Rates are reviewed every two years and are subject to change during the life of this RFR/BID.

1.6 Use of Procurement by a Single or Multiple Departments

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract

Anticipated Duration up to: 5 year(s)

Final End Date of this Contract: 6/30/2029

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration Estimated Value of Procurement: $2,000,000 per year, $10,000,000 over the life of the contract

All services in this RFR are subject to appropriation. Should funding levels be adjusted significantly, the Department may seek provider re-affirmation of willingness to continue under modified program requirements.

At any time during the duration of the contract, the Department may conduct reviews of services and may consider taking corrective action, up to and including cessation or termination of all or part of the services covered under the Contract. Reasons for taking corrective action include: the provider has not satisfactorily achieved performance goals; the needs of the consumers change to the extent that they can no longer be appropriately served under the original terms of this procurement; or other issues or circumstances arise that support the conclusion that a significant change in services is in the best interests of the individuals served or the Department. Generally, unless a termination notice has been given pursuant to the Commonwealth Terms and Conditions, the contract will remain in force for the duration of the procurement.

Will Federal Funds be used to fund any part of Contract(s)?

Capital, Trust and Federal Accounts Only:

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

2.0 Overview and Service Description

Through the Technology Forward initiative, DDS will promote and develop supportive technology as an opportunity for more inclusive and independent lives for people with ID/DD.

Definition of Terms

a. The Assistive Technology services definition is consistent with the 21ST Century Assistive Technology Act. The term ‘assistive technology service’ means any service that directly assists an individual with a disability in the selection, acquisition, or use of an assistive technology device.

b. Assistive Technology Evaluation means the evaluation of the assistive technology needs of an individual with a disability, including a functional evaluation of the impact of the provision of appropriate assistive technology devices and services to the individual in the customary environment of the individual.

· The evaluation is completed by a qualified professional.

· This service consists of selecting Assistive Technology Devices/Equipment for an individual.

· The recommendations should address the person’s needs and support the individual to achieve outcomes identified in their Individual Support Plan.

· A written report and clear recommendations on equipment, training, and support needs, follow up and maintenance is a required component of each AT evaluation.

c. Assistive Technology Support is the set-up of assistive technology equipment identified per the AT evaluation, education, and training that aids an individual in the use of assistive technology equipment as well as training for the individual's support network (paid/unpaid) or who are otherwise substantially involved in activities being supported by the assistive technology equipment.

· AT support may include the engineering, designing, fitting, customizing, or otherwise adapting the equipment to meet an individual's specific needs.

· AT support may include, when necessary, coordination with complementary therapies or interventions and adjustments to existing assistive technology to ensure its ongoing effectiveness.

· A written AT support plan is developed for ongoing use, equipment checks/maintenance, and ensuring that there is a procedure for training new staff on how to use technology.

d. Assistive Technology Device (Equipment) is the term that means any item, piece of equipment, or product system, whether acquired commercially, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities.

· Assistive technology equipment may include equipment and subscription services used for the provision of remote support such as motion sensing system, radio frequency identification, and live video/audio feed.

· Internet access can be included only if it is necessary to be dedicated or upgraded for specific equipment/operational needs as recommended in the AT evaluation.

· Assistive technology equipment does not include items otherwise available as Home Modifications and Adaptations as set forth in the DDS Adult Home and Community Based waivers

2.1 Service Delivery Requirements: General

1. All AT providers will be expected to maintain up-to-date knowledge and skills regarding the range of AT devices available and new developments in the field.

2. AT is intended to address an individual’s functional limitations, chronic health condition, or disability in a manner that promotes autonomy and minimizes dependence on paid support staff.

3. AT Evaluations shall take place where the individual plans to utilize the devices and/or at a facility equipped to conduct necessary evaluations.

4. AT evaluation and support should consider all components such as person, activity, and environment, including individuals’ learning style, unique support needs, age appropriateness, and level of endurance for use.

5. AT services shall be provided pursuant to an Individual Support Plan (ISP) that conforms to the requirements 115 CMR 6.20-6.25.

6. All other sources of funds/resources available to the individual must be exhausted before funds may be used for AT Consultation, Equipment, and/or Support. Additionally, if insurance is not accessible for funding, it should be specified in the AT evaluation report.

2.2 Assistive Technology: Evaluation (Activity Code 3289)

Planning for AT and other supports for eligible adults with ID/DD requires a comprehensive and individualized assessment of current goals, skills, past experiences with the use of technologies and other supports, and the individual's predisposition to the use of Assistive Technology. This service should consist of expanding the availability of access to technology, including electronic and information technology, to individuals with disabilities.

The AT Evaluation should include an assessment of the individual’s needs, skills, and goals. This should also include a review of relevant past documents, taking environmental factors into account, working jointly with ISP team members, ensuring the technology suits the individual’s needs and abilities, suggesting outlets for further support, and making the outcome of the assessment clear to the individual and their team. The AT Evaluation includes the identification of technology already available and assesses whether technology modifications or a new device is appropriate based on demonstrated need.

The evaluation should explain potential options, the selection of equipment fitting the individual's needs/goals/capabilities and evaluate the differences between the equipment being considered and past equipment used. The AT Consultation and evaluation will not exceed 12 hours per year unless the Area and Regional Directors provide written approval.

The focus of AT Evaluations should be based on the individual’s goals for greater independence and areas where current limitations are a barrier to meeting their goals. These can encompass the following areas, including but not limited to:

· Organizational/ Executive Functioning evaluations to give options to increase an individual's organization and independence, such as ADA-compliant calendars with voice output and reminders.

· Literacy evaluations to determine the benefit of AT for learning disabilities, such as electronic reader apps or devices.

· Computer/ Technology Access evaluations for individuals with physical, cognitive, and/or emotional barriers that interfere with computer use to enhance their ability to use technology more independently. This assessment should also include an evaluation regarding their needs to use technology for such activities as engaging in a variety of services such as telehealth and virtual service delivery.

· Speech Recognition Technology (speech-to-text) assessment and training.

· Daily Living Aids to enhance independence, such as medication dispensers and fall sensors, to promote health maintenance and other areas of life.

· Cognitive Augmentation to enhance individuals’ skills through the use of augmented or virtual reality modules or other apps.

· Augmentative and Alternative Communication (AAC) systems to enhance individuals’ ability to express themselves.

· Environmental Controls - Technologies that aid in the manipulation and control of the environment such as voice-activated controls, smart home features, appliances, etc.

· Recreation, leisure, and social-emotional support to enhance individuals’ ability to engage in meaningful activities, stay connected with others, and be inclusive in their community.

· Cyber security evaluations including assessing individuals’ ability to safely use internet-connected devices and applications and address support needs in this area.

· Employment-related evaluations to determine technology that would enhance their skill acquisition and independence, such as an electronic task organizer, visual task analysis with playback functions, and job readiness applications.

· Transportation evaluations to assess needs such as public transportation options and applications that allow individuals to navigate more independently.

Written reports of evaluations should include the date of intake and assessment; type of disability and age of the individual referred; limitations imposed by the individual’s disability; goals to be achieved by the provision of assistive technology; type of hardware/software and adaptive devices to be provided; whether any technology will be in-kind, insurance billable or paid from contract funds; and type of training required.

Individuals who had an AT Evaluation within the last 12 months by a qualified professional that reflects current needs can be used to identify the AT equipment/devices (e.g., evaluation conducted as part of the individual’s IEP). The evaluation also can be used to identify technology upgrades and/or new equipment/devices. In such cases, AT Support and Training would still be necessary.

2.3 Service Delivery Requirements: Assistive Technology Device/Equipment (Activity Code 3282) The AT Providers shall be responsible for:

A. A service consisting of purchasing, leasing, or otherwise providing for the acquisition of assistive technology devices by individuals with disabilities.

B. The Acquisition and Delivery of the assistive technology equipment for an individual that is based on the authorized and agreed-upon recommendations identified in the individual’s AT evaluation. Assistive Technology must be authorized by the Service Coordinator as part of the Individual Support Plan. Waiver funding shall only be used for assistive technology that is specifically related to the functional limitation(s) caused by the participant’s disability.

C. The purchase, lease, or other acquisition costs of cell phones, tablets, computers, and ancillary equipment necessary for the operation of the Assistive Technology devices that enable the individual to participate in telehealth, when other funding is not available. Providing AT equipment that is used in conjunction with remote support that is designed so that it may be turned off by the remote support vendor when requested by a person designated in the individual support plan.

D. Ensuring safeguards are in place to ensure that devices at the individual’s location that serve as monitoring devices that remind, direct or alert staff regarding an individual’s health and safety are functional or that an alternative strategy/device is available if not operational (e.g., medication dispenser, heat/ smoke detection sensor that alerts external staff, a sensor for fall detection event of electrical outages).

E. Ensuring all assistive technology is provided per/meets applicable state or local building codes and standards of manufacturing, design, and installation. Assistive Technology must meet the Underwriter's Laboratory and/or Federal Communications Commission requirements where applicable for design, safety, and utility.

F. Assuring the purchase or rental of assistive technology equipment is the least costly alternative that reasonably meets an individual's assessed needs identified in the AT Evaluation subject to DDS guidelines identifying annual limitations for the acquisition costs of Assistive Technology Equipment/Devices. It is anticipated this limit will be $3,000 per year; additional funding must be Requesting required authorization from the regional/area director or designee for additional funding, if appropriate.

G. Documenting that the item purchased is appropriate to the participant's needs. Any Assistive Technology item that is available through insurance must be purchased through insurance.

H. Ensuring the cost of devices or systems purchased will be billed as a cost reimbursement item.

I. Assuring requests for authorization of assistive technology equipment that includes internet service only if the AT Equipment requires dedicated or upgraded internet for specific equipment/operational needs as recommended in the AT assessment and the following conditions are met:

· The ISP team verifies that adequate internet service is not available through other resources.

· Use of the internet service for general utility by members of the household, guests, or provider staff is strictly prohibited.

· The internet service shall be secured by the remote support vendor, when this service is also in place, to ensure the appropriate use of the internet service solely for the function of equipment used for remote support.

Assistive technology equipment shall not include:

A. Items or equipment that are illegal or otherwise prohibited by federal or state statutes or regulations;

B. Items or equipment used solely for entertainment or recreational purposes;

C. Items or equipment used solely for the purpose of general utility;

D. New equipment or repair of previously approved equipment that has been damaged as a result of confirmed misuse, abuse, or negligence;

E. Purchase or rental of a personal computing device such as a desktop, laptop, or tablet that duplicates any similar equipment in the possession of, or service currently used by, the individual.

2.4 Service Delivery Requirements: Assistive Technology Supports and Training (Activity Code 3289) A provider of assistive technology supports, and training shall be responsible for:

A. A service consisting of selecting, designing, fitting, customizing, adapting, applying, maintaining, repairing, replacing, or donating assistive technology devices.

B. Coordinating as necessary with a provider of assistive technology support to ensure the individual and others identified by the individual receiving instruction in the effective use of the assistive technology equipment and maintenance, necessary repairs, and replacement of the assistive technology equipment before the expiration of its useful life for reasons other than misuse or damage by the individual.

C. Instruction or technical assistance for an individual with a disability or, where appropriate, the family members, guardians, advocates, or authorized representatives of such an individual.

a. An AT Support plan needs to be developed for each individual with the following components and for each AT equipment/device used:

1) Name and type of equipment/device (including the model)

2) What is the purpose for use?

3) In what context/environment will it be used?

4) How and when to use the device?

5) From whom and how to request assistance for maintenance or if not working properly?

6) Identify if a protection plan or warranty was purchased, how to use and the expiration date.

7) The entity that is to be notified if the AT equipment/device is no longer addressing the individual’s needs or preferred outcomes.

D. Instruction or technical assistance for professionals (including individuals providing education and rehabilitation services and entities that manufacture or sell assistive technology devices), employers, providers of employment and training services, or other individuals who provide services to, employ, or are otherwise substantially involved in the major life functions of individuals with disabilities; and monitor progress, make note of recommendations, and come to a final solution.

E. Identifying the results, begin the restoration process, if necessary, make possible strategy changes, and continue to work toward the individual's goals.

F. A service consisting of expanding the availability of access to technology, including electronic and information technology, to individuals with disabilities.

The time required for AT Support for an individual, the amount of time to develop the plan and provide training, is anticipated to vary depending on the individual and device/equipment. The AT Support service will not exceed 15 hours per year unless the Area and Regional Directors provide written approval.

2.5 Provider Qualification: Consultation/Evaluation and Supports

· The provider’s evaluator/trainer or leader of the evaluation/training team must be a professional who

a. holds a current and valid Massachusetts license in occupational therapy (OT) or physical therapy (PT) or speech-language pathology (SLP) issued in accordance with 259 CMR 5.00 (PT), 259 CMR 3.00 (OT) or 260 CMR 2.00 (SLP), or

b. is a certified Assistive Technology Professional (ATP) or a certified Rehabilitation Engineering Technologist (RET) and an active member of the Rehabilitation Engineering Society of North America (RESNA), with experience and expertise in evaluating individual needs for AT, exploration of potential AT options, conducting functional assessments in the use of potential AT, and developing support plans for the use of AT.

· Providers must have experience in evaluating the need for, providing Assistive Technology and training on its use, assistive technology repair services, or medical supplies to the public.

· Providers can fulfill this requirement (section 2.5) with employees of the provider or by hiring consultants with licenses/certifications that meet standards identified in this section.

2.6 Documentation & Record Keeping

Documentation of the delivery of service must be maintained and submitted to DDS to substantiate provider reimbursement claims. These records shall be maintained by the provider and must be made available to DDS upon request.

AT documentation includes but is not limited to itemized:

· invoices documenting the items purchased/rented and installed, and monthly service fees.

· rates/expenses associated with device operation, upkeep, and maintenance.

Documentation shall include the date, start, and end times, and number of units of the delivered service for each individual and must align with the prior authorization received for the provision of services.

Required documentation may change or be revised during the life of this RFR.

3.0 Performance Requirements and Contract Monitoring

Consultation/Evaluation and Supports requires:

· A written report with clear recommendations on equipment, training, and support needs that will be provided within 2 weeks following the completion of the evaluation.

· A written report with clear instructional strategies, support needs, and instructions on how to follow up with a provider and maintenance will be provided to the individual and caregivers upon delivery and/or initial training on the equipment.

4.0 Contract Invoicing

Cost Reimbursement (Maximum Obligation) Contracted providers are to submit billings for cost reimbursement and unit rate services through the Enterprise Invoice Management (EIM) for all services/costs incurred in the previous month no later than the 21st day of the month, following service delivery.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see the COMMBUYS Bid Attachment Section for this form.

5.0 Estimated Procurement Calendar

Bidders Conference via Zoom Zoom Link:

https://zoom.us/j/95523347408?pwd=bFVSSjR0ZmFZdDFvK04vLzZpVGRBQT09 Meeting ID: 955 2334 7408 Passcode: 798583 March 19, 2024 at 1:00 pm

Deadline for Questions All Questions must be submitted to DDS Procurement email or through COMMBUYS by the date and time indicated. All Questions with answers will be posted on COMMBUYS. The Department is not bound by any oral comments or representations made by the Contact Person(s) and/or any other Department employee. Telephone calls will NOT be accepted regarding this RFR.

Bidders are prohibited from communicating directly with any employee of the Department except as specified in this RFR.

March 20, 2024 at 5 pm

BID Opening Date/Deadline for Electronic Submissions All responses must be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

April 16, 2024 at 5 pm

6.0 Required Forms

6.1 Other Forms

If the following signed documents are not on file with the Office of the State Comptroller, or there are changes to forms current on file, the bidder must submit electronic versions of these forms to the email address noted on the cover page of this BID.

· Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

· EFT Form

· Commonwealth Terms and Conditions for Human and Social Services

The above noted forms may change or be revised during the life of this procurement. Updated forms will be posted on COMMBUYS.

6.2 Instructions for Submission of Forms and Quotes

Electronic submission of all required forms through COMMBUYS.

Bidders should not submit signed copies of the standard contract form or the contractor authorized signatory listing posted on COMMBUYS with their proposal. These forms are posted for informational purposes only.

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 in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this, 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.

To be considered, complete package must be submitted electronically using the online submission tools available to Bidders registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click to the Commonwealth must on the “Register” link on the front page.

All bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DDS is not responsible for delays encountered by bidders or their agents, or for a bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record

File Format and Naming Conventions Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in a .zip format when saved. Other zip file formats will not be accepted.

DDS requires that all response attachments that are uploaded in COMMBUYS include the company name of the bidder and the RFR number.

6.3 Amendments to BID

The Department reserves the right to make amendments to the Bid after the initial publication. It is each bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DDS and the Commonwealth accept no responsibility and will provide no accommodation to bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

6.4 Alterations

Bidders may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a BID.

6.5 Ownership of Submitted Quotes

The PMT shall be under no obligation to return materials submitted by a bidder in response to this Bid. All materials submitted by bidders become the property of the Commonwealth of Massachusetts and will not be returned to the bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a bidder’s Quote, whether or not the Quote is selected for Contract award.

7.0 Questions and Evaluation Criteria

Any bidder seeking to deliver services under this procurement should directly and clearly address each of the response areas listed below, with particular attention to page limitations. Each item will be scored in keeping with the values and guidance contained in the scoring that appears below. Attachments or appendices not requested and any program descriptions beyond the page limit will not be reviewed.

7.1 Questions

Question 1: Organizational Expertise and Experience (Page Limit: 2)

a) Describe your organization’s areas of expertise, affiliations, or experiences as it relates to assistive technology evaluation, equipment acquisition, and support.

b) Discuss your relevant experience with the ID/DD population, including individuals with ASD population and assisting individuals to obtain and successfully use assistive technology.

c) Discuss your experience in providing AT Technology Evaluations and support. Provide specific examples of programs, numbers of individuals served, geographic service areas, and outcomes achieved.

d) Describe how many community connections, partnerships, and affiliations your organization has developed with other agencies or entities and how those connections have enabled your organization to better address Assistive Technology needs.

e) Describe how your agency uses these relationships to enhance support for Assistive Technology evaluation, needs assessment, set up and adaptations, and training (for individuals served and staff). Provide an example.

Question 2: Design and Implementation of Service Elements (Page Limit: 3) Describe how your agency will design and implement each of the required service elements included in the service description to support individuals.

a) Evaluation: Describe the strategies that are used to determine individuals’ unique skills and needs, trials with equipment to assess appropriateness to enhance their independence and achieving personal goals.

b) Equipment Access:

· Does the organization provide customization services?

· How is AT devices/equipment acquired?

· Describe how support and implementation of AT support plan is developed (including tracking software updates, leases, subscriptions, and maintenance plans).

c) Support:

· Describe how strategies, goals of use, and responsibilities for AT support plan implementation are developed, in coordination with the individual’s ISP team to ensure sustained success with AT or when to seek alternative AT.

· Describe your process for monitoring each individual’s expected outcomes, modifying strategies as necessary, and delivering a support plan that successfully transitions support from AT provider to an individual’s caregiver when the individual has not fully integrated the use of AT device(s) into their everyday life.

· Describe maintenance options and how support is obtained by the individual/provider and/or family.

· Describe how your organization provides training and guidance to individuals around cyber security, safe use of internet connected devices, and consent for use.

· Describe your organization’s plan to ensure compliance with the Health Insurance Portability and Accountability Act (“HIPAA”) of 1996.

Question 3: Organizational Structure (Page Limit: 1 + organization chart) Attach an organizational chart that indicates how the programs you are bidding on will be organized within your agency. Identify each program specifically.

a) Describe how AT services will be organized within your agency.

b) Describe how you will recruit, screen, select and retain qualified staff. The bidder should explain how it will manage staff hiring during the initial service delivery period. Bidders must identify how they will ensure consumer safety when screening and selecting staff; and provide information about the agency’s ability to retain qualified staff.

c) Describe staff capabilities, skills, training and/or program approaches that have resulted in successful service delivery.

d) Describe how you will identify staff training needs and support the continued professional development of all staff including CEU and other professional certification and licensure requirements. Additionally, describe how staff will maintain professional memberships with organizations such as RESNA.

Question 4: Cultural & Linguistic Diversity (Page Limit: 1)

a) Describe how your agency will evaluate and support individuals for whom English is not their primary language, including communication needs such as ASL, Augmentative Communication, etc.

b) Describe how your agency is responsive to the specific cultural and linguistic diversity of the individuals and how it will apply to Assistive Technology services.

Question 5: Quality Assurance (Page Limit: 1)

a) Describe your agency’s approach to quality assurance. What do you view as quality outcomes and how do you measure the quality of services and equipment provided?

b) Describe the quality indicators of an effective assistive technology evaluation and support plan.

c) Describe how you will solicit and use feedback from individuals and families regarding customer service, such as the availability and responsiveness of staff to individual and caregiver questions and support needs.

d) Describe how you will ensure appropriate, safe use of technology and how individuals and families will access ongoing technical support if needed.

e) Describe the agency’s process for follow-up to ensure that the individual is using the equipment and that it continues to meet their needs.

f) Describe your organization’s internal control policies as they relate to the administration of purchasing technology. Specifically, how does your organization ensure that purchases are authorized, allowable, and properly documented?

Supplier Diversity Plan Form: 25% of available points All Bidders are required to make a meaningful financial commitment (“SDP Commitment”) by partnering with one or more Supplier Diversity Program (SDO) certified or recognized diverse business enterprise or non-profit organization. More information can be found below in Section 10.0.

To remain in compliance with Supplier Diversity requirements, the Awardee will be expected to report Supplier Diversity spending as directed by the Department. Purchase of Service (POS) direct care service providers must report annual spending with their yearly Uniform Financial Report. Spending data must at least meet the % stated in a Bidder’s proposal.

All required sections of the form must be completed for any points to be awarded.

7.2 Scoring

Questions 1-5 will be scored on a scale from zero to three:

0 points—Fails to Meet Standard or Insufficient Information: There is no description, or the description is materially incomplete, not relevant to the services to be provided, or fails to meet standards and expectations laid out in this RFR.

1 point—Minimally Acceptable/Incomplete: Information provided addresses some but not all elements of the question posed and/or addresses elements in an incomplete or unclear manner. Information does not fully meet the standards and expectations laid out in this RFR.

2 points—Acceptable: Information provided addresses all elements of the question posed fully and completely. The responses reflect understanding of the expectations for this service model, the needs of the individuals who may be supported through this procurement, and the capacity to arrange and deliver the services to be provided.

3 points—Exceptional: Information provided addresses all elements of the question posed fully and completely and, in addition, the response demonstrates that the applicant has an exceptional understanding of and experience with provision of the services they seek to provide.

Scores Needed to Qualify In order to qualify under this procurement, bidders must receive a minimum score of 2 on all questions and have a minimum total of 10 out of 15 possible points for questions 1-5 in order to be awarded a contract. In cases in which a Bidder’s response or SDP plan scores less than 2 points, the Bidder may be notified that the submitted response is unacceptable and will be given an opportunity to submit an additional or revised response to correct the original submission.

8.0 COMMBUYS Support

The following resources are provided to assist Bidders in submitting Quotes:

· A link to a job aid on Creating a Quote on COMMBUYS

· A link to a job aid on Finding Open and Rolling BIDS While Logged into COMMBUYS

Website: Go to www.mass.gov/osd/commbuys to access Job Aids

Email: Send inquiries to the COMMBUYS Helpdesk at OSDHelpDesk@mass.gov

Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays. Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day. Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

9.0 Other Requirements Pertaining to this RFR

9.1 Enterprise Invoice / Service Management (EIM/ESM)

If EOHHS or DDS directs awarded bidder during the term of this amended contract to access the EIM/ESM service through the Virtual Gateway for the purpose of conducting business with either EOHHS of DDS, awarded bidder agrees to use such services as directed and execute all required Use or Service Agreements required by the Virtual Gateway and to comply with all applicable Virtual Gateway, DDS and EOHHS policies and procedures related to such services, including policies pertaining to data security and protection of confidential information. Awarded bidder further agrees to submit all information as directed by EOHHS of DDS including, but not limited to, invoices, contract, and/or other information to DDS through these web-based applications. Awarded bidder further agrees to take all necessary steps to ensure that it, and its subcontractors or affiliates, complies with these requirements and has access to and utilize all required web-based services in the Virtual Gateway.

9.2 Criminal Offender Record Checks (“CORI”)

Employees of awarded bidders are also subject to regulations requiring Criminal Offender Record Information (“CORI”) checks in accordance with Executive Office of Health and Human Services (“EOHHS”) regulations at 101 CMR 15.00. A Massachusetts CORI check is required for any person employed by EOHHS or an EOHHS-agency or their vendor programs whose position entails the potential for unsupervised contact with individuals receiving services from the Department of Developmental Services. Additional guidance, forms, and information for organizations subject to the CORI regulations at 101 CMR 15.00, including guidance on how to properly process EOHHS mandated CORI checks, is available at: https://www.mass.gov/lists/guidance-and-information-for-organizations-subject-to-the-cori-regulations-at-101-cmr-1500. A copy of the EOHHS CORI regulations at 101 CMR 15.00 may be accessed at: https://www.mass.gov/doc/criminal-offender-record-checks-effective-april-21-2017/download.

9.3 National Criminal Background Check

Employees of awarded bidders maybe subject to national criminal fingerprint based checks in accordance with M.G.L. c. 123B, c.19B, §19 (fingerprint-based checks to be conducted on applicants seeking license for department's client population residential or day care services or for other agency serving department's client population; individuals with the potential for unsupervised contact with persons with intellectual or developmental disability) and 115 CMR 12.00: National Criminal Background Checks. Any associated costs are the responsibility of the awarded Contractor/s. Additional information is available by contacting the DDS National Criminal Background Check Unit at DDS.NationalBackgroundUnit@Mass.Gov

9.4 Disabled Persons Protection Commission (“DPPC”) – Registry of Abusive Care Providers Chapter 19 of the Acts of 2020 – An Act to Protect Persons with Intellectual or Developmental Disabilities from Abuse (Approved February 13, 2020) amended the DPPC’s enabling statute to add a new section at Mass. Gen. Laws Chapter 19C, Section 15 requiring the DPPC to maintain a Registry of the names of care providers against whom the DPPC has made a substantiated finding of registerable abuse (the “Abuse Registry”). Effective July 31, 2021, the law requires employers that provide services or treatment to persons (between the ages of 18 to 59) with intellectual or developmental disability (“ID/DD”) pursuant to: contract or agreement with the Massachusetts Department of Developmental (“DDS”), funding administered by DDS, or a license for residential and day programs for individuals with ID/DD, to consult the Abuse Registry prior to hiring prospective employees to ensure such care providers are not listed on the Abuse Registry. The law prohibits employers from hiring or retaining anyone whose name appears on the Abuse Registry.

Awarded bidders to this RFR that contract with DDS are subject to Mass. Gen. Laws Chapter 19C, Section 15 and must consult the Abuse Registry prior to hiring prospective employees/care providers and must comply with all requirements of the Abuse Registry Law, as applicable. All awarded bidders contracting with DDS are advised to consult the Abuse Registry Law at: https://malegislature.gov/Laws/GeneralLaws/PartI/TitleII/Chapter19C/Section15 and the website of the DPPC at: Disabled Persons Protection Commission | Mass.gov for additional information about their obligation(s) to consult the Abuse Registry and comply with Mass. Gen. Laws Chapter 19C, Section 15.

9.5 Public Records

All information, documents, and attachments submitted as a response to this RFR(RFQ) are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

9.6 Privacy and Security

In performance of its duties under the Contract, awarded bidders shall comply with all obligations set forth in Attachment C, and awarded bidders must comply with M.G.L. c. 66A, M.G.L. c. 93H, M.G.L. c. 123B, §17, 801 CMR 3.00, 201 CMR 17, 115 CMR 4.05,4.06, and 9.19, and the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) Privacy and Security Rules (45 CFR Part 160 and Part 164, Subparts A and E), 42 CFR 431, Subpart F, 42 CFR Part 2, and any other applicable federal or state law or regulation pertaining to the use,…