AT Bidders Conference Power Point.pdf

March 19, 2024

Assistive Technology 2025 Bidders Conference

Slide 2

Welcome and Housekeeping

Please mute yourself

Enter your first and last name and the vendor you represent in the Chat function

Enter all questions in the Chat function

If you have a question after the Conference, you can submit questions until 5:00 pm on March 20, 2025 by:

Email: DDSPOSProcurement@mass.gov

Submit: COMMBUYS

Slide 3

COMMBUYS Update

The following items will be posted to COMMBUYS

Slides presented in the Bidders Conference

Responses to questions posed at the Bidders Conference

Answers to questions submitted by email or COMMBUYS

Slide 4

Agenda

1. Provide an overview of the RFR

2. Process for responding to the RFR

3. Process of evaluation of the submitted responses

4. Provide guidance that vendors may need to respond to the BID/RFR

5. Opportunity for bidders to ask questions about RFR and request clarifications

Slide 5

Award and Payment Structure Multiple awards to qualified Bidders to provide the services outlined in the RFR

Proposals must be uploaded to COMMBUYS by April 16, 2024 by

5 PM

Proposed Contract Start Date: July 1, 2024

Contract Method:

• Cost Reimbursement for Device and Equipment

• Unit Rate for Evaluation and Support (101 CMR 423.00)

Slide 6

Contract Structure

Qualified providers will be awarded a Master Agreement Contract

Master Agreement Contract does not guarantee a provider a specific level of funding

Regional and Area Offices will engage qualified providers as needed

Maximum obligation contracts will be issued by the Regional Offices to cover the cost of approved equipment, devices, and subscription services

Services paid at the unit rate will be managed through a Service Summary Form

Slide 7

Overview of RFR This RFR replaces AssistiveTech-22 and AssistiveTech-24 RFRs.

Contracts awarded these RFRs will terminate effective June 30, 2024.

Providers currently qualified under previous Assistive Tech RFRs must become qualified under this RFR, AssistiveTech-25, in order to continue service delivery.

All current providers that wish to continue to provide AT services as of 7/1/2024 must respond with a qualified proposal by April 16, 2024

This rolling enrollment BID will remain open, and providers can continue to upload proposals, but DDS cannot guarantee a 7/1/2024 contract start date for proposals submitted after April 16th

Slide 8

Overview of RFR

DDS intends to purchase Assistive Technology (AT) services to strengthen the supportive technology services available for individuals living throughout the state.

The services are intended to increase independence 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.

Slide 9

Overview of RFR This RFR expands the definition and requirements of Assistive Technology Evaluation to include:

• The identification of technology already available and assesses whether technology modifications or a new device is appropriate based on demonstrated need.

• Evaluation reports must include whether any technology will be in-kind, insurance billable or paid from contract funds; and type of training required.

• If insurance funding is not available, it must be clearly specified in the evaluation report.

• 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.

Slide 10

Overview of RFR

• The AT consultation and evaluation must not exceed 12 hours per year unless the Area and Regional Directors provide written approval.

• Reimbursement for equipment will not exceed $3,000 unless the Area and Regional Directors provide written approval.

• Non-adaptive equipment should not be included on the request.

• Equipment must meet the need and not exceed; more costly equipment will not be approved unless there is a documented need.

• Bidders should describe in detail their evaluation process that entails a comprehensive approach to explore various deficits/weaknesses to be targeted.

Slide 11

Overview of RFR Assistive Technology Supports and Training

• Bidders must monitor 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.

• Bidders must recalibrate and respond to feedback from individuals or their support team that AT Devices are going unused or are discovered to be inappropriate to the individual.

• This RFR includes maintaining, repairing, replacing, and donating equipment as well as instructing the individual's support team of these procedures. A more comprehensive breakdown of the AT support plan is included in the RFR.

Slide 12

Overview of RFR

Staffing 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.

Successful bidders that are awarded a contract with DDS are subject to Mass. Gen. Laws Chapter 19C, Section 15 and must consult the DPPC Registry of Abuse prior to hiring prospective employees/care providers and must comply with all requirements of the Abuse Registry Law, as applicable.

Slide 13

Responding to the RFR

Proposal Requirements

• Each question has different page number limit for responses

• Font should be12-point font or larger, single-spaced, on

8 ½” x 11” page

• Attachments and documentation specifically requested are not counted towards question page limit

• Attachments not requested and responses that exceed page limits will not be reviewed

Slide 14

Responding to the RFR

All required documents must be uploaded to COMMBUYS.

DDS cannot accept paper submissions.

Do not upload a signed standard contract form or a

Contractor Authorized Signatory form.

If awarded a contact, DDS will use Adobe Sign to complete the Standard Contract Form.

Slide 15

Responding to the RFR

Required Forms

• DDS Provided Cover Page & Response Document

• Organization Chart for Contracting Entity

• Supplier Diversity Plan Form

Other Forms*

• W-9 Form

• Authorization for Electronic Funds Transfer

*submit if not on file or if updated forms differ from those on file with the Office of the State Comptroller

Slide 16

Evaluation of the RFR Evaluation Process

• Questions 1-5: Narrative Questions

• Supplier Diversity Plan

Scoring

• Questions 1-5: scored on a scale from 0 to 3

• Scale for Supplier Diversity Plan Form

Slide 17

Evaluation of the RFR Bidders must receive a minimum score of 2 on all questions, including SDP, and a minimum score of 10 points on questions 1-5

Bidders whose scores are below the scoring threshold will be deemed not qualified and may resubmit

Bidders cannot respond more than twice during the life of this procurement

Emphasis should be placed by bidders to describe their referral management process and how timely completion of both referral processing and evaluation completion will be ensured.

Slide 18

Questions

Thank you

We will now open the Conference to questions that have been submitted through the Chat function.