AWC-19 RFR October 2024.docx

The Commonwealth of Massachusetts Department of Developmental Services

Address: 1000 Washington Street Suite 410, Boston, MA, 02118

Contact Name: Elizabeth Sandblom

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: Agency With Choice (AWC) - 19

COMMBUYS BID Number: BD-25-1023-1023C-1023L-108360

DDS RFR Document Number: AWC-19

Reposted: October 10, 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.

1.1 Procurement Scope and Description

The Massachusetts Department of Developmental Services (DDS) is reopening the Agency with Choice (AWC) RFR to identify additional qualified providers interested in providing this program across the Commonwealth. Current qualified providers that have a signed contract with the Department to provide AWC do not have to respond to this reposting.

Agency With Choice (AWC) is a model of self-directed service delivery which requires Providers to share employment responsibilities with self-directed program participants (participants) and families. The AWC Provider serves as the employer of record for the employee hired to provide services to the participant, and the participant/family serves as the day-to-day managing employer. The primary responsibilities of the AWC Provider are to facilitate the participant/family’s ability to self-direct their services by assisting in the planning, administration, and ongoing supervision of Individualized Home and Day Supports. Training, supervision and employee evaluations are shared between the Provider and the participant/family. The AWC Provider employs and pays the worker, assumes payroll, withholding, taxes, and workers compensation responsibilities.

The AWC Provider also provides Service Navigation to self-directed participants and families to help them maximize the opportunities and resources available to them through the AWC program and in their local community. The Service Navigator is the primary liaison between the participant/family and DDS in the planning, delivery, and monitoring of AWC services. The Service Navigator assists participants/families to establish the participant’s vision for services and develop and monitor their plan for services. Bidders are expected to have experience with person-centered planning and/or experience providing self-directed services.

AWC participants/families can choose and plan services available through Individualized Home Supports and Individualized Day Supports, and AWC Providers must be qualified and have the capacity to support participants and families in the planning and delivery of both services in a quality manner. Additionally, the AWC Provider must assist in the administration and implementation of Flexible Funding allocations for approved expenses that are related to the delivery of AWC services.

1.2 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, Operational Services Division’s REQUIRED SPECIFICATIONS for POS and Attachment C and any amendments to these documents during the life of this BID.

Providers awarded contracts through this rebid will be deemed Qualified to provide AWC Services. Applications will be reviewed by a Procurement Management Team (PMT) which consists of representatives from the Regional and/or Area Offices who review and score proposals submitted in response to this RFR. All bidders awarded a contract to provide AWC will sign a standard contract form and will be added to the Master Agreement.

Qualified AWC Providers will be engaged for each program component separately. Individualized Day Supports, Individuals Home Supports, and Flexible Funding will be managed through a Standard Contract Form. Contracts will be maximum obligation and paid as cost reimbursement. Service Navigation and the AWC Administration Fee will be managed through a Service Summary Form and paid as a monthly accommodation rate. During the lifetime of this procurement, the Department may revise methods of service engagement.

Qualification of a Bidder under this RFR does not guarantee any minimum purchase of service by the Commonwealth. The list of qualified providers will be posted on COMMBUYS.

1.3 Applicable Procurement Law

Executive Branch Goods and Services Applicable Laws

1.4 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

1.5 Calendar Rule Type:

The Department is reopening AWC- 19 RFR to identify additional qualified providers. Current AWC Providers do not need to respond.

1.6 Acquisition Method: Fee for Service:

Navigation and AWC Administration will be reimbursed according to rates set by the Executive Office of Health and Human Services (EOHHS). These services will be managed through a Service Summary Form.

AWC providers will be reimbursed through a separate cost reimbursement Standard Contract for Individualized Home Supports, Individualized Day Supports and Flexible Funding.

1.7 Use of Procurement by a Single or Multiple Departments:

· Identify additional Eligible Entities by name or type.

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

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: 5 years and 6 months

Final End Date of this Contract: June 30, 2028

1.9 Anticipated Expenditures, Funding or Compensation for Expected Duration:

Estimated Value of Procurement (Including Anticipated Renewal Options and Rebid): $200,000,000

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 but are not limited to: 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 for Human and Social Services, the Master Agreement contract will remain in force for the duration of the procurement. The Department reserves the right to make contract awards for a shorter duration when it is in the best interests of individuals and the Commonwealth.

Check One (“X”):

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.

Notice concerning rates of payment: M.G.L. c 118E An Act Relative to Rates for Human and Social Service programs, provides that the Secretary of Health and Human Services has the sole responsibility for established rates of payment for social service programs purchased by governmental units of EOHHS. Contractors will be reimbursed based on rates established by EOHHS regulation and other applicable rate regulations as may be amended from time to time during the duration of the Contract. During the life of the Contract, rates of payment and reimbursement structures may change.

Commercial Earnings Fees: Refer to 808 CMR 1.00. Compliance, Reporting and Auditing for Human and Social Services, 1.03 (6).

2.0 Specifications

A. INTRODUCTION

DDS is committed to promoting the principles of and providing opportunities for self-determination for eligible individuals. The principles of self-determination and the opportunities these can provide encompass the following: freedom to decide how one wants to live his or her life; authority over an individual budget; and the support to organize resources in ways that are life enhancing and meaningful to the individual. It is expected that these services will be provided responsibly to ensure the wise use of public dollars. Self-determination recognizes the myriad ways individuals, across disability and age, are valued and contributing members of their communities, and confirms the important roles individuals must play in the system of self-directed supports available through DDS.

Self-direction is a service delivery model is available to eligible individuals to assist them in achieving self-determination. Self-direction promotes personal choice and control and enables participants to engage in managing their own services and supports by deciding who provides those services and supports and how they are delivered. Self-direction requires providers to listen and respect the choices and decisions that participants make.

DDS Policy # 2009-1 states, “In a service system that promotes self-determination, individuals, guardians and families can choose to be served by traditional agency providers through arrangements with the Department, can choose to self-direct all aspects of their supports including hiring and managing direct support workers, or can choose any combination of both approaches.” AWC is the service option which utilizes DDS qualified Providers for individuals to self-direct their services.

AWC is a model of self-directed service delivery which requires Providers to share employment responsibilities with participants and families. The AWC Provider serves as the employer of record for the employee hired to provide services to the participant, and the participant/family serves as the day-to-day managing employer. The primary responsibilities of the AWC Provider are to facilitate the participant/family’s ability to self-direct their services by assisting in the planning, administration, and ongoing supervision of Individualized Home and Day Supports. Training, supervision and evaluation are shared between the agency and the participant/family. The agency employs and pays the worker, assumes payroll, withholding, taxes, and workers compensation responsibilities.

Efforts to increase the participation in DDS self-directed service option are reinforced by The Real Lives Law, passed into law on August 6, 2014. Please refer to the DDS Self-Directed Services web site link for detailed information regarding this law.

B. DDS HOME and COMMUNITY-BASED WAIVER – AN OVERVIEW Many participants will be enrolled in one of the DDS Home and Community Based (HCBS) Waiver programs. In order for participants to receive a particular service, they must have an assessed need for this service. Some of the services have specific service limits, which consists of limits on frequency, duration, or amount of funding to be spent. The Department designed the AWC model for participants who want some level of control but who desire assistance with employment-related duties and responsibilities.

C. Agency With Choice AWC Providers partner with a participant/family to assist them in the planning of and oversight of Individualized Home Support and/or Individualized Day Support services. AWC Providers share employer duties with the participant/family; Providers serve as the common law employer of record and the participant/family serves as the day-to-day managing employer. The workers that are hired become employees of the AWC Provider and the AWC Provider agrees to help the participant/family train and supervise the staff. Participants who elect to use the AWC model will have an individual budget determined by the DDS Area Office. Participants/families and AWC Providers will work together to determine how to allocate these individual budget resources based on their assessed needs.

· The AWC Provider agrees to:

· Provide Human Resource functions including:

· Interview and hire workers identified by the participant/family, if the AWC Provider determines the workers meets all the competencies/requirements for the services they will be providing;

· All payroll functions including withholding, filing, and paying all Federal, State, and local income and employment taxes; and

· Cover worker’s compensation and unemployment insurance.

· Provide Service Navigation to support the participant/family in the planning, delivery and monitoring of AWC services, and to serve as a liaison and work in partnership with the local DDS Area Office.

· Assist the participant/family to arrange for and oversee the implementation of Individualized Home Supports and Individualized Day Support services funded by their individual budget, and

· Administer allocations for Flexible Funding, to support the goals in the participant’s ISP and to support implementation of Individualized Home and Individualized Day Support services through AWC.

· The participant/family is the day-to-day managing employer and is responsible for the following:

· The identification and selection of staff/workers;

· The scheduling of hours for the worker and detailing of specific duties and responsibilities, and

· Supervision of the worker, including approving, reporting, and submitting time sheets

· The AWC Provider and the participant/family are jointly responsible for:

· Training: The AWC Provider is responsible for ensuring workers complete DDS mandated trainings and in some situations, may offer or help arrange specialized training needed to support the participant; the participant/family provides information and training on specific service delivery and service expectations, and relevant information about the unique support needs of the participant, such as health, behavioral, safety information, etc.

· Evaluations: The AWC Provider and participants/families share joint responsibility for performance evaluations of workers. Specific approaches and details for completion of the evaluation process should be addressed in the individual service agreement between the AWC Provider and the participant/family.

· Decision to discontinue/terminate services of workers: The decision to no longer have a worker continue to provide direct services to a participant is made by the participant/family. The AWC Provider may choose to retain individual workers to provide services to other adults receiving AWC services or to work in other programs operated by the Provider.

The Department issued the “Agency With Choice Service Implementation Initial Field Guidance” in 2018. Awarded Bidders will be provided a copy of this Guidance document. Over the lifetime of this procurement, this guidance may be revised at the Department’s discretion.

D. Requirements/Expectations:

Providers who are interested in developing an AWC model of service delivery must support the principles of self-determination and be open to engaging participants and families in a partnership to share responsibility in the management of employees. Providers may select the geographical area for which they wish to be qualified to deliver services. They may also limit their availability according to their available capacity subject to the requirement noted in number 3, below.

1. After entering into a contract for AWC services with DDS, AWC Providers must develop written internal procedures relating to the operation of an AWC program. This should encompass the development of an internal quality assurance system with measures to ensure that participants are satisfied with services provided, as well as a written complaint resolution process that is communicated to particpants/families and describes how they will receive, respond to, and resolve complaints, including a process for tracking this information to share with DDS staff as requested. These internal procedures and complaint resolution processes must be submitted to the Area Director and Regional Self-Direction Manager.

2. Prior to service delivery under an AWC contract with DDS, every AWC Provider shall develop and implement a written agreement between each participant/family and the AWC Provider which supports the participant in exercising the self-direction of services. This should define the specific responsibilities of each party as it relates to the joint responsibilities of the participant/family and the AWC Provider.

3. AWC Providers must be willing to accept a minimum of five distinct participants/families in order to participate in this program.

4. By the time service delivery under an AWC contract with DDS commences, AWC Providers must be able to deliver the following array of activities:

a. Offer Information and Guidance to participants and families including:

· Assisting the participant/family in recruiting, interviewing, hiring, supervising, evaluating and scheduling support workers,

· Offering or facilitating trainings for support workers for DDS mandatory training requirements and additional topics as identified to address the specific support needs of the participant.

b. Provide Human Resource services including:

· Confirming that prospective workers meet all staffing requirements specific to Individualized Home Supports and Individualized Day Support services as defined in the Service Definitions included in Section E.

· Facilitating the completion of all necessary background checks including the Federal background check, CORI and DPPC.

· Confirming that prospective workers are eligible to work in the United States.

· Negotiating with participant/family about the rate of pay and associated expenses for employees within the parameters of the floor (minimum wage) and the ceiling, (i.e., the rate for the similar service established by EOHHS). AWC providers may not automatically establish the ceiling as the rate for Individualized Home and Individualized Day Support services.

· Managing fringe benefits for workers and sharing information with participants/families about the benefits made available to workers.

· Facilitating and/or providing any additional requirements as specified by the participant/family to meet their specific support needs.

· Processing payroll and timesheets,

· Withholding income, FICA, and unemployment insurance and making these payments to the appropriate taxing authorities,

· Paying worker’s compensation insurance, and

· Issuing tax forms

d. Provide financial, administrative, and record-keeping services for participants in the AWC program, including:

· Producing ‘consumer-friendly’ financial statements for participants reflecting all expenditures and balances that are provided to the participant/family on a monthly basis;

· Administering Flexible Funding in adherence with the DDS issued guidance and procedures for allowable and disallowable expenditures, reporting, and monitoring requirements;

· Maintaining complete current financial records, copies of all agreements, and supporting documentation for each participant.

5. Maintain regular communication and work collaboratively with applicable DDS Area Offices.

Service Navigation:

AWC Providers are required to provide Service Navigation and have designated staff who perform these responsibilities. The Service Navigator is the primary AWC Program Coordinator. The Navigator’s role is to provide support to the Participant/Family in directing their services in the following ways:

Service Navigation Responsibilities and Expectations:

1. Aid the participant/family in developing a vision for supports, planning for the Individual Support Plan (ISP), facilitating, and supporting the development and writing of requested assessments to establish goals and objectives for the upcoming year, and attending ISP meetings. The ISP is the formal planning process utilized by DDS and it should describe the Participant’s vision and document progress. The Service Navigator has primary responsibility for program coordination related to the ISP and helping the participant match their vision and the services they are developing through AWC.

2. Maintain regular communication with all parties to discuss progress and assist with problem solving. This may include helping arrange assistance in times of emergency/ crisis. Contact will vary according to situation and may be frequent if a participant/family is new to the program. At a minimum, it is expected that there should be direct communication with the participant/family at least monthly, and an in-person meeting quarterly when available. If an in-person meeting is not possible, a virtual meeting can be held.

3. Promote community connections by helping to identify and share contact information for local, generic community resources, and community organizations that may be helpful to the participant/family to address their support needs, including recruitment of potential support workers, and providing opportunities for new experiences and relationships.

4. Promote opportunities for participants/families to network with each other to share experiences and ideas, as well as to connect with other services offered by the AWC Provider that may be relevant and helpful.

5. Play a central role in the development of a written agreement with the participant/family that outlines roles, responsibilities, and expectations between the participant/family and the AWC Provider.

6. Provide assistance in all activities related to the employment process including creating job descriptions, writing advertisements, helping participants/families identify resources and places to recruit workers, participating in interviews of identified applicants, helping facilitate the hiring process, negotiating and establishing rates of pay, and completing performance evaluations. The Navigators work with participants/families to develop more independence with these activities over time based on their capacity.

7. Assist in the planning and implementation of Flexible Funding with the participant/family for allowable goods and services through completion of expenditure plans, prior approval of requests if needed, obtaining receipts and back-up documentation, and compliance with other identified procedures and requirements.

8. Provide education and oversight to participants and families regarding fraud and abuse.

Staff Requirements/Qualifications:

· Service Navigators should have experience working in the Human Services field and/or experience working with families and adults with intellectual and developmental disabilities.

· Service Navigators should have a Bachelor’s Degree or, in the alternative, four years’ experience working in the Human Services field.

· Service Navigators must be knowledgeable about person centered service planning, public benefits, entitlements, and generic resources available in the geographical areas they cover. Person centered planning assists the participant in determining, planning and working toward the development of a participant’s vision with input from the family and other trusted people who know the person well.

· Pursuant to M.G.L. c. 19C, s. 15, employers that provide services to individuals between the ages of 18 to 59 with ID or DD are required to consult the Disabled Persons Protection Commission (DPPC) Registry of Abuse Care Providers prior to hiring prospective employees.

· Pursuant to M.G.L. c. 19B, s. 2: staff are subject to Criminal Offense Records Inquiry (CORI).

· Pursuant to M.G.L. c. 19B, s. 19, staff are subject to fingerprint-based background checks (NBC).

E. Service Options for Participants/Families:

Through AWC participants/families can choose and plan services available through Individualized Home Supports and Individualized Day Supports. AWC Providers must be qualified and have the capacity to support participants/families in the planning and delivery of these services in a quality manner provided by the workers that are jointly hired by the participant/family and the AWC Provider. These service definitions and related qualifications are described below.

Individualized Home Supports (Activity Code: 6703) Individualized Home Supports is a one-to-one staff to individual service. It consists of services and supports in a variety of activities that may be provided regularly, but that are less than 24 hours per day, that are determined necessary to allow an individual to live successfully in the community. This service provides the support and supervision necessary for the individual to establish, live in and maintain on an on-going basis a household of their choosing, in a personal home or the family home, to meet their habilitative needs. These services assist and support the individual and may include teaching and fostering the acquisition, retention or improvement of skills related to personal finance, health, shopping, use of community resources, community safety, and other social and adaptive skills to live in the community. It may include training and education in self-determination, self-advocacy to enable the participant to acquire skills to exercise control and responsibility over the services and supports they receive to become more independent, integrated and productive in their communities. The service includes elements of community habilitation and personal assistance. This service excludes room and board, or the cost of facility upkeep, and maintenance. This service is not provided to individuals living in 24-hour licensed group home settings or placement services. This service may be delivered in a personal home, one’s own home, in a family home, or in the community. The assistance of locating appropriate housing may be included as part of this service. This service may not be provided at the same time as Respite, Group or Individual Supported Employment, CBDS, Individualized Day Supports, or Adult Companion or when other services that include care and supervision are provided.

Staffing Requirements:

If the Provider is providing activities where licensure or certification is necessary, the applicant will have the necessary licensure/certifications. Providers must ensure that workers who are hired meet the minimum qualifications set forth below. Qualified Providers are also responsible for coordinating other supports on behalf of the participant. Providers will also be responsible to ensure that staff have the specific competencies needed to meet the unique support needs of the participant receiving services, as defined in the ISP.

Workers hired by the AWC Provider must possess a High School diploma, GED, or relevant equivalencies or competencies. The Provider will verify the worker’s qualifications through interview(s), two personal or professional references and the following: DPPC registry check, Criminal Offense Records Inquiry (CORI), National Background check, be age 18 years or older, be knowledgeable about what to do in an emergency; be knowledgeable about how to report abuse and neglect, have the ability to communicate effectively in the language and communication style of the participant, maintain confidentiality and privacy of the consumer, respect and accept different values, nationalities, races, religions, cultures and standards of living. Specific competencies needed to meet the support needs of the participant based upon the unique and specialized needs of the participant related to their disability and other characteristics will be delineated in the participant’s ISP.

Individualized Day Supports (Activity Code: 6704) Services and supports provided to individuals tailored to their specific personal goals and outcomes related to the acquisition, improvement, and/or retention of skills and abilities to prepare and support an individual for work and/or community participation and/or meaningful retirement activities and could not do so without this direct support. A qualified family member or relative, support worker, or independent contractor, may provide services. This service originates from the home of the individual and is generally delivered in the community.

Examples:

· Develop and implement an individualized plan for day services and supports;

· Assist in developing and maintaining friendships of choice and skills to use in daily interactions;

· Provide support to explore job interests or retirement options;

· Provide opportunities to participate in community activities, including support to attend and participate in post-secondary or adult education classes;

· Provide support to complete work or business activities including supports for individuals who own their own business;

· Training and support to increase or maintain self-help, socialization, and adaptive skills to participate in own community;

· Develop, maintain or enhance independent functioning skills in the areas of sensory-motor, cognition, personal grooming, hygiene, toileting, etc.

This service is to be provided as a one-to-one staff to individual support. This service is not available to be provided in center/site-based day programs.

Staffing Requirements:

Providers are to ensure workers hired meet the minimum qualifications set forth below. Qualified Providers are also responsible for coordinating other supports on behalf of the participant. Providers will also be responsible to ensure that staff have the specific competencies needed to meet the unique support needs of the participant receiving services, as defined in the ISP.

Workers hired by the AWC With Choice Provider must possess a High School diploma, GED, or relevant equivalencies or competencies. The Provider will verify the worker’s qualifications through interview(s), two personal or professional references and the following: DPPC registry check, Criminal Offense Records Inquiry (CORI), Federal Background check, be age 18 years or older, be knowledgeable about what to do in an emergency; be knowledgeable about how to report abuse and neglect, have the ability to communicate effectively in the language and communication style of the participant, maintain confidentiality and privacy of the consumer, respect and accept different values, nationalities, races, religions, cultures and standards of living. Specific competencies needed to meet the support needs of the participant based upon the unique and specialized needs of the participant related to their disability and other characteristics will be delineated in the Support Plan by the Team.

Independent Contractors:

At the Department’s discretion, participants/families may have the option to engage Independent Contractors (ICs) through the AWC Provider to support distinct aspects of their Individualized Day Support services. ICs will be limited to professionals or consultants who have specific expertise, qualifications and/or licensure, and for services that will occur on an intermittent and time-limited basis. The nature of the business of these professionals or consultants, their qualifications, and their rates for services, makes it difficult for them to be hired directly on the payroll of the AWC provider agency for the delivery of Individualized Day Support services. Use of ICs will need to be included in the participant’s ’s ISP and individual budget for services approved by the Service Coordinator/Area Office. Examples may include a music teacher, a carpenter who may teach woodworking skills, a baker, chef, or a computer or web-design specialist.

Flexible Funding for Self-Directed Services (Activity Code: 6780) Flexible Funding, if included in a participant’s plan of services, is intended to help participants achieve their goals and support implementation of the AWC support services they receive. Flexible Funding is subject to appropriation and availability, and covers allowable expenses incurred in the delivery of Individualized Home Supports and/or Individualized Day Supports, such as mileage, membership or entrance fees, etc. and other allowable expenditures that support the participant in meeting the goals outlined in their plan and for which there is no other funding source. Flexible Funding cannot be used for staffing supports. AWC program staff must build relationships with the participant/family and work with them in planning and monitoring the use of Flexible Funding allocations.

Implementation of Flexible Funding must adhere to the DDS issued guidance and procedures which outlines the categories of Allowable and Disallowable Expenditures, prior approval requirements and procedures, and other reporting and monitoring requirements. It is the responsibility of the AWC Provider to administer Flexible Funding allocations. Participants/families may receive their Flexible Funding allocation in the following ways outlined below.

· Direct payment to a vendor for specific allowable goods and services approved in the participants’ plan of services;

· Reimbursement to the participant/family for expenses incurred for allowable services and/or goods;

· Cash stipends in which funding is given directly to the participant/family for purchase of allowable goods and services and for which receipts are provided;

Every effort should be made to provide these allocations as direct payments to a vendor or as reimbursement to the participant/family for expenses incurred.

3.0 Contract Invoicing

I. Cost Reimbursement Contracts:

· Invoicing will be processed through EIM/ESM. EIM requires that contracted providers submit an invoice, on a monthly basis, for all services provided in the previous month.

· Invoice should be authorized in EIM-ESM no later than the 21st day of the month.

· Unit Rate Services (Service Navigation and AWC Administration) Providers are required to invoice and complete required SDR on a monthly basis for all services provided in the previous month. Invoice should be authorized in EIM-ESM no later than the 21st day of the month.

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

4.0 Estimated Procurement Calendar

The BID opening date (Deadline for Submission of Response) All responses to be submitted electronically Proposals submitted after November 19, 2024, will be evaluated on a quarterly basis. Proposals will be accepted up to December 31, 2027.

November 19, 2024 by 5:00 p.m.

5.0 Required Forms:

Submission through COMMBUYS

1. Response Document

2. Organizational Chart for Contracting Entity

3. Location/Service Regional Checklist*

4. SDP (Supplier Diversity Program) Plan Form for Purchase of Service

*Bidders will be asked to select the initial areas/regions for which they intend to deliver services. This designation does not limit the areas/regions where providers may offer services. Over time, Awardees may expand services qualified to provide to other regions based on staffing, regional need for services, etc. Awardees will not need to re-apply to expand geographic areas for service delivery.

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

Submission of Signed Original Documents to the Department

· If a contract is awarded, electronic versions of the standard contract form and other relevant documents will be emailed to awardees to sign electronically and email to the Department of Developmental Services.

6.0 Instructions for Submission of Responses

Electronic submission of required forms through COMMBUYS. The Department cannot accept paper copies of proposal documents.

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

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes (Responses) must be received by the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable. Per OSD guidance, DDS no longer accepts paper copies of bids. Providers who only submit paper copies or electronic copies on a thumb drive, WILL NOT BE CONSIDERED AS HAVING SUBMITTED A BID.

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.

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.

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.

7.0 Questions:

Question 1: (maximum 2 pages) Describe your organization’s understanding of and commitment to the concept of self-determination and self-directed services? How has this influenced and changed your policies and practices to support and operationalize these principles into practice? Please provide one or two examples in which your agency has worked in partnership with an individual with a disability, (and his/her family if relevant) to self-direct services to actualize his/her vision/goals for a quality life? Please describe any person-centered planning tools your staff have experience using.

Question 2: (maximum 2 pages) Describe your organization’s approaches and practices with participants/families who have chosen to work with your AWC Program, related to both the initial determination of the amount and type of assistance needed to self-direct services, and the planning process for the actual services to be provided. Describe your organization’s capacity to work with participant/families from a variety of linguistic and cultural communities?

Question 3: (maximum 2 pages) Describe how your organization will help the participant/family arrange for supports based on their DDS approved budget. Provide specific examples of your experiences or the approach you will use to develop Individualized Home Supports and Individualized Day Supports. How will your agency work with the participant/family when they, or your organization, determine a change is needed?

Question 4: (maximum 1 page) Describe your organization’s experience with and plan to provide Service Navigation. How do you approach working with participants/families to assess needs, identify a range of resources, and engage in planning and problem solving? Describe the process to develop a service plan, assist with problem resolution, maintain ongoing communications with the participant/family, and assess ongoing progress to achieve objectives identified.

Question 5: (maximum 2 pages) Describe how your organization will work with and support participants and families to hire, train, supervise and evaluate support workers in AWC. How will you promote the capacity of participants and families, if needed, to identify and recruit potential workers? Describe your process for collaborating with participants/families regarding salary and benefit negotiations.

Question 6: (maximum 2 pages- excluding Organizational Chart) Describe your organization’s approach and infra-structure for the development and implementation of AWC services. How will you seek input on satisfaction with services, and provide oversight and management of the AWC program? Please provide an organizational chart which shows AWC program within the organizational structure and the key person who will be responsible for this service. Describe how you will assure comprehensive provision of all services, including Navigation, to individuals and families over your proposed geographic area.

Question 7: (maximum 1 page) Describe your organization’s approach for resolving differences of opinion or conflicts between your organization and the participants and families you support that may occur.

Question 8: (maximum 1 page) Describe how you will support participants/families to network and share opportunities to engage and make connections with each other, with other programs within your organization if appropriate, and with the community in which they live.

Question 9: SDP (Supplier Diversity Program) Plan Form for POS All Bidders are required to make a meaningful financial commitment (“SDP Commitment”) by partnering with one or more SDO-certified or recognized diverse business enterprise or non-profit organization. Refer to Section 10 for updated SDP requirements.

8.0 Scoring

0 points—Fails to Meet Standard or Insufficient Information: There is no description, or the description is materially incomplete or is not relevant to the services to be provided.

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. In cases in which the information provided is not sufficiently complete, additional or clarifying information may be requested.

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 self-direction of services, and experience with provision of the services they seek to provide.

Scores Needed to Qualify:

In order to qualify under this procurement, bidders cannot have received a score of 0 on any question, and must then receive a minimum total of 16 out of 24 possible points for questions 1-8 and submit an acceptable SDP Plan Form for POS. An acceptable SDP Plan Form for POS includes:

· For new POS Providers: at least one proposed SDP Partner and a current-year financial commitment

· For existing POS Providers: at least one SDP Partner, prior-year spending information, and a current year financial commitment. If the Bidder does not have any prior year spending, the Plan must list a current year financial commitment with at least two SDP Partners.

9.0 COMMBUYS Support

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS 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.

10.0 Other Requirements Pertaining to this RFR

Debriefings/Appeals Non-successful bidders may request a debriefing from the purchasing Department within fourteen (14) calendar days of the postmark of the notice of the Department regarding a qualification decision. Debriefings are intended to provide an open, appropriate and meaningful information exchange about the procurement and evaluation process and to help the bidder to understand the results of the process as it applies to their proposal submission only. Non-successful POS bidders aggrieved by the decision of a department must participate in a debriefing as a prerequisite to an administrative appeal. It is important to note that the access to a debriefing is only based on decisions made by the Purchasing Agency relating to a qualification status determination. There is no right to a debriefing based on the decision of an individual service recipient to explore a move to another provider organization.

Administrative Appeals to the Department Bidders that have participated in a debriefing and dispute the award decision may request an appeal of the decision to the Department of Developmental Services (“the Department”). The appeal must be filed within fourteen (14) calendar days of the debriefing meeting. The request must be in writing specifying the basis for the appeal and must be based on one or more of the following grounds set forth by the Operational Services Division (“OSD”):

· The competitive procurement conducted by the Agency failed to comply with applicable regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 et seq. or any successor regulations, the Operational Services Division “Conducting Best Value Procurements, 2018” any subsequently adopted policies issued by OSD and the specifications of the RFR, or

· There was a fundamental unfairness in the procurement process. The allegation of unfairness or bias is one that is easier to allege than prove, consequently, the burden of proof rests with the bidder to provide sufficient and specific evidence in support of its claim.

810 CMR 21.06(16); Operational Services Department, Conducting Best Value Procurements, 2018, 91-92.

Appeals must specify in sufficient detail the basis for the appeal. Sufficient detail requires an identification of an applicable regulation or guideline that was not complied with. or the specified facts that demonstrate that the procurement was unfair. Appeals not based upon the specified grounds above, or those submitted without sufficient detail on the basis for the appeal, shall be denied.

Administrative appeals are not subject to the procedures specified in MGL c. 30A, §§10 and 11. 801 CMR 21.06 (15); Operational Services Department, Conducting Best Value Procurements, 2018, 91-92.

Appeals should be sent to:

Commissioner Department of Developmental Services 1000 Washington Street Boston, MA 02108

A pending appeal shall not prohibit the Department from proceeding with executing the awarding of contracts and contract referrals.

Acceptance/Denial of the Appeal. Within ten (10) business days of the Commissioner’s receipt of an appeal the Commissioner will determine if the appeal meets the requirements set forth by DDS and the Operational Services Division.