CoachNav-26 RFR FINAL Spec~2.pdf

THE COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF DEVELOPMENTAL SERVICES (DDS)

CENTRAL OFFICE

Address: 1000 Washington Street Suite 410 Boston, MA 02108

Contact Name: Christopher Peltier

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: Pre-Engagement/Coaching and College Navigation

Services COMMBUYS BID Number: BD-25-1023-1023C-1023L-113734

DDS RFR Document Number: CoachNav-26

Date: March 12, 2025

It is the responsibility of the prospective Provider and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Provider’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 Provider’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Provider’s/awarded Contractor’s computer, network, internet service provider or anything else cause email communications sent to/from the prospective Provider/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 Providers are advised to allow adequate time for submission of their quotes by considering potential online impediments such as Internet traffic, Internet connection speed, file size, and file volume. DDS is not responsible for delays encountered by Providers or their agents, or for a Provider’s local hardware failures, computer, network, or any other failures 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.

To be awarded a contract with the Commonwealth, a contractor must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a contractor will be issued a Vendor Customer Code number or a “VC” number. This VC number is used for all contracts that a contractor has with state agencies. An organization with existing state contracts, or a contractor who has had state contracts with any state agency in the past, has been registered in MMARS and does not need to re-submit paperwork unless existing information in MMARS will need to be updated. Providers that don’t have a Vendor Customer Code or have changes to information or forms currently on file should send an email to:

DDSPOSProcurement@mass.gov

Public Records: All information, documents, and attachments submitted as a response to this RFR are 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.

http://www.commbuys.com/

Contents

1.0 Procurement Scope and Description

1.1 Procurement and Contract Structure

1.2 Applicable Procurement Law

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

1.4 Calendar Rule Type

1.5 Acquisition Method

1.6 Use of Procurement by a Single or by Multiple Departments

1.7 Expected Duration of Contract

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

2.0 Overview of Pre-engagement and Coaching Services

2.1 Pre-engagement Service (activity code 7105)

2.2 Coaching Services (activity code 7100)

2.3 Frequency, Location and Indirect time for Pre-Engagement/ Coaching Services

3.0 Overview of College Navigation Services (activity code 7102)

3.1 Frequency and Location of College Navigation Service

4.0 Performance Requirements and Contract Monitoring for All Services

4.1 Documentation and Record Keeping Requirements

5.0 Contract Invoicing

6.0 Questions and Evaluation Criteria

6.1 Part I Questions: General Organizational Information

6.2 Part II Questions: Pre-engagement/ Coaching

6.3 Part II Questions: College Navigation

6.4 Evaluation Criteria

7.0 Estimated Procurement Calendar

8.0 Required Forms

8.1 Other Forms

8.2 Instructions for Submission of Forms and Questions

8.3 Public Records

8.4 COMMBUYS Support

9.0 Other Requirements Pertaining to this RFR

9.1 Debriefings/Appeals

9.2 Debarment

9.3 Enterprise Invoice / Service Management (EIM/ESM)

9.4 Criminal Offender Record Checks (“CORI”)

9.5 Disabled Persons Protection Commission (“DPPC”) – Registry of Abusive Care Providers

9.6 National Criminal Background Check

9.7 EOHHS Qualification Process

9.8 Privacy and Security

9.9 Virtual Gateway Business Services

10.0 Supplier Diversity Program for Purchase of Service (POS)

1.0 Procurement Scope and Description

The Department of Developmental Services (DDS or the Department) is releasing this Request for Responses (RFR) to identify qualified Providers to deliver one or more of the following three distinct services for DDS-eligible adults with Autism-only: Pre-engagement, Coaching. and College Navigation Services. Providers may choose to qualify for any or for all three services.

Pre-engagement Services are services to assist individuals with severe social isolation or service resistance due to mental health or sensory challenges that impact their ability to engage in their community.

Coaching Services is an individualized one-to-one service between a DDS-eligible individual on the autism spectrum and a qualified professional coach who has both extensive knowledge about individuals with autism and significant expertise in mental health issues. Coaching is a collaborative relationship that supports the individual on a pathway to achieving self-identified goals.

College Navigation Services are services to address the service gap for individuals with autism who are attending college and, although they have the academic skills to succeed, are challenged with lack of executive functioning skills, social skills, and/or anxiety that prevents them from successfully navigating and engaging in campus life experience. College Navigation services should be primarily be on-site with the individual in the college setting, and virtual only when circumstances warrant (such as, but limited to fully on-line college program).

The goal of these services is to promote stability, independence and real involvement in community life and the world of work by identifying and working on the barriers the individual is facing. The number of hours of Pre- Engagement, Coaching, or College Navigation services will be determined based on the needs of the individual and their budget for services.

The individuals served through this RFR must be DDS Community Development Disability Supports (CDDS) eligible adults with Autism-only. Anyone receiving this service must live either in their family home or independently and must not be in the custody of any state agency or receive funding to live in a residential placement funded by a state agency.

Individuals will be either:

22 years of age or older 18 to 22 years of age with completed K-12, GED, or postgraduate education.

Rates for Pre-engagement and Coaching Services can be found 101 CMR 414.00 Rates for Family Stabilization Services and represent one hour of master’s or bachelor’s level Behavioral Support Services.

The College Navigation Services rate can be found in 101 CMR 423.00 Rates for Certain In Home Basic Living Supports. Master level clinicians will be reimbursed at Level I. A navigator with a bachelor’s degree will be reimbursed at Levels F, G or H depending on the navigator’s experience and expertise. During the life of the procurement, referenced rates of payment may change.

Contracts awarded as a result of CoachNav-21 will terminate effective June 30, 2025. Providers currently qualified under the CoachNav-21 and any updates to this RFR must become qualified under CoachNav-26 to continue service delivery after June 30, 2025.

1.1 Procurement and Contract Structure

This Request for Response (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 for Human and Social Services, the Operational Services Division (OSD) Required Specifications for Purchase of Service (POS), Attachment C, and any amendments and/or additions to these documents during the life of this BID.

This procurement will result in a Master List of Providers who have been deemed qualified and awarded a contract. Proposals will be reviewed and scored by a Procurement Management Team (PMT). Providers whose response meets the scoring thresholds set forth in Section 6 will be awarded a Master Agreement contract. Providers whose scores are below the scoring threshold will be deemed not qualified.

All Providers above scoring thresholds be required to sign a standard contract form and be placed on a Master Agreement List. A fully executed Master Agreement contract does not guarantee a Provider a specific level of funding. Funding will be managed by the DDS Regional Offices either through a Service Summary Form or other mechanism determined by the Department to track authorized units of service and the rate of service/s.

Awarded Providers must receive written authorization from DDS prior to delivering services under this RFR.

1.2 Applicable Procurement Law

Check Appropriate Box (“X”)

Type of Purchase Applicable Laws

Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801

CMR 21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, §

52; 801 CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17;

815 CMR 2.00

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

Check One (“X”) Single Contractor Multiple Contractors

1.4 Calendar Rule Type

Check One (“X”) Type

Standard Procurement will not be reopened after the Bid Opening Date (Response deadline date).

Open

May be reopened at a time and for a duration deemed necessary by the Department.

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

Rolling

Providers may submit unsolicited proposals. Proposals submitted after the initial due date will be reviewed and scored on a quarterly basis unless otherwise noted in the RFR/BID. Proposals may be submitted until December 31, 2031.

1.5 Acquisition Method

Check One (“X”) Category Cost Reimbursement Unit Rate Other:

1.6 Use of Procurement by a Single or by Multiple Departments

Check One (“X”) Eligible Entities

Limited User Contract – Restricted to Use by Issuing Entity Only.

Limited User Contract – Restricted to Use by Defined Entities Only.

Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

MassAbility for MassAbility individuals with autism

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: seven (7) years

Final End Date of this Contract: June 30, 2032

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

Estimated Total Value of Procurement: $30 million

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 individuals change to the extent that they can no longer be appropriately served under the original terms of this procurement; a Provider is unable to meet licensing or certification standards or other issues or circumstances arise that result in a determination by the Department 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 effect 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, the Department, or the Commonwealth.

Check One (“X”) Contract will have a Maximum Obligation

Rate Contract: Contract will NOT have a Maximum Obligation Amount

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

No Yes To What extent?

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 the Executive Office. Providers will be reimbursed on a unit rate or accommodation rate based on rates established by the Executive Office Health and Human Services and other applicable rate regulations as may be amended from time to time during the duration of the Contract. The rates of payment and reimbursement structures may change during the life of the Contract.

Commercial Earnings Fees (for profit entities): Refer to 808 CMR 1.00. Compliance, Reporting and Auditing for Human and Social Services, 1.03 (6). The commercial earning fee shall be equal to the current surplus revenue retention limit stated in 808 CMR 1.03 (7).

EOHHS Qualification Process: New Providers Providers who have not been actively qualified by an EOHHS agency based on their submission of financial and organizational information must take steps to begin the POS Qualification Process prior to submitting response/quote in COMMBUYS. To receive forms and instructions regarding the POS Qualification Process, new providers should send an email to the following address: DDSPOSProcurement@mass.gov.

2.0 Overview of Pre-engagement and Coaching Services

Pre-Engagement and Coaching services are provided by qualified professional coaches who are master’s level or bachelor’s level staff as defined below with both autism knowledge and mental health skills. All service components must be locally available and meet the cultural, linguistic and ethnic needs of the individuals served. Pre-engagement services target individuals with severe social isolation due to mental illness that impacts their ability to engage in their community, while coaching is a collaborative relationship that supports the individual towards a pathway to achieving self-identified goals.

Not every individual referred will need the Pre-engagement component of this service, nor will everyone who is enrolled in Pre-engagement services transition automatically to Coaching services. Providers will work with DDS to determine which aspect of this service will best serve the individual referred.

Coaches for both Pre-engagement and Coaching services schedule meetings with individuals on a regular basis in the ordinary range of up to three (3) hours per week. More intensive situation needs should be discussed proactively with DDS. Coaches need not be an expert in all aspects of life but must be able to share the “hidden social rules and constructs” with the individual while focusing on the here and now, with an eye to the future. Receipt of Pre-engagement or Coaching services does not replace the need for additional services such as therapy, psychopharmacology or other traditional services, coaching works in concert with these other services. Coaches should be able to identify the need for crisis intervention and be able to facilitate next steps.

Coaches providing direct Pre-engagement or Coaching services must:

• have a master’s degree in psychology (including behavioral psychologist) or a closely related field, or

• be registered as a Licensed Independent Clinical Social Worker by the Board of Registration of Social

Workers, or

• be a Licensed Counselor with at least a master’s degree in counseling or a related field who is licensed by the appropriate Board of Registration and provides counseling services, or

• have a Bachelor’s degree and five (5) years of experience with individuals with serious mental health issues and autism as well as a demonstrated working knowledge and background in developmental disabilities. Bachelor’s level staff must be supervised by staff who meet the qualifications stated in the first three bullets above.

2.1 Pre-engagement Service (activity code 7105)

Pre-engagement is a one-to-one individualized support service for DDS eligible individuals with autism with severe social isolation due to mental health challenges. Individuals referred to the pre-engagement service will require assistance in managing thoughts, mood, or perceptions which impair judgment, behavior, capacity to recognize reality or the ability to meet the ordinary demands of life such as community access and inclusion.

Pre-engagement services are reviewed at three-month intervals and will be renewed based on progress or ended if engagement is not successful.

Pre-engagement Coaches must be able to:

• build person centered non-judgmental relationships

• help individuals to acquire coping skills for anxiety

• increase individual’s interest in social and community activities

• help individual to develop self-advocacy skills

• help individual to develop job readiness skills

• increase individual’s awareness of public safety

• support and communicate during periods of crisis

• collaborate with family, therapists and other service providers

• communicate via text, phone, email and video conferencing and be able to introduce individuals to next level of communication.

2.2 Coaching Services (activity code 7100)

Coaching is an individualized one-to-one service between a DDS eligible individual on the autism spectrum and a qualified professional Coach who has both extensive knowledge about individuals with autism and significant expertise in mental health issues. Coaching, while therapeutic in nature, is not therapy. It is a form of person-centered support which is based on the strength of the relationship between the Coach and the individual. Coaching allows for the development of a supportive, nonjudgmental relationship with the goal of promoting an individual’s independence and real involvement in community life and the world of work by helping the individual to overcome barriers.

The Coach and the individual have an egalitarian relationship in which the individual identifies critical areas and barriers in their life which prevent them from reaching particular goals. The Coach does not identify the goals, the individual does. The Coach takes direction from the individual in determining what is important to the individual, not what others perceive is important for the individual. The Coach then helps the individual identify their strengths and develops a plan of action to capitalize on these positive attributes to overcome barriers.

The process and activities of the coaching experience are to provide practical concrete suggestions and steps to the individual. Coaches do not take on the responsibilities of the individual; they provide concrete assistance and work alongside the individual.

Each coaching relationship differs based on the needs and specific goals of the individual. However, there must be particular focus on:

• Support for the individual’s development of executive functions in daily life and on the job and opportunities for the individual to practice executive skills

• Individual’s acquisition of both hard and soft skills to support employment

• Development of tools and systems by the individual with the assistance of the coach to support independent living and participation in community life

• Individual’s development and maintenance of relationships

• Individual’s development of self-awareness to build on personal strengths and minimize personal challenges.

Coaches must:

• Be able to assist the individual to identify the hidden social curriculum, i.e., interpret neurotypical behavior.

• Help the individual identify a concrete goal, the impediments to achieving that goal, and what solutions the individual could implement to move forward toward the desired outcome by developing a pathway to the goal

• Use collaborative problem solving

• Assist the individual in a variety of areas and help the individual generalize learned skills to other areas of life.

• Be able to communicate via text, phone, email and video conferencing and be able to assist individuals with remote forms of communication

Examples of assistance the coach may offer include but are not limited to:

• Supporting executive function skill development by teaching the individual to create an environment that is predicable, structured and organized,

• Teaching the individual to reduce and manage overstimulation or overload of sensory input,

• Training on organization skills

• Assisting the individual in understanding ambiguous use of language and the use of language in social settings

• Helping the individual increase social awareness and connections as needed and appropriate

• Providing adaptive skills or life-skills training

• Supporting higher education, including assistance with organization, note-taking, use of learning centers

• Providing Self-advocacy (assertiveness) training

• Training in online advocacy and online safety

2.3 Frequency, Location and Indirect time for Pre-Engagement/ Coaching Services The location of pre-engagement/ coaching is situational. DDS recognizes that many pre-engagement relationships may begin via technology, with the goal of transitioning over time to hybrid or in-person interactions.

• Coaching may occur in either the home of the individual, via technology for an agreed upon portion of the appointments each month, or in a convenient community-based location agreed upon between the individual and the coach.

• The location of coaching meetings is based on the preference of the individual served, and providers must have the capacity to change locations upon request.

• Pre-engagement/Coaching is not a fully virtual service The service may be delivered 100% in-person or through a hybrid of in-person and virtual supports, with a minimum of one in-person session per month, based on the requests, preferences, and individual needs of the person served, as determined by the individual and ISP/LP team/Service Coordinator. Any utilization of virtual supports to cover an unforeseen staff vacancy should be short-term and must be communicated to the Area Office; any extension beyond four (4) sessions must be approved by the Area Office.

• Coaches must generally be local and have the capacity to provide all coaching sessions in-person based on request or preference of the individual served. Providers should only accept referrals if they have capacity to provide in-person supports as required. The only scenario in which a fully virtual coach could be considered is as a subject matter expert able to work with a local Coach and the individual to form a consistent three-person team. Communication between the two Coaches in this scenario must be frequent and intentional, and the local Coach is still responsible for the in-person components of the service.

• Provider staff must be available to enter and work in homes of individuals receiving the services and should plan to hold meetings in the home at least twice a year and more often if requested by the individual. There may be exceptions to the in-home requirement, based on potential staff safety concerns, or a documented refusal from the individual to allow people in their home. Both of these potential exceptions must be approved by DDS.

• The service will not exceed 144 hours per year per individual without approval from the Area Office.

Hours of coaching will be determined based on the needs of the individual. The Provider will negotiate directly with the individual about the frequency of the coaching activity and its location. During the early phases of engagement and the development of rapport, the Coach may use virtual strategies to initiate the process.

• Individuals receiving pre-engagement or coaching services may need indirect hours of service. Indirect hours are support activities that are performed by the Coach on behalf of the individual when not with the individual. Indirect hours cannot exceed 10% the individual’s allocation of hours. Providers are responsible for completing the indirect hours form and submitting the form monthly to DDS.

Indirect hours are hours that staff provide on behalf of the individual and are when staff include but not limited to:

• Communicating with health and mental health resources

• Communicating with family, therapists and area office staff

• Completing paperwork required by the Department

Expected outcomes for individuals served include but are not limited to:

• Connecting to generic/community psychiatry, mental health services

• Demonstrating improved executive functions in daily life and on the job

• Emerging hard and soft skills to support employment

• Collaborating with coach to support independent living skills and community participation

• Developing self-awareness of personal strengths and challenges.

• Having a basic level of comfort/exposure with virtual engagement beyond interaction with coach (for example telehealth providers)

When an individual misses an appointment, Providers can bill indirect time for the portion of the missed session that they use to troubleshoot the miscommunication and reschedule, and for any other case management activity on behalf of the individual performed during that time. Missed appointments for more than three (3) scheduled sessions should be discussed with the Area Office to determine whether coaching is the appropriate service for the individual at this time.

3.0 Overview of College Navigation Services (activity code 7102) College Navigation services are designed for Autism-only DDS-eligible individuals who are enrolled in a post-secondary college program. This service is an individualized one-to-one service between the individual and the Navigator. All Navigators must generally have completed at least a bachelor’s degree, have experience working with adults with Autism and a recent familiarity with the college experience both academic and social, as well as having an understanding of college learning management systems and remote learning. Experience with individuals with mental health challenges is an asset. The provider will ensure that Navigators receive agency supervision from a qualified clinician. The one exception to this BA educational requirement would be if the Provider recruits current upper-class students at the college or University with a combination of the coursework and work/lived experience with Autism and Mental Health listed above in a Navigator role. The Agency would be responsible for any additional training and clinical supervision needed to make these matches successful.

Support services address executive functioning challenges that interfere with academic skills, assist the individual to navigate the college academic, social and residential experience, address any issues with activities of daily living and health and wellness, and explores available support for career planning.

The Navigator is not a tutor but rather supports the individual to access academic success through training, advocacy and communication. This service is designed to be provided primarily on-campus and may be provided to assist the individual with preparing for college after enrollment but prior to the start of the first year.

If appropriate, there may be times when classes are not in session for Navigators to work on carryover of skills related to academic progress.

Examples of types of assistance the Navigator may offer include but are not limited to:

• help to address executive functioning challenges that interfere with academic skills

• assist the individual to navigate social and residential experiences

• connect the individual to available student resources including mental health and academic support

• help the individual navigate campus and access available transportation

• help the individual navigate online learning and communication

Individuals receiving College Navigation services may need indirect hours of service. Indirect hours are support activities that are performed by the Navigator on behalf of the individual when not with the individual. Indirect hours cannot exceed 10% the individual’s allocation of hours. Providers are responsible for completing the indirect hours form and submitting the form monthly to the Area Offices and the Regional Autism Coordinator

Indirect hours are hours that staff provide on behalf of the individual and are when staff include but not limited to:

• researching college experience opportunities specific to the student

• communicating with area office, college staff, health and mental health resources

• completing paperwork required by the Department

3.1 Frequency and Location of College Navigation Service

The location for College Navigation is situational. Navigation may occur in either the home or dormitory of the individual or in a convenient location agreed upon between the individual and the coach. Providers and individuals may agree to incorporate one (1) navigation meeting per month virtually, depending on the preference of the individual served. When an individual is attending college through a fully virtual format, Providers may deliver the service virtually. These services will not exceed 144 hours per individual per year without DDS approval. Hours of navigation will be determined based on the needs of the individual and the individual’s budget for services. The Provider will negotiate directly with the individual about the frequency of the navigation activity and its location. During the early phases of engagement and the development of rapport, the Navigator may use virtual strategies to initiate the process. College Navigation services are restricted to colleges and Universities in Massachusetts and are capped at four years per individual.

4.0 Performance Requirements and Contract Monitoring for All Services Providers are required to provide updates to DDS as requested, participate in periodic utilization reviews, and submit reports as requested. Providers are required to establish goals and document progress of individuals.

This includes ongoing monitoring and maintaining written documentation of individual progress. Providers must also have a process for monitoring and soliciting feedback regarding program satisfaction. Specific reporting requirements will be stipulated in separate guidance to be distributed by the Department.

Providers of human and social services to clients must file their Uniform Financial Statements (UFR) and Independent Auditor’s Report with the OSD on a yearly basis as outlined under Other Requirements.

Providers must also submit a copy of the current Supplier Diversity Plan (SDP) Plan Form for POS that reflects yearly spending with their UFR as a condition of continuing to do business with the Commonwealth.

4.1 Documentation and Record Keeping Requirements

In accordance with requirements established in the Commonwealth Terms and Conditions for Health and Human Services, providers must maintain records, books, files, and other data as required by 808 CMR 1.00 and as specified in this RFR in such detail as shall properly substantiate claims for payment made under this contract. These records shall be maintained by the provider and must be made available to DDS upon request.

DDS defines the requirement to maintain records necessary to substantiate billing as follows:

• Attendance records / logs which are signed and dated and delineate direct from direct units of service

• Brief summaries of the nature of service provided such as progress notes, daily logs, service encounter summaries, or other description of each service encounter

5.0 Contract Invoicing

All invoicing for services provided under this contract shall be conducted through the Enterprise Invoice Management (EIM) system. Providers are required to establish and maintain user accounts within EIM and maintain up-to-date organizational information and appropriately offboard accounts for staff that are no longer employed by the Provider or otherwise do not need to maintain access to EIM.

A Provider may not begin services or incur any obligation in any form until a Standard Contract Form and any supplements thereto has been signed by authorized representatives of DDS and the Provider.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

https://massfinance.state.ma.us/VendorWeb/eftRegisterfrm.asp

Unit Rate Services – Service Delivery Report (SDR) All unit rate contracts will be invoiced utilizing an SDR to report monthly attendance for each individual receiving services. SDR should be authorized in EIM no later than the 21st day of the month following the month when services were delivered.

6.0 Questions and Evaluation Criteria

Providers 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 Evaluation Criteria that appears below. Attachments or appendices not requested and any program descriptions beyond the page limit will not be reviewed.

The response structure for this RFR is in two (2) parts. Part I questions are focused on general organizational information and all Providers must respond to the Part I questions, regardless of the service(s) for which they are seeking qualification. Part II questions are service type specific; Providers need only to respond to the questions relating to the service/s for which they are seeking qualification. Providers are not required to qualify for all three (3) services under this RFR and may submit responses to qualify for one (1). If seeking to qualify for both Pre-engagement and Coaching, Providers need only to submit Part II questions once.

6.1 Part I Questions: General Organizational Information

1.A: Mission and Vision (maximum two (2) pages, plus organizational chart)

• Briefly explain how the services you seek to be qualified to provide relate to your organization’s mission and vision.

• What are the core values that guide your work?

• Describe how you support the principles of self-determination and empowerment.

• If your organization seeks to provide all services, describe how these will be delivered and coordinated in an integrated way to enhance resources and opportunities for individuals.

Attach an organizational chart highlighting where Pre-Coaching/Coaching and/or College Navigation services are situated within your agency.

1.B: Experience (maximum three (3) pages) Document in detail your agency’s background in providing services for individuals with Autism and serious mental health issues, to include:

• Type(s) of service

• Funding source(s) for each type of service

• Number of years providing the service(s)

• Age range and number of individuals served for each service provided

• Outcomes for each service

Providers with contracts with DDS, Department of Mental Health (DMH), and/or MassAbility should detail those services. Providers without DDS, DMH, and/or MassAbility contracts need to fully illustrate their experience and expertise in the intersection of Autism and mental health.

1.C: Administrative (maximum of two (2) pages)

• Describe your agency’s plan for quality assurance for this service.

• How do you define ‘quality’ services and what information do you or would you collect to assess the effectiveness and quality of services provided?

• What are your mechanisms for data collection?

1.D: Diversity (maximum of two (2) pages)

• How does your agency ensure diversity and inclusion in its support services for individuals, considering the unique needs and experiences of individuals with various cultural, ethnic, and socioeconomic backgrounds?

• How do you foster an inclusive workplace that includes staff from diverse backgrounds, including those from neurodiverse backgrounds?

• How will your agency be responsive to the specific cultural and linguistic diversity of the individuals to receive services?

6.2 Part II Questions: Pre-engagement/ Coaching

2A: Staffing Qualifications (maximum of three (3) pages)

• Describe your agency’s ability to identify or recruit staff that fulfill the requirements of this RFR regarding education and experience.

• How does this role fit into your organizational structure?

• Describe the training program that will be implemented for potential coaches and/or fully describe the skill set for existing staff who would support this service.

• Describe the supervision provided to coaches.

• Given the undetermined and variable number of hours that would be accessed through your agency and existing workloads, what is your plan for assigning staff time?

• Does your agency have the capacity to support individuals whose primary language is not English?

Please be specific regarding your experience in this area, and/or your plans to address this need.

2B: Provision of Services (maximum of three (3) pages)

• Provide strategies and a plan as to various approaches to engage with individuals who may have mental health challenges.

• How would you go about aiding an individual in identifying goals and identifying impediments to achieving these goals?

• How would you create a strategy to work toward the goals?

• What strategies would you utilize to interact with families and other involved parties?

• How would you resolve any expressed or implied differences in goals between the individual and these other entities?

• What would be your process for the documentation of a plan, goals and the progress toward meeting goals?

• Describe how your agency will communicate with DDS staff.

2C: Community Relationships (maximum one (1) page) Describe your current or proposed relationships with community organizations and businesses, as well as other affiliations that could foster success and/or enable you or your organization to better address the needs of this population.

6.3 Part II Questions: College Navigation

3A: Staffing Qualifications (maximum three (3) pages)

• Describe your agency’s ability to identify or recruit staff with the education and experience required by this RFR.

• How does this role fit into your organizational structure?

• Describe the training program that will be implemented for potential navigators and/or fully describe the skill set for existing staff that would support this service.

• Describe the supervision provided to navigators

• Given the undetermined and variable number of hours that would be accessed through your agency and existing workloads, what is your plan for assigning staff time?

• Do you have the capacity to support individuals whose primary language is not English? Please be specific regarding your experience in this area, and/or your plans to address this need.

3B: Provision of Services (maximum of three (3) pages)

• Provide strategies and a plan as to various approaches to engage with individuals.

• How would you go about aiding an individual in identifying goals and identifying impediments to achieving these goals?

• How would you create a strategy to work toward the goals?

• What strategies would you utilize to interact with families and other involved parties?

• How would you resolve any expressed or implied differences in goals between the individual and these other entities?

• What would be your process for the documentation of a plan, goals and the progress toward meeting goals?

• Describe how your agency will communicate with DDS staff.

3C: Community Relationships (maximum one (1) page) Describe your current or proposed relationships with local colleges, community organizations and businesses, as well as other affiliations that could contribute to individual success and/or enable you or your organization to better address the needs of this population.

Supplier Diversity Plan Form for POS (SDP Form Submission Requirement) All Providers 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. Providers that don’t have any POS contracts should estimate the funding level they expect to receive through this procurement if a contract is awarded. More information related to this topic can be found in Section 10.0.

To be awarded a contract, Providers must, at a minimum, commit to the following:

• For new providers: at least one proposed SDP Partner and a current-year financial commitment.

• For existing providers: at least one SDP Partner, prior-year spending information, and a current year financial commitment.

6.4 Evaluation Criteria

Procurement Management Team (PMT) members will rate the questions based on the materials submitted.

DDS reserves the right to request clarifications from any bidder for any reason.

No proposal can be accepted as “qualified” without meeting the standards for every required response item. That is, in order to be qualified, a Provider cannot receive a score of zero (0) on any question. In addition, a Provider must receive a minimum total of fourteen (14) points on Questions 1 through 4 and twelve (12) points on questions 4 through 6 for each service bidding to be qualified to provide.

The Provider’s Supplier Diversity Plan must receive a score of two (2) for the entire proposal to be deemed acceptable. In cases in which a Provider’s response or SDP plan scores zero (0) points, the Provider will 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.

Rating Scale Each question will be scored on a scale from zero (0) to six (6):

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.

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

4 points: Acceptable - Information provided addresses all elements of the question 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.

6 points: Exceptional - Information provided addresses all elements of the question fully and completely and, in addition, the response demonstrates that the applicant has an exceptional understanding of and experience with provision of the service seek is to provide.

7.0 Estimated Procurement Calendar

Event Date

RFR Release Date March 12, 2025

Provider Conference Via Zoom

Zoom Link:

https://zoom.us/j/98700268289?pwd=ZAWNLFh VwGGOBjFcSPOChfX1WPk7gF.1

Meeting ID: 987 0026 8289 Passcode: 284102

March 26, 2025 @ 10 am EST

Deadline for Questions All Questions must be submitted to DDSPOSProcurement@mass.gov 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.

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

All Questions with answers will be posted on the COMMBUYS.

March 27, 2025 By 5 pm EST https://zoom.us/j/98700268289?pwd=ZAWNLFhVwGGOBjFcSPOChfX1WPk7gF.1 https://zoom.us/j/98700268289?pwd=ZAWNLFhVwGGOBjFcSPOChfX1WPk7gF.1 mailto:DDSPOSProcurement@mass.gov

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

Proposals received by April 23, 2025, will be evaluated for a July 1, 2025, start date. Proposal submitted after the initial due date will be evaluated on a quarterly basis. Proposals may be submitted until December 31, 2031.

April 23, 2025 By 5 pm EST

Contract Start Date July 1, 2025

8.0 Required Forms

Check if applicable (“X”)

Form/Document Notes/Instructions

Response Document Include with Electronic Submission

Organizational Chart Include with Electronic Submission

Supplier Diversity Plan Form for POS Include with Electronic Submission

Standard Contract Form and Instructions For information purposes only; do not fill out

Contractor Authorized Signatory Listing For information purposes only; do not fill out

8.1 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 Provider 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

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

8.2 Instructions for Submission of Forms and Questions

All responses to be submitted electronically using the online submission tools available to Providers 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.

The Department is processing the standard contract form electronically when possible. Providers 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 Provider or the Provider’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Providers 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 they are an agent of the Provider with authority to sign on the Provider’s behalf, and that they have read and assented to each document’s terms.

To be considered, complete package must be submitted electronically using the online submission tools available to Providers 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 Providers 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 Providers or their agents, or for a Provider’s local hardware failures, computer, network, or any other failures 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 Provider and the RFR document identifier found on page 1.

Amendments to Bid The Department reserves the right to make amendments to the Bid after the initial publication. It is each Provider’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 Providers who submit a quote based on an out-of-date Bid or on information received from a source other than

COMMBUYS.

Alterations Providers 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.

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

Quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Providers retain access to a “read-only” copy of this submission via COMMBUYS, as long as their account remains active.