DDS-DESE-27 FINAL.pdf

THE COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF DEVELOPMENTAL SERVICES (DDS)

CENTRAL OFFICE

Address: 40 Broad Street, 4th Floor, Boston, MA 02109

Contact Name: Ellen Kilicarslan

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: QUALIFYING LIST FOR DESE/DDS PROGRAM

COMMBUYS BID Number: BD-26-1023-1023C-1023L-124541

DDS RFR Document Number: DESE-27

Date: January 22, 2026

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 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, §10, and to c. 4, §§7 and 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 Multiple Departments

1.7 Expected Duration of Contract

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

2.0 Specifications

2.1 Program Models and Service Levels

2.2 Family Navigation Services

2.3 DESE/DDS Program Responsibilities and Expectations

2.4 Foreign Language and ASL Interpretation and Foreign Language Translation

2.5 Ancillary Goods and Services (Reimbursements and Payments)

3.0 Staffing Requirements

3.1 Minimum Qualifications for Family Navigation

3.2 Minimum Qualifications for ALL In-Home Activities Staff (Skills Trainers), Professional Therapists and Respite Staff:

3.3 Preferred Qualifications for In-Home Activities Staff

3.4 Additional Minimum Qualifications for Therapists

3.5 Additional Minimum Qualifications for Respite Staff

4.0 Performance Requirements and Contract Monitoring

4.1 Documentation and Record Keeping Requirements

5.0 Contract Invoicing

6.0 Questions and Evaluation Criteria

6.1 Questions

6.2 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 seeking to create a Master list of qualified Providers for the DDS/Department of Elementary and Secondary Education (DESE) Program. This program is designed to provide an increased level of support services to families to assist them in providing wrap-around supports to children who have been identified to need services to avoid a more restrictive educational placement, and to support families in their child’s return from a residential school placement.

The intent of the program is to increase family capacity to support their child in the home and community, as well as to provide an individualized plan of support that promotes skill building, independence, and social integration across the spectrum of the child’s home, school and community.

Qualified Providers will work with children/young adults with intellectual and closely related disabilities and their families to direct the use of funding from the Department of Elementary and Secondary Education (DESE). All DESE/DDS Program providers must provide Family Service Navigation activities.

A list of qualified Providers will be posted on COMMBUYS as well as on such other systems and by such other means as are necessary to properly convey qualification information to eligible individuals and their families, in order that they may make informed service and provider choices.

To submit a response/quote, the Provider must be currently qualified and contracted for at least one DDS service.

Contracts awarded as a result of DESE-19 will terminate effective June 30, 2026. Providers that are currently qualified under DESE-19 and any updates to that RFR must become qualified under DESE-27 to continue service delivery.

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 Teams (PMT) composed of members of the DDS Central, Regional, and Area Offices. This is a rolling enrollment RFR, and bidders may continue to submit proposals up to June 30, 2035. Proposals will be evaluated on a quarterly basis.

All awarded Bidders to provide DESE-27 services will sign a standard contract form and be placed on a Master Agreement List. The Master Agreement contract does not guarantee the awarded Bidder 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 Bidders must receive written authorization from DDS prior to delivering services under this RFR.

1.2 Applicable Procurement Law

Check One (“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

Bidders may submit unsolicited proposals up to June 30, 2035. Proposals submitted after the initial due date will be reviewed and scored on a quarterly basis unless otherwise noted in the RFR/BID.

1.5 Acquisition Method

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

1.6 Use of Procurement by a Single or 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:

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

1.7 Expected Duration of Contract

Anticipated Duration up to: 10 years

Final End Date of this Contract: June 30, 2036

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

Estimated Total Value of Procurement: 10 million per fiscal year

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 as stated in 101 CMR 414.00 Rates for Family Stabilization Services and in 101 CMR 423.00: Rates for Certain In-Home Basic Living Supports 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.

DESE/DDS Program Providers will be reimbursed on a cost reimbursement basis (not to exceed regulated rates and other rates established by EOHHS) for services and supports. Stipends are also reimbursed on a cost reimbursement basis.

Please note the following regarding Rates for Professional Services/Supports and Respite:

• Rates for these services are set by EOHHS

• These are maximum rates, so families are free to negotiate a lower rate as long as it is above the

Federal Minimum Wage Rate and includes tax, fringe, etc.

• Rates for services are set by the State and cannot be exceeded, nor supplanted by families.

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).

2.0 Specifications

The Department has been operating the DESE/DDS Program for more than twenty (20) years, with funding from the DESE. This program has provided eligible families of children and young adults a comprehensive array of individually tailored and flexible services, to both provide supports to families of children and to build capacity in families and children who have been identified as needing additional wrap-around supports to potentially avoid a more restrictive educational placement, and to support families in the return of their child from a residential school placement. The DESE/DDS Program currently provides services to approximately 800 families of children and young adults. It has been a very successful program through the years and has provided essential and responsive supports that have made a significant difference in supporting families to keep their child at home and avoid more costly out-of-home school placements.

2.1 Program Models and Service Levels

The DESE/DDS Program is administered by the DDS with funding from the DESE. Funding for this Program is subject to appropriation. This is a participant-directed program (i.e. a program through which an individual/family can design and direct their own services) and fully adheres to all elements of the DDS Self- Determination Policy (DDS Self Determination Policy | Mass.gov).

This is a closed referral program with an open interest period that runs throughout the month of March annually. This program is available for children/young adults from ages 6 through 21. Individuals must be eligible for DDS services and meet additional specific program eligibility criteria for participation. When accepted into the program and upon funding availability, families are provided with an individual budget allocation to develop a plan of services to meet the specific needs of their child/family in accordance with the https://www.mass.gov/lists/dds-self-determination-policy goals and purpose of the Program. The individual budget is approved by DDS staff. Families can select a provider to deliver the DESE/DDS Program services from any qualified Provider on the master list.

Families may elect full self-direction subject to DDS approval and will be required to use the Fiscal/Employer Agent contracted for by DDS. Family Navigators must use the Fiscal/Employer Agent portal system and are responsible for approving and monitoring expenditures for services and supports.

DESE/DDS Major Service Components There are three major service components to the DESE/DDS Program:

I. Family Navigation II. Services and Supports

III. Ancillary Goods and Services (Reimbursements and Payments)

Providers of services through the DESE/DDS Program must be able to deliver, facilitate or arrange the following array of services available to Program participants, subject to DDS program guidance information.

• Family Service Navigation (This is a Non-Negotiable Requirement; Providers unable to offer Family Service Navigation will not be approved/qualified as a DDS/DESE contractor in either provider model nor in full-self-directed model)

• Skills Training Services

• Professional Services and Supports, including Behavioral Supports and Consultation

• Respite in the Family Home

• Community Integration Supports

• Family Training

The DESE/DDS Program is designed to provide additional supports to children who have been deemed in need of services to prevent a more restrictive educational placement, and to provide an increased level of support services to families to assist them in their child’s return from a residential school placement. The intent of the program is to increase family capacity to support their child in the home and community, as well as to provide an individualized plan of support that promotes skill building, independence, and social integration across the spectrum of the child’s home, school and community.

The DESE/DDS Program provides services and support to individuals with a variety of needs. Many of the participants in the DESE/DDS Program have a diagnosis of autism and often benefit from behavioral based therapeutic interventions to teach skills and address problem behaviors. Other students in the Program benefit from skill-based instruction to help to further develop their life skills both in their home and out into the community. Given this diversity of needs, the DESE/DDS Program created a variety of staffing options so that individual families may choose the types of providers they feel will best meet the needs of their child/young adult. The choice of staffing options is directly tied to the identified goals in the participant’s DESE/DDS Support Plan.

In-Home Activities The DESE/DDS Program requires that all participants receive a minimum of approximately three hours a week of in-home services to promote and foster ongoing individualized skill building. These services may be provided by a variety of Skills Trainers and/or Professional Therapists who design, implement, and report progress on the objectives based on the goals identified in the Support Plan. If there are other situations that impact implementing in-home objectives in this manner, the concern should be raised with the Area Office Children’s Service Coordinator and the Regional DESE/DDS Program Coordinator before finalizing the individual plan and budget for the year. The Skills Trainers and Professional Therapists must coordinate with the other service providers such as those in the student’s school program or insurance-based providers. The services provided by the DESE/DDS Program should not supplant or duplicate those supports. Rather, the expectation is that staff maintain ongoing communication and collaboration to establish relevant goals and make individualized adjustments to the support plan as necessary to accommodate changing needs and/or the acquisition of skills.

Community Participation In addition to the In-Home service activity, as part of the support plan, families may also have staff take the participant out in the community for the dual purpose of developing additional skills identified in the Support Plan as well as enhancing quality of life. When the Support Plan identifies goals in the community, measurable objectives should be developed for this area. The Program provides coverage for mileage for the support personnel including skills trainers and/or therapists who take the participant into the community.

These services can take place before school, after school, in the evening and on weekends. The amount and duration of this service is based on the student’s needs and overall yearly allocation.

Professional Services and Supports The following individuals may provide an array of services which are designed to help the individual and their family create In-Home or community objectives to address the identified goals in the Support Plan.

Professional services include, but are not limited to:

• Senior Level Therapists (MD, PhD)

• In-Home or Community Based Therapists (ex. BA/MA Mental Health Services, ABA, BCBA)

• Speech, Occupational and Physical Therapists

• Skills Trainers

Based on the identified goal area, the family working with the Family Navigator makes decisions about which category of staff can address the need. Staff members differ in their level of training and expertise and that is reflected in the hourly rates established for each individual’s services. Services must be provided by staff with demonstrated skills, experience, educational credentials, and licensure where applicable, depending on the discipline. If a Senior Level Therapist, Speech, Occupational or Physical Therapist is desired, that professional is responsible for developing a written plan with measurable objectives and must provide progress summaries which other skills training staff will help implement. Staff may be employees of the Provider or they may be independent contractors. Providers must be able to arrange and access all types of professional services and supports. Personnel must be matched with the needs of the individual participant based on input from DDS staff guided by the assessment and the support plan.

Whether the following types of personnel are on the Provider’s payroll or are engaged as independent contractors, the negotiated rates of pay (including payroll taxes and fringe benefits) may not exceed the applicable established rates set by the EOHHS for the equivalent service. In cases in which these types of personnel are independent contractors, the total rate of pay may not exceed the applicable established rates and are limited to the actual costs charged by the contractor for the services provided.

Skills Trainers The goal of the skills trainer is to work in the home and community with the participant to help develop, increase, or support the participant’s daily living skills development in the areas of Activities of Daily Living (ADLs) and Independent Activities of Daily Living (IADLs). In the community, the goal of the skills trainer is to accompany the individual in the community to help increase the participant’s community living skills.

Typical examples may include learning to use the library, making a purchase at a store or participating in a group-based activity in a community setting such as a swim or gym program. Skills Trainers, whether providing services In-Home or services in the Community, are typically employed by the Provider.

Respite The Program also offers respite as another support to families. Respite is a service designed to give the parents/guardians of the participant a break from providing care for their participant. Respite may be provided on a weekly basis and/or over the course of a weekend period if the family desires an overnight away from the home. Note: this service is not available to participants in the AFC program.

2.2 Family Navigation Services

Family Navigation from a qualified Provider is included in the participant’s individual plan of services. The amount of service navigation required varies based on a variety of factors; generally, navigation averages 2- 4 hours a month and between 24 - 48 hours per year. Hours of Family Navigation may vary from month to month as long as there is at least one (1) hour per month delivered as one-to-one contact with the parent/guardian. For this to be a billable hour, it is required that, at a minimum, the Family Navigator speak directly with the parent/guardian (either in person or over the phone) to obtain an update on how the DESE/DDS Program is going for the individual participant/family.

Each Family Navigator is responsible for meeting with the family at their home at least twice a year. The Family Navigation Service is the key link to the other program components including service plan development; identifying and arranging services and staff; assisting families with one-time requests;

maintaining on-going communication, monitoring, and problem solving; and assisting families to access and obtain all available benefits. In some instances, DDS may request or require increased home visits to address more intense situations that require additional planning and problem solving.

2.3 DESE/DDS Program Responsibilities and Expectations

Qualified Providers of the DESE/DDS Program must meet the following program requirements:

1. Provide Family Navigation Services to families of children participating in the program. This includes, but is not limited to, the following set of activities:

a. Assist the family with service planning and the development of an annual individual budget for services to meet the support needs of their family in accordance with guidance found in the budget tool and Family Agreement provided annually by DDS.

b. Inform families about their responsibilities for program participation including use of funding in compliance with the IRS regulations related to the categorization and classification of employees.

c. Assist the family to identify and/or arrange supportive services

d. Visit with family and participant at their home, in person, at least twice per year.

e. Maintain communication with the family to provide support, assess progress of the child, assist with problem resolution and be available for crisis management as needed. This contact with the family may occur through home visits, telephone contacts, email communication, attendance at school meetings, etc.

f. Monitor service delivery and expenditures; ensuring weekly or monthly data collection to measure progress on participant’s stated goals and objectives.

g. Maintain regular communication and work collaboratively with DDS staff to provide updates on the participant’s services in the program and to engage in joint problem-solving.

h. Keep current records for participants in the program including, but not limited to, signed DESE/DDS Program Family Requirements and Agreement; workbook that includes the Support Plan, Budget, and Participant Goals all signed as required, and a copy of the student’s current IEP.

i. Complete all reports and other documentation as required by the Program including the participant’s annual budget, budget amendments, quarterly budget summary reports, mid-year and year-end budget reports and progress summaries, and any prior approvals for specific services that are required.

j. Provide support to families who self-direct through the approved Fiscal/Employer Agent, including, but not limited to using the FMS Portal, tracking funds, submission of invoices, approving hours, approving services and supports and monitoring budget.

2. Provide and arrange staff to deliver specific services as specified in a family’s plan of services and budget. This may involve:

a. Recruiting and hiring staff to deliver services such as respite or skills training.

b. Interview and hire potential staff identified by families participating in the Program. In these situations, the staff members will be on the Provider agency’s payroll and the Provider is responsible for payroll taxes, insurance, etc.

c. Ensuring that all staff hired must at least meet the minimum qualifications for the specific services they deliver as outlined in this RFR.

d. Paying rates established by the EOHHS for applicable services and/or negotiating all-inclusive rates with families for similar services at rates no higher than applicable established rates for independent contractors, consultants, etc.

e. Ensuring compliance with all Internal Revenue Service laws for employees and independent contractors.

3. Administer funding to provide families flexibility in the hiring of intermittent staff (such as a neighbor or student to provide respite), and payment of small amounts for incidental expenses as allowed in the Program and in the approved budget.

4. Purchase, payment of and/or reimburse to families for the purchase of goods or services as identified in the individual’s plan of services and budget. This includes the requirement to follow any prior approval processes identified in the DESE/DDS Program Guidance, such as for home and vehicle modifications.

2.4 Foreign Language and ASL Interpretation and Foreign Language Translation Qualified Providers must demonstrate their commitment and capacity to provide universal access for all individuals and their families who are Limited English Proficient (“LEP”) seeking to participate in services, programs, and activities in the DESE/DDS Program. In addition, Providers must demonstrate their commitment and capacity to serve those individuals and their family members, who are deaf, late deafened, and/or hard of hearing.

Accordingly, Providers must submit their plan and capacity to provide translation, interpretation, or other related services to eliminate barriers to participation in the program.

2.5 Ancillary Goods and Services (Reimbursements and Payments) The Program offers flexible funding to enable a family to obtain a variety of ancillary services and goods that meet the needs of the child and support the family in caring for their child at home. This funding is made available in the form of a stipend, reimbursement to the family, or direct payment to a vendor for goods or services. These services are meant to cover other costs that families raising children with developmental disabilities may incur that may or may not be related to the special health care needs of the student.

Qualified Providers for this service must provide funding directly to families either as a stipend, reimbursement for allowable goods and services, or for the direct payment to a vendor for help to cover the cost of certain allowable goods. Larger items and home and vehicle modifications are one-time expenses and are not paid from the individual’s budget.

In limited circumstances, a family may not be able to pay in advance for allowable goods or services, and the DESE/DDS Provider may need to purchase an item(s) and maintain documentation of purchase and delivery to the family. Prior to paying for goods or services on behalf of a family, the DESE/DDS Provider must contact the DESE/DDS Regional Program Coordinator for further assistance and guidance.

The overall funding allowed for ancillary services and goods is currently set at up to 45% of total budget of a participant. Expenses incurred by a Provider will be paid through a cost reimbursement budget, not to exceed regulated rates established by EOHHS. A list of allowable uses for flexible fundings/stipends can be found in the annual budget tool and Family Agreement provided annually by DDS.

3.0 Staffing Requirements

Qualified Providers of this service must ensure that all staff hired, including independent contractors, meet the following minimum qualifications for the specific services they deliver.

3.1 Minimum Qualifications for Family Navigation

• Provider staff should have a Bachelor’s Degree or alternatively have a minimum of three years of experience working in the Human Services field

• Provider staff should be knowledgeable about public benefits, entitlements, and generic resources available in the geographical areas they cover

• Provider staff should have experience working in the Human Services field and/or experience working with families and adults with intellectual disabilities

• Provider staff must have a current valid driver’s license, or state-issued identification card, and must also have a professional license when applicable

3.2 Minimum Qualifications for ALL In-Home Activities Staff (Skills Trainers), Professional Therapists and Respite Staff:

• Satisfactory personal interview(s)

• Two satisfactory personal or professional references

• Criminal Records Inquiry (CORI) and National Background Check (NBC)

• DPPC Registry Check for services provided to persons 18 and older

• Possess a valid driver’s license or state issued identification card

• 18 years or older

• Direct experience working with children ages 6-22

3.3 Preferred Qualifications for In-Home Activities Staff

In-Home Activities Staff (Tier 1 Skills Trainers):

• High School Diploma or GED

• Training in Positive Behavioral Supports or a Registered Behavior Technician (RBT)

In-Home Activities Staff (Tier 2 Skills Trainers):

• Qualifications of Tier 1

• Bachelor’s Degree

• Minimum of two years working with children or young adults with disabilities

3.4 Additional Minimum Qualifications for Therapists

Bachelor’s Level Therapists

• Bachelor’s Degree in Psychology, Education, Social Sciences or related field

• Applicable Massachusetts Professional Licensure

• Education in Child Development, Learning Theory, Behavioral Therapy, or a related field that includes experience in a range of comprehensive interventions for children

• Two (2) years of experience in a lead role in designing and implementing behaviorally based therapies for children

• Experience using data-based decision making and in data collection and analysis

Master’s Level Therapists

• Master’s Degree in Psychology, Education, Social Sciences or related field

• Applicable Massachusetts Professional Licensure

• Training in Positive Behavioral Supports

• Education in Child Development, Learning Theory, Behavioral Therapy, or a related field that includes experience in a range of comprehensive interventions for children

• Three (3) years of experience in a lead role in designing and implementing behaviorally based

Senior Level Therapists

• Doctoral Degree in Psychology, Medicine, Education or related field

• Applicable Massachusetts Professional Licensure

• Training in Positive Behavioral Supports

• Education in Child Development, Learning Theory, Behavioral Therapy, or a related field that includes experience in a range of comprehensive interventions for children

• At least 2 years of experience in a lead role in designing and implementing behaviorally based

3.5 Additional Minimum Qualifications for Respite Staff

• High school Diploma, GED, or equivalencies or related competencies

• Ability to communicate in the language and style of the individual

• Knowledgeable in emergency and safety protocols

• Knowledgeable about how to report abuse and neglect

• Ability to maintain confidentiality and privacy

• History of working with children

4.0 Performance Requirements and Contract Monitoring

Providers are required to provide updates to DDS as requested, participate in periodic utilization reviews, and submit reports as requested. In particular, Providers of this service must participate in quarterly budget review and submit semi-annual and annual budget review, and progress summaries.

Providers will be expected to provide DDS data related to outcomes, metrics, progress measures, staff salaries and FTEs, and other information upon request.

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 and 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

• 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. Awarded Bidders 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 awarded Bidder or otherwise do not need to maintain access to EIM.

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

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

Unit Rate Services (Family Navigation) – 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.

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.

6.0 Questions and Evaluation Criteria

Bidders 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.

6.1 Questions

Part I:

1. Serving Limited English Proficient and Deaf, Late Deafened and/or Hard of Hearing Individuals (maximum one (1) page) Please describe your organization’s experience with providing access to services for individuals and their families for whom English is not their primary language or those who are deaf, late deafened, and hard of hearing. Please provide specifics – what languages are available within your organization. Which agency(ies) does your organization use to assist with the provision of interpretation and/or translation for foreign language and ASL interpretation. How do you plan to deliver these services?

Part II:

2. Mission, Vision and Experience (maximum one (1) page)

Briefly explain how the DESE/DDS Program you seek to be qualified to deliver relates to your organization’s mission and vision. What are the core values that guide your organization’s work?

Describe your organization’s experience related to this service, and/or similar services for children/ young adults and families, giving specific information about number of individuals and families who have received services.

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

3. Service Delivery Approaches (maximum two (2) pages)

A. How does your organization understand and implement its commitment to support individuals/families to engage in self-determination?

B. Describe how you partner with individuals and families and support them to develop an individualized plan of services that is responsive to their vision, goals, preferences and needs?

C. Describe how you would implement “wrap-around” supports for families and collaborate with schools, other service providers, DDS staff, etc.

D. Describe how you would assist families to generalize strategies and new learning across multiple settings including the home, community, school, etc.

4. Supervision and Quality of Services (maximum two (2) pages) A. Please describe your organization’s approach to recruiting, hiring, training, and supervising staff who are delivering services in home and community settings to families/individuals.

B. In-home staff will be working in settings not managed by your agency. Describe how you would solicit both formal and informal opinions/feedback about performance of the employees from the family/individual.

C. Describe the process for resolving differences of opinion or conflicts between your organization and the individual/family about a specific employee providing support to them.

D. Describe your approaches for determining the family’s satisfaction with services your organization provides.

5. Provision of Family Navigation Services (maximum two (2) pages) A. Please describe your agency’s experience with and plan to provide Family Navigation Services, including but not limited to assisting in the development of the service plan; identifying and arranging services and staff: assisting families with one-time requests: maintaining on-going communication, monitoring, and adjustments; and assisting families in accessing and obtaining all available possible supports, services and benefits. How will you resolve problems that arise?

B. Describe how your agency will maintain communication with the family to provide support, develop and implement a service plan, assess ongoing progress of the child, assist with problem resolution and be available for crisis management as needed?

C. How will your agency monitor service delivery and expenditures?

D. Describe how your agency proposes to maintain regular communication and work collaboratively with DDS staff to provide updates on the participant’s progress in the program, to relay concerns (i.e., family crisis, change in status, DCF/DYS involvement; excessive absences from school, etc.)

and to engage in joint problem-solving?

Supplier Diversity Plan Form for POS (SDP Form Submission Requirement) All Bidders are required to make a meaningful financial commitment (“SDP Commitment”) by partnering with one or more Supplier Diversity Program (SDO) certified or recognized diverse business enterprise or non-profit organization. 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, Bidders 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.

6.2 Evaluation Criteria

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

No proposal can be accepted as “qualified” without meeting the standards for every required response item. That is, in order to be qualified, a Bidder must receive a score of 1 point for each required question. In addition, the Bidder’s Supplier Diversity Plan must receive a score of 1 for the entire proposal to be deemed acceptable. In cases in which a Bidder’s response or SDP plan scores 0 points, the Bidder 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.

To qualify under this procurement, Providers must meet the minimum standard (receiving a rating of 1 point) for Section 1 (Question 1). Providers who do not meet this standard will not be scored for Section II (Questions 2- 5).

Rating Scale

0 points: Fails to Meet Standard or Insufficient Information: There is no description, or the description is materially incomplete and must be completed before the provider can be qualified to provide the requested service. In cases where the information provided is not sufficiently complete or relevant to the procurement, additional or clarifying information may be requested.

1 point: Meets Standard: The information provided addresses all elements of the question posed fully and completely. The responses reflect an 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.

7.0 Estimated Procurement Calendar

Event Date

RFR Release Date January 22, 2026

Bidder Conference

There will be no Bidders’ Conference.

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

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

January 29, 2026 by 5 PM EST

BID Opening Date/Deadline for Electronic Submissions All responses must be submitted electronically using the online submission

March 6, 2026 by 5 PM EST tools available to Vendors registered in

COMMBUYS.

Contract Start Date July 1, 2026

8.0 Required Forms

Check if applicable (“X”)

Form/Document Notes/Instructions

Cover Page & Response Document Include with Electronic Submission

Organizational Chart for Contracting Entity

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 Bidder must submit electronic versions of these forms to the email address noted on the cover page of this BID.

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

• EFT Form

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

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this, the submitter attests that they are an agent of the Bidder with authority to sign on the Bidder’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 Bidders registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click to the Commonwealth must on the “Register” link on the front page.

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

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

DDS requires that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder and the RFR 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 Bidder’s responsibility to check COMMBUYS for any amendments, addenda, or modifications to this Bid. DDS and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than

COMMBUYS.

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

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

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