HSE 2023 RFR _FY2023_5_22_23.docx

THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of Health and Human Services Massachusetts Rehabilitation Commission

600 Washington Street, Boston, Massachusetts

Request for Response (RFR)

Document Title – HOUSING SEARCH ENTITIES JULY 2023

COMMBUYS Bid#: BD-23-1071-MFP-MF00-89001

Agency Document Number: HSE72023

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

Last modified February 6, 2023

Boston, MA 02111

Procurement Questions:

Questions must be posted on COMMBUYS by: 4:00 PM Eastern Standard Time (EST)Wednesday May 24, 2023 .

Responses to the questions received via COMMBUYS will be posted on COMMBUYS no later than 4:00 PM EST Monday May 29, 2023.

COMMBUYS Helpdesk #: 1-888-627-8283 (8am - 5pm ET Monday - Friday)

Awarded bidders will added to the list of qualified providers

ACQUISITION METHOD

MRC will issue Master Agreement contracts to vendors who meet minimum scoring requirements through the RFR. MRC will qualify providers to provide services under the Master Agreement to provide durational eligibility to potentially be used by MRC during the allowable life of the procurement. Qualifying to provide services does not guarantee referrals to services. The acquisition method(s) to acquire goods and/or services from this Solicitation is Fee for Service.

SINGLE OR MULTIPLE CONTRACTS

Massachusetts Rehabilitation Commission is conducting a competitive procurement to solicit a pool of qualified providers to provide the services identified below in this RFR.

SINGLE OR MULTIPLE DEPARTMENT PARTICIPATION

Only Procuring Department May Contract Under RFR

X Option to Allow Other Departments to Contract Under Terms of RFR using separate contracts

ANTICIPATED DURATION OF CONTRACT AND ANY RENEWAL OPTIONS

MRC also reserves the right to amend this contract if needed.

ANTICIPATED EXPENDITURES, FUNDING OR COMPENSATION FOR EXPECTED DURATION

Estimated Total Annual Funds up to $700,000.00

APPLICABLE PROCUREMENT LAW

This Bid is issued under the following law: Executive Branch Goods and Services: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

Table of Contents

PURPOSE OF PROCUREMENT

The Massachusetts Rehabilitation Commission (MRC) is a state agency dedicated to helping individuals with disabilities live and work independently. MRC provides comprehensive services to people with disabilities to maximize their quality of life and social and economic self-sufficiency. MRC employs approximately 800 individuals across three divisions who serve over 128,000 consumers across Massachusetts, providing support that includes vocational counseling, training and employment, job placement, benefits counseling, independent living, assistive technology, home modification, brain injury services, and home care assistance. Services are provided through three divisions: Vocational Rehabilitation (VR), Community Living (CL), and Disability Determination Services (DDS).

MRC’s Home & Community -Based Waiver Programs include the Money Follows the Person (MFP-Demo) Demonstration Grant, the Acquired Brain Injury (ABI) and Moving Forward Plan (MFP) Waivers. MFP-Demo is a federal Medicaid demonstration program designed to support elders and individuals with disabilities ages eighteen and older to successfully transition from institutional facilities and live in their own homes or other community settings. The MFP Demonstration grant and the Home and Community Based Waivers will allow the Commonwealth to offer an expanded array of Medicaid funded community services to MFP participants.

The ABI and MFP Waiver program includes several home and community-based waivers which were designed to transition and support individuals with Acquired Brain Injury and other disabilities from nursing facilities and other long stay hospital settings into community placements. The program supports the choice of eligible individuals to move to the community by providing a wide range of services and supports.

The Massachusetts Rehabilitation Commission (MRC) seeks to create a pool of qualified Housing Search Entities (HSEs) to perform specific housing search tasks ( as outlined beginning on page 9) to assist in finding community-based housing for adults with disabilities and elders served by the Money Follows the Person (MFP-Demo) Demonstration grant, the Acquired Brain Injury (ABI) and Moving Forward Plan (MFP) Home and Community Based Services (HCBS) Waivers, and other MRC state-funded programs.

For the purposes of this procurement, an HSE is a non-profit or for-profit entity or individual that has experience assisting low-income households to secure housing that meets their needs for accessibility and affordability. This procurement will establish a statewide pool of qualified HSE’s, that will provide statewide coverage.

Individuals needing assistance with identifying accessible and affordable housing will be those who are transitioning from nursing facilities, chronic and rehabilitation hospitals, psychiatric hospitals, and intermediate care facilities (ICF) to their own homes or other community-based settings. These individuals will be over eighteen years of age with a broad range of disabilities including physical, intellectual, psychiatric, and neurological impairments.

MRC Case Managers provide statewide transitional support and assistance for individuals enrolled in the MFP Demonstration Grant, and ABI/MFP Waivers. A core responsibility of these Case Managers is contracting with qualified HSEs to perform specific housing search tasks (as outlined beginning on page 9).

It is estimated that as many as 35-50% of MFP DEMO and ABI/MFP Waiver participants seeking to transition to the community will choose to live in “independent” housing in the community with supports provided as needed. Locating affordable, accessible housing is a critical component of assisting these individuals to transition to their preferred independent community option. We anticipate that the majority of these individuals will be very low income and therefore will require subsidized housing or rental assistance to lease in the private market. We also anticipate that many individuals with disabilities will also require accessible housing.

The Massachusetts Rehabilitation Commission (MRC) is responsible for qualifying, by means of this RFR, HSE providers that can be utilized by the Case Managers of MFP Demo and ABI/MFP Waiver participants, and MRC staff.

Definition of Terms

· Massachusetts Rehabilitation Commission or MRC: an agency-level organization within the Executive Office of Health and Human Services secretariat.

· Purchasing Department: shall refer to MRC

· Request for Responses or RFR: shall refer to this RFR document’s procurement specification and referenced documents.

· Services: the activities engaged in by Bidder for fulfilling its obligations under the terms of this RFR, which may or may not result in the creation of a Deliverable.

· Vendor (or Provider or Selected Bidder or Contractor): the Bidders selected and invited to execute a contract or agreement under this RFR.

· Case Manager: An individual employed by the MRC and assigned to the Community Living program, and who works with ABI/MFP Waiver participants and MFP Demonstration enrollees (individuals transitioning from skilled nursing facilities or rehabilitation hospitals). The Case Manager (CM) will make referrals for Housing Search on behalf of their assigned participants.

· Individual Served/Consumer/Participant: Massachusetts residents with disabilities seeking support to live and/or work as independently as possible who are deemed eligible for MRC Services.

· Housing Search Entity: a non-profit or for-profit entity or individual that has experience assisting low-income households to secure housing that meets their needs for accessibility and affordability.

· Money Follows the Person (MFP) Demonstration Grant: a federal Medicaid demonstration program designed to support elders and individuals with disabilities ages eighteen and older to successfully transition from institutional facilities and live in their own homes or other community settings.

· Home and Community Based Services Waivers: a funding mechanism to meet the needs of people who prefer to receive services and supports in their home or community, rather than in an institutional setting.

· ICF: Intermediate Care Facilities

· SNF: Skilled Nursing Facility

DESCRIPTION OF THE PROCUREMENT

With this RFR, the Commonwealth seeks to qualify a pool of HSEs that can provide housing search assistance such that this service is available across the Commonwealth of Massachusetts and that people with disabilities and elders transitioning to the community may select an HSE that meets their needs and preferences.

Successful bidders will have demonstrated experience securing affordable and accessible housing for low-income households including persons with disabilities and/or elders.

Successful bidders will have also demonstrated via narrative response that they possess extensive knowledge of local, state, and federal housing resources and how they can be accessed, including but not limited to:

-Housing Choice Vouchers, including all targeted vouchers -Public Housing: multi-family and elderly/disabled -Privately owned, publicly subsidized housing -Housing Navigator -Local realtors and sources of affordable market rate rental listings -Affordable housing development pipelines

Bidders approved through this RFR will be placed on a list of qualified entities that will be made available to Case Managers responsible for implementation of Demo, ABI/MFP Waivers, and other state-funded programs. Approved bidders are not guaranteed referrals from any funding source.

A Master Agreement contract will only be authorized for the vendors who attain an approved status to provide the services listed above.

All Quotes and related documents submitted in response to this RFR become public records and are subject to the Massachusetts Public Records law, M.G.L. c.66, §10 and M.G.L. c.4, §7, subsection 26. Any statements in submitted Quotes that are inconsistent with these statutes will be disregarded.

All Quote submissions, regardless of whether a contract is awarded to a Bidder, become the property of MRC. MRC will not return to Bidders any Responses or materials they submit in response to the RFR.

Bidders are prohibited from communicating directly with any employee or contractor of the Agencies concerning this RFQ except as specified. No other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFQ, for any purpose.

Vendors responding to this bid in COMMBUYS if awarded will sign a Statement of Work (SOW) at a later date, upon funding availability.

PROGRAM COMPONENTS:

A qualified HSE will assist individuals enrolled in the MFP Demonstration, ABI/MFP Waivers, or other eligible entity with a written agreement with the HSE to pay for housing search by:

· Helping to identify appropriate housing opportunities that meet or can be reasonably modified to meet their individualized needs and preferences, as documented in their needs and preferences assessment;

· Planning an exhaustive and time-sensitive housing search;

· Matching an individual with applicable preferences for subsidized housing;

· Securing application materials for housing options preferred by each referred individual;

· Reviewing applications to ensure accurate completion and inclusion of required verification documentation;

· Tracking housing application receipts, updates, and waiting list status;

· Addressing obstacles that arise to housing access such as the need for reasonable accommodation requests, and education needs of a housing owner/agent;

· Coordinating with each referred individual and their Transitional Assistance staff and/or Case Managers to view and assess units, and meet with potential landlords;

· Assisting these individuals to follow up on status determinations;

· Developing and implementing strategies for individual to present themselves successfully to potential property owners;

· When applicable, ensuring unit selected meets the MFP “qualified residence” definition below.

An MFP “qualified residence” is defined as an individual unit with an individual lease and lockable access and egress, and which includes living, sleeping, bathing, and cooking areas over which the individual or the individual's family has domain and control.

HOUSING SEARCH TASKS AND DELIVERABLES:

The following section delineates the tasks and responsibilities expected of qualified HSEs in performing this work, regardless of the source of referral.

Housing Search Benchmark 1

Task 1: Accept Referrals

The HSE will receive a request for housing search assistance on behalf of a qualified individual. (Please see Appendix 4 for the Housing Search Referral Form). The HSE will review the request for housing search assistance to determine whether the HSE has the expertise and resources to effectively respond to the request. The HSE shall respond to the request within three business days as to whether the request is accepted or not.

Task 2: Identify Housing Needs and Preferences

Using the standardized Housing Needs and Preference Assessment Tool (Appendix 5), the HSE shall identify the characteristics of housing options that meet the individual’s needs and preferences. This includes:

· identifying geographic preferences, bedroom size, access features and other housing components needed and desired by the individual

· Identify an individuals’ strengths and assets – such as relationships, skills, and personal history, rather than merely an individual’s “deficits” – and use those strengths to chart a path toward housing.

· identifying housing barriers such as poor rent payment, credit, or criminal history; and assisting in providing resources to remedy if applicable

· when applicable, ensuring that the individual’s identified housing needs and preferences meet the definition of an MFP Qualified Residence (definition under program components).

In performing Task 2, the HSE will meet with the individual in person (and when appropriate, to include family or others); virtual meetings may be used if necessary. In the initial meeting, the HSE and the individual should sign the HSE Roles and Responsibilities Agreement (Appendix 6). Depending upon the individual’s circumstances and wishes, a follow-up meeting may be required to secure the individual’s signature. This Agreement outlines the standard tasks required to secure housing options, delineating responsibilities of the HSE and the individual.

Task 3: Develop a Housing Search Strategy that Meets the Person’s Identified Needs and Preferences

The HSE shall develop a specific housing search strategy for each person based on information gathered in Task 2. In performing Task 3, the HSE shall:

· Identify housing opportunities that are likely to meet the person’s identified housing needs and preferences and secure applicable housing application forms. Possible options include rental assistance, subsidized private and public housing, elderly housing, set-aside integrated units, and affordable market rate housing.

· Ensure that all specific housing opportunities under consideration for MFP DEMO participants are MFP Qualified Residences.

· Assist to secure documents needed to pursue housing e.g., photo id, birth certificate, social security card. The individual will be provided with a list of any outstanding documentation materials to collect and provide to the HSE.

· Draft a tailored Letter to the Individual (see sample in Appendix 7) outlining at least three recommended affordable housing opportunities to pursue.

Housing Search Benchmark 1 Deliverables:

1. Housing Search Roles and Responsibilities Agreement signed by the HSE and the individual

2. Completed Housing Needs and Preference Assessment

3. Housing Core Documents secured

4. Tailored Letter to the Individual outlining three housing options to be immediately pursued

Housing Search Benchmark 2

Task 1: Housing search: applying for housing that is in line with the needs and preferences of the program participant.

· Provide the individual with an application for each housing opportunity of interest.

· Assist the individual as needed in completing housing applications.

· Review housing applications for completeness prior to submission, returning all incomplete applications to the individual or their guardian when appropriate, with instructions for changes/additions and notifying the individual’s case manager when such changes and additions are required.

· If preferred by the individual, submit the application as well as supporting documentation on their behalf.

· Ensure that applications and supporting documentation have been received by the appropriate entities and that the individual has been placed on appropriate housing waiting lists. Track the status of all applications and documentation using the Participant Housing Search Tool (Appendix 8).

· Develop and implement strategies for individuals to present themselves successfully to potential property owners.

· Negotiate with management companies and/or landlords, and appeal denial of housing based on mitigating circumstances.

· Continue to identify housing opportunities and follow-up on submitted housing applications. During this period the HSE will regularly update (with monthly check-ins) the individual and/or their guardian when appropriate via e-mail or telephone contact on status of applications. As part of the interdisciplinary team the HSE will communicate all status updates to the Case Manager. Also, share a copy of all housing applications with individual and Case Manager.

Task 2: Assist the Individual in Securing Tenancy that Meets the Individual’s Housing Needs and Preferences

The HSE will engage in all reasonable efforts necessary to assist an individual in securing tenancy that meets the individual’s needs and preferences, as well as any requirements of the contracting agency (e.g., housing that meets the definition of an MFP Qualified Residence). These efforts may include, but are not limited to:

· Identifying any outstanding issues presenting a barrier to obtaining tenancy in the identified housing and working with the individual and Case Manager as needed to address such issues so that the individual can secure tenancy in the desired housing option. This task can include things such as CORI check, tenancy history, securing landlord references.

· Advocating on behalf of the individual with housing providers. The individual may require reasonable accommodation or reasonable modifications to secure a desired housing option. The HSE will work with them to identify any such needs and advocate with the applicable housing provider for such modifications.

· Tracking detailed Log for Housing Applications and Communications using the Participant Housing Search Tool (Appendix 8) and sharing this information with Case Manager on a monthly basis.

Task 3: Coordinate Housing Option Viewing

When a housing option becomes available, the HSE will notify the individual and the Case Manager. The referring Case Manager or Transitional Assistance provider will make necessary arrangements to ensure the individual has transportation available to view the housing option. The HSE will view the housing option with the individual, if so requested.

Housing Search Benchmark 2 Deliverable:

1. The Individual and Case Manager have a copy of all detailed housing search logs and applications that have been processed using the Participant Housing Search Tool (Appendix 8)

2. A housing voucher has been secured or the individual is high up on a housing waiting list.

3. And or the Housing tool has been completed showing that all subsidized housing applications the individual is eligible for have been completed.

Housing Search Benchmark 3

Task 1: Coordinate all portions of securing housing lease

When a housing lease becomes available the HSE will notify the individual and the Case Manager. The referring Case Manager or Transitional Assistance provider will make necessary arrangements to ensure the individual has transportation to attend the signing of the lease. The HSE will attend the lease signing with the individual, if so requested.

· Coordinate with Case Managers to review lease provisions, rights, and expectations with individual and any family member who will be on the lease.

Housing Search Benchmark 3 Deliverable:

1. The individual secures tenancy in an appropriately qualified residence and moves into said residence.

· If the individual rejects the unit, another eligible individual may be offered the unit.

REPORTING REQUIREMENTS

Qualified providers must report to referring Case Manager:

Needs and Preferences Document Detailed housing search logs and housing applications using the Housing Search Tool (Appendix 8) throughout the individuals housing search process (on monthly basis)

BILLING REQUIREMENTS

Providers shall submit electronic invoices and applicable supporting documentation to the general billing email box for expenditures incurred under this contract within fifteen (15) calendar days following the end of the month during which services were provided or benchmark was completed. All billing must be submitted within the Fiscal year (July 1-June30) services were rendered.

PERFORMANCE MEASURES

Upon award of contract, provider will be evaluated based on the following performance criteria. MRC reserves the right to revise performance measures during the life of this RFR. The vendor will be evaluated on timely and adequate completion of the required deliverables specified in this RFR including but not limited to:

1. Housing Search Roles and Responsibilities Agreement signed by the HSE and the individual.

2. Housing Needs and Preference Assessment Completed

3. Tailored Letter to the Individual outlining three housing options to pursue immediately.

4. Detailed Monthly Tracking Log of Housing Applications and Application follow up, using the Participant Housing Search Tool (Appendix 8)

5. Regular and timely communication with individual and Case Manager (monthly basis, more frequently if there are status changes that arise).

6. The individual secures tenancy in an appropriately qualified residence and moves into said residence, or if the individual rejects the unit, another eligible individual may be offered the unit.

PROVIDER QUALIFICATIONS

Successful bidders will have demonstrated experience securing affordable and accessible housing for low-income households including persons with disabilities and/or elders.

Successful bidders will have also demonstrated that they possess extensive knowledge of local, state, and federal housing resources and how they can be accessed, including but not limited to:

1. Housing Choice Vouchers, including all targeted vouchers.

2. Public Housing: multi-family and elderly/disabled.

3. Privately owned, publicly subsidized housing

4. Housing Navigator

5. Local realtors and sources of affordable market rate rental listings

6. Affordable housing development pipelines

REQUIRED NARRATIVE FOR PROPOSAL SUBMISSION

The responses to the questions in this section should follow the format below and be numbered and answered in order in the bidder’s narrative response. The bidder’s Proposal Narrative should address the following:

1. Please describe your organization’s experience conducting housing searches. Please include length of time, numbers of people served, formal partnerships with housing organizations, current contracts for housing search, direct experience with elders and/or people with disabilities, homeless, challenges faced, and general observations. Describe your successes and track record. Describe any tools your organization uses to conduct housing search and network development with local landlords. Please provide an organizational chart which reflects where within the organization the deliverables specified in this RFR will be located.

2. Appendix 3 indicates the five (5) regions covered by this RFR. Please indicate for which region(s) you are bidding to provide housing search services. If you are bidding to provide housing search in a geographic area that is smaller than the full region or overlaps with another region, please indicate the specific cities and towns within which you are willing/able to provide housing search. Explain why you have selected the region you have and describe your experience and linkages with housing opportunities and landlord networks in this area.

3. Please describe in further detail your agency’s experience working with people with a range of disabilities, such as those having a physical, intellectual, mental health, neurological, hearing or vision impairment, as well as elders with and without disabilities. Describe any experience assisting persons with severe disabilities to secure affordable, accessible housing and/or live in the community.

4. Please describe how you would assess the housing needs and preferences of an elder or disabled person transitioning from an institution to the community and determine a personalized housing strategy. Please provide a detailed list of the housing options (use specific names such as the Assisted Housing Voucher Program, and their access points) you would develop. Describe how you will work collaboratively with referring Case Managers and Transitional Assistance providers and other referring sources to assist persons to achieve their independent living goals; include any experience working collaboratively.

5. Please describe the likely challenges these individuals will face when they are looking for community housing. When they are transitioning out of the institutional setting and returning to community living? What are your recommended strategies to address these challenges? Please describe your experience successfully addressing these barriers and challenges.

6. Please provide job descriptions as well as resumes, if possible, for the specific staff that will be working with consumers and conducting housing search. Clarify to what extent this staff person is a specialist in housing search and/or has duties in other areas.

7. Please identify language capability within your organization. Any language proficiency such as, but not limited to, American Sign Language (ASL), Spanish, French/Creole, Chinese, Khmer, Vietnamese, Portuguese, etc.

8. Please describe any additional in-house capacity and complementary services offered by your organization that could further support participants’ likelihood of accessing housing opportunities. These may include compilations of rental listings, landlord networks, and tenancy readiness classes.

1. RFR Cover Page and Cover Letter

The RFR Cover Page is included in the bid attachments on COMMBUYS and must be completed and submitted with the quote.

2. Business Response

At a minimum, include the following information:

a) Company Experience

Please describe your organization’s experience conducting housing searches. Please include direct experience with elders and/or people with disabilities.

b) Project References

Bidders must highlight experience conducting housing search for low-income populations and demonstrate knowledge of key housing resources. The Bidder should provide a minimum of two (2) business references.

c) Program Staffing

Bidders must provide information on the different roles of personnel proposed to work within the program to provide the services described in Description of the Procurement. For each proposed role, the Bidder must describe the envisioned roles and responsibilities.

d) Key Personnel Resumes The Bidder must provide resumes for Key Personnel proposed to work on this program.

The Bidder’s Response to each of the required items herein must reference the RFR section numbers or title headings (if no section numbers) to ensure that the Strategic Sourcing Team (SST) properly considers all aspects of the Response. Failure to properly reference requirements could result in a lower evaluation.

REVIEW AND SELECTION PROCESS

Compliance with Submission Requirements

Each response will be reviewed to determine if the response satisfies the submission, format and contents requirements set forth in the REQUIRED NARRATIVE FOR PROPOSAL SUBMISSION and Submission Components and Attachments sections of the RFR. A response which meets these requirements will be considered an “Eligible Response.” Any response that does not meet these requirements may be considered non-responsive and disqualified without further review. It may be determined that the non-compliance is insubstantial and can be readily corrected, or that an alternative proposed by the Bidder is acceptable. In such case, MRC can seek clarification or allow the Bidder to make minor corrections.”

As part of the minimum review process, it will be determined if the Bidder has been Financially Qualified and if the Bidder is subject to any debarment. If a Bidder is subject to a debarment order, the response will be considered non-responsive and disqualified.

Review Process

Review Committees. MRC will create one Review Committee to review the responses submitted.

Evaluation Criteria. The Review Committee(s) will evaluate the Response Packages in accordance with the relevant criteria set forth in the Evaluation Tool developed for the RFR.

In addition to the Bidder’s response, a Review Committee may consider any relevant information about the Bidder known to MRC. Any additional information that is considered will be noted by the Review Committee in the Evaluation Tool

Oral Presentations. The Review Committee may, in its sole discretion, invite those Bidders whose responses have been judged competitive and responsive during the evaluation to attend an oral presentation. At that time, the Bidder’s response may be discussed and clarified, but not changed in any way. MRC reserves the right to apply restrictions to the structure and content of the oral presentation, and to instruct the Bidder regarding attendees. Oral presentations will not be open to the public nor to any competitors. Failure of a Bidder to agree to a date and time for an oral presentation may result in rejection of the Bidder’s response.

Findings and Recommendations to the Commissioner of MRC. The Review Committee rates all the applicable Response Packages and forwards its completed Evaluation Tools to the Commissioner of MRC.

Selection

The Commissioner of MRC shall review the completed Evaluation Tools and make decisions regarding award of notices of qualification. The bidders qualified will be placed on a qualified bidder list made available to MRC’s Learning and Development staff

Selection Decision and Notification

The decision to select or not select a Vendor/Provider/Bidder/Contractor is the decision of the Commissioner of MRC.

Pursuant to 801 CMR 21.06(13), no Bidder shall have any press conferences, or make any news releases or announcements concerning its selection or non-selection, prior to MRC’s public release of said information, or prior to the written approval of MRC. Violation of this Subsection may be considered grounds for disqualification.

Compliance with Submission Requirements

Responses may be reviewed and evaluated by any person(s) at the discretion of MRC including non-allied and independent consultants retained by MRC now or in the future, for the sole purpose of obtaining an analysis of Responses.

At any time during its review, the committee may determine some element of a Bidder’s Responses requires clarification to verify its responsiveness to the RFR or facilitate a fair comparison with competing Responses. In such cases, the committee may seek written clarification from the Bidder. All Bidders will be accorded fair and equal treatment with respect to any opportunity(ies) for clarification.

MRC shall qualitatively rate Bidder’s Responses by evaluating it for appropriateness, clarity, effectiveness, and responsiveness to the needs and goals of MRC. Responses will be evaluated based on the Bidder’s ability, as described in its Responses, to meet the following requirements and to provide the best value to the Commonwealth:

· Implementation dates (MRC’s overall perception of the Bidder’s ability to execute on the Deliverables in accordance with its proposed timelines);

· Qualifications of the proposed project leadership, including their past experience of working on relevant, successful projects similar to the one proposed in this RFR;

· The reasonableness and competitiveness of Bidder’s Responses; and

· Responsiveness to the needs and goals of MRC;

MRC may also consider any relevant information about the Bidder known to MRC.

REVIEW CRITERIA

Bidders’ responses to the questions in the preceding section will be reviewed and scored according to the following guidelines:

SCORE

Bidder summarizes interest in and qualifications for this contract in narrative

Bidder has experience conducting housing search for low-income populations and demonstrates knowledge of key housing resources.

Bidder has experience conducting housing search for people with disabilities and elders and demonstrates knowledge of key housing resources.

Bidder’s response reflects experience and/or an understanding of collaborative work (can effectively perform role of housing search expert in a partnership with case managers and transition coordinators)

Bidder response demonstrates understanding of the barriers facing low-income individuals with disabilities and elders moving out of institutional settings, and strategies for addressing them.

Bidder ‘s response indicates ability to assess housing needs and preferences

Bidder demonstrates past success identifying housing opportunities for low-income persons including persons with disabilities and elders

Resumes show staff are qualified to perform job duties or job descriptions indicate requisite skills and experience needed

SUB-TOTAL

______ of possible 100 points

Supplier Diversity Program (SDP) Form

Bidders must receive a minimum score of 70 points when evaluated by the review team in order to be considered for qualification. Bidders receiving less than the minimum qualifying score may request feedback and may reapply at any time during the duration of the procurement.

COMPENSATION STRUCTURE:

All bidders selected through this procurement must be qualified in accordance with the response requirements and evaluation of responses set forth in this RFR. It is understood that all referred individuals may choose at any time in the housing search process to change their mind and decline to live in the community or in an independent unit setting.

In such circumstances, contracted HSEs could be awarded partial payments based on meeting the following benchmarks:

· Completion of Housing Search Benchmark 1= $500

· Completion of Housing Search Benchmark 2= $2000

· Completion of Housing Search Benchmark 3= $1000

· Reimbursement for fees for acquiring core documents needed for housing e.g., birth certificate, photo id. *

A HSE may be credited with completion of Housing Search Benchmark 3 should the intended individual not accept a unit but another eligible individual (as defined by the contracting agency) accepts and moves into the unit secured through that housing search entity.

*Requires itemized billing for reimbursement and cannot be reimbursed if another provider agency acquired these documents e.g., if a Transitional Assistance Provider secured the documents on behalf of the individual then the HSE would not be reimbursed for the same document fees.

CULTURAL COMPETENCE

MRC is committed to awarding contracts to providers that demonstrate cultural competence. Programs shall ensure equal access to services. The following strategies are recommended:

Agency Commitment: Agency Board of Directors and administrators make a commitment to creating an environment that clearly supports services for cultural and linguistic minority populations through the mission and goals of the agency.

Consumer Services: Program policies include language that contributes to enhancing equal access to services for all individuals residing in the Commonwealth. If the program does not have bilingual/bicultural staff, there is a mechanism in place to respond to inquiries and serve people in languages other than those of the staff.

Staff: Staff and volunteers, especially those who have direct contact with consumers, reflect a diversity of culture and language. Services to non-English speaking clients are provided by bilingual/bicultural staff. Policies on recruitment, screening, and interviewing encourage hiring of individuals whose cultural and linguistic backgrounds are appropriate. If the program does not have bilingual/bicultural staff, there is extensive training to ensure sensitive and appropriate prevention, treatment, and rehabilitation services.

For MRC cultural competence also refers to the capacity to provide services to non-English speaking clients who speak one or more of the following underserved languages: American Sign Language (ASL), Spanish, Portuguese, Haitian Creole, Russian, Khmer, Vietnamese, and Mandarin Chinese. Describe how the individual’s practices or the organization’s policies and procedures contribute to the cultural competence of the organization at the staff and leadership levels. Describe also how the organization will serve individuals who speak a language other than English, or for which the organization does not have on-staff capacity.

ADA, Section 504, Section 508, and Web Content Accessibility Guidelines (WCAG) Compliance

The proposal should provide a straightforward, concise description of the applicant’s capabilities to satisfy the requirements of the RFR. MRC seeks a qualified providers that are able to provide housing search assistance such that this service is available across the Commonwealth and that people with disabilities and frail elders transitioning to the community may select an HSE that meets their needs and preferences.

Equal Employment Opportunity Plan (Organizational applicants only): Please provide an equal opportunity plan that details your organization’s efforts to employ people with disabilities and minorities.

SUPPLIER DIVERSITY PROGRAM (SDP)

Pending updates but it will be included in all RFRs and RFQs.

The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP.

The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified M/WBEs and SDVOBEs, because a diverse business community strengthens the economy and is beneficial to all the citizens of the state.

In support of both Executive Orders, the state tracks SDP spending through POS contracts. As a result, providers that are issued a contract from this procurement will be required to submit a “Supplier Diversity Program (SDP) Plan Form for Purchase of Service (POS)” on a yearly basis with their Uniform Financial Report (UFR) through the Operational Services Division (OSD) eFiling site. Providers that file a UFR exemption request are required to submit the SDP Plan Form for POS with their exemption request. The plan will be evaluated yearly by the Commonwealth Department with the most Purchase of Service funding to a provider during the previous fiscal year. This Department is commonly referred to as the Principal Purchasing Agency (PPA).

Bidders are to submit a copy of their most recently submitted “SDP Plan Form for POS” with their proposal to signify to the Procurement Management Team that a form has been submitted. Bidders that do not currently hold POS contracts with Commonwealth Departments are required to complete the Form and include it with their proposal. The “SDP Plan for POS” can be found in the File Attachments Section of the respective Bid Solicitation on www.COMMBUYS.com

The evaluation criteria for this POS solicitation do not dedicate a specific percentage of the total evaluation points to the SDP Plan. However, the Strategic Sourcing/Procurement Management Team (SST/PMT) has developed strong evaluation benchmarks in order to identify robust plans. While the Plan is not assigned any points in the evaluation process, the Department is unable to issue a contract to an organization that has not submitted a Plan that demonstrates a strong commitment to working with M/WBEs and SDVOBEs.

Resources available to assist providers in identifying SDP Certified Partners include:

AUDIT

Applicable Laws: The Vendor/Provider/Bidder/Contractor shall comply with all applicable state laws and regulations including but not limited to the applicable Massachusetts General Laws; the Official Code of Massachusetts Regulations; Code of Massachusetts Regulations (unofficial); 801 CMR 21.00 (Procurement of Commodity and Service Procurements, Including Human and Social Services); 815 CMR 2.00 (Grants and Subsidies); 808 CMR 1.00 (Compliance, Reporting and Auditing for Human And Social Services); AICPA Standards; confidentiality of Department records under G.L. c. 66A; and the Massachusetts Constitution Article XVIII if applicable.

The Vendor/Provider/Bidder/Contractor shall also comply with Federal Anti-Lobbying and Other Federal Requirements such as, but not limited to, 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, the so-called Uniform Guidance.

The providers that MRC contracts with agree to submit Uniform Financial Reports accurately and on a timely basis as required by regulation.

During the term of this Agreement and for a period of six years thereafter, the Massachusetts Rehabilitation Commission, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Provider's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Provider has materially overcharged the Massachusetts Rehabilitation Commission, then the Provider shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

DEBRIEFINGS AND APPEALS

Debriefing Any Bidder that has filed an Eligible Response, but that is not selected may request a debriefing to understand the basis for the decision and review all materials relevant to the review and the qualification and selection process. The request must be in writing and received within 14 calendar days of notification of such being sent to the Bidder. A Bidder aggrieved by the decision must participate in a debriefing as a prerequisite to filing a request for an administrative appeal. All requests for a debriefing must be sent by certified mail and addressed to:

If a debriefing is properly requested, one will be scheduled within 14 calendar days of the date the request was received. If necessary, a brief extension shall be allowed by mutual agreement of the Bidder and MRC. At the debriefing, a Bidder shall be allowed to review public records directly related to the selection decision.

Administrative Appeals A Bidder that is not selected and who attends a debriefing may appeal the decision to the Commissioner of MRC. Requests for appeal must be sent by certified mail and addressed to:

The appeal must be filed within 14 calendar days of the debriefing meeting. The appeal must be in writing specifying the basis for the appeal and it must be based on one or more of the following grounds:

a) The procurement failed to comply with applicable regulations and guidelines. These are limited to the requirements of 801 CMR 21.00 or any successor regulations, the policies in the Operational Services Division (OSD) Procurement Information Center, subsequent policies and procedures issued by OSD and the specifications of the RFR; or

b) There was a fundamental unfairness in the procurement process.

The burden of proof rests with the Bidder to provide sufficient and specific evidence in support of its claim.

Requests for an appeal must specify in sufficient detail the basis for the appeal. Sufficient detail requires the identification of an applicable regulation or guideline that was not complied with or the specific facts that demonstrate that the procurement was unfair. MRC reserves the right to reject appeal requests based on grounds other than those stated above, or those submitted without sufficient detail on the basis for the appeal.

Administrative appeals are not subject to the formal procedures specified in M.G.L. c. 30A, §§ 10 & 11. A pending appeal will not prohibit MRC from proceeding with the selected Bidder, awarding a contract or making referrals to the selected Bidder.

Acceptance/D…