ILS-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: Tim Cahill

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: Independent Living Supports 2027

COMMBUYS BID Number:

BD-26-1023-1023C-1023L-125153

DDS RFR Document Number: ILS-27

Date: February 10, 2026

It is the responsibility of the prospective/awarded Provider to maintain an active registration in COMMBUYS and to keep current the email address of the Provider’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective/awarded Provider’s designated email address is not current, or if technical problems, including those with the prospective/awarded Provider’s computer, network, internet service Provider or anything else cause email communications sent to/from the prospective/awarded Provider 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 Provider 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 Provider 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 Provider who has had state contracts with any state agency in the past, has been registered in MMARS and does not need to re-submit paperwork unless existing information in MMARS will need to be updated. Providers that don’t have a Vendor Customer Code or have changes to information or forms currently on file should send an email to:

DDSPOSProcurement@mass.gov

Public Records: All information, documents, and attachments submitted as a response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

http://www.commbuys.com/

Contents

1.0 Procurement Scope and Description

1.1 Procurement and Contract Structure

1.2 Applicable Procurement Law

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

1.4 Calendar Rule Type

1.5 Acquisition Method

1.6 Use of Procurement by a Single or Multiple Departments

1.7 Expected Duration of Contract

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

2.0 Overview

3.0 Staffing and Training Requirements

3.1 Minimum Staffing Requirements

3.2 Training Requirements

4.0 Service Description

4.1 Program Model

4.2 Service Plan

4.3 Service Levels

4.4 On-call

4.5 Financial Management Supports

5.0 Performance Requirements and Contract Monitoring

5.1 Documentation and Record Keeping Requirements

5.2 Emergency Preparedness

5.3 DDS Licensure and Certification

6.0 Contract Invoicing

7.0 Questions and Evaluation Criteria

7.1 Questions

7.2 Evaluation Criteria

8.0 Estimated Procurement Calendar

9.0 Required Forms

9.1 Other Forms

9.2 Instructions for Submission of Forms and Questions

9.3 Public Records

9.4 COMMBUYS Support

10.0 Other Requirements Pertaining to this RFR

10.1 Debriefings/Appeals

10.2 Debarment

10.3 Enterprise Invoice / Service Management (EIM/ESM)

10.4 Criminal Offender Record Checks (“CORI”)

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

10.6 National Criminal Background Check

10.7 EOHHS Qualification Process

10.8 Privacy and Security

10.9 Virtual Gateway Business Services

11.0 Supplier Diversity Program for Purchase of Service (POS)

1.0 Procurement Scope and Description

The Department of Developmental services (DDS or the Department) is releasing this BID/RFR to create a qualifying list of Providers of Independent Living Supports (ILS), also known as In Home Supports. ILS consists of services and supports for a variety of activities that may be provided regularly, on a one-to-one basis, but less than 24 hours per day, that enable the individual to live independently and in the least restrictive setting in the community. Participants receive support and supervision in establishing, living in, and maintaining, on an on-going basis, a household of their choosing that meets their habilitative needs.

ILS are for individuals with intellectual disabilities, individuals with a wide range of disabling conditions including intellectual physical, acquired or traumatic brain injury, blind, deaf/blind, autism spectrum disorders or multiple disabilities. Many of these individuals may also have medical, behavioral or physical challenges. All service components must be available locally and meet the cultural, linguistic, and ethnic needs of individuals served. This service is not available to individuals currently receiving 24-hour residential services.

Currently, ILS is procured under activity code 3798.

Contracts awarded as a result of IHS-16 will terminate effective June 30, 2026. Providers that are currently qualified under the IHS-16 and any updates to that RFR must become qualified under ILS-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 Contract Providers who have been deemed qualified.

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 Providers may continue to submit proposals up to June 30, 2035. Proposals received after the priority deadline will be evaluated on a quarterly basis. Providers whose scores are below the scoring threshold will be deemed not qualified and may resubmit. Providers that would like to resubmit may do so one (1) calendar year after the previous submission’s date in COMMBUYS.

Providers qualified to provide ILS will sign a Master Agreement standard contract form issued by the Department’s Central Office. The Master Agreement contract does not guarantee an awarded Provider a specific level of funding. Funding will be managed by the DDS Regional Offices either through a Roster, Service Summary Form, or other mechanism determined by the Department to track authorized units of service and the rate of service(s). Awarded Providers must receive written authorization from DDS prior to delivering services under this RFR.

Payments for services will be made on a 15-minute incremental basis for direct in person service time. Total expenditure amounts for In Home Support contracts will be based on the utilization of service for each individual. Providers will only be reimbursed for services provided up to this amount. Over the life of this procurement, DDS may issue guidance modifying allowable rate levels and assessment processes.

Where programs require capital items, and the Department has the resources to fund these items, cost reimbursement contracts and/or Capital Budgets may be authorized to cover the costs of these items in accordance with the Operational Services Division POS Capital Items Procurement Policy.

Room, board, and the cost of facility upkeep and maintenance are excluded under this service. This service is not a residential service and therefore shall not be considered a residential service or supports for purposes of charges of care pursuant to 115 CMR 3.05. In certain circumstances, there may be a need for financial assistance services or purchase of ancillary goods or services to support the living arrangements of individuals who are served in these programs. With prior approval and as funding allows, DDS may issue separate contracts to reimburse the provider for these expenses. Details concerning these contracts will be issued in separate guidance to be distributed by the Department.

1.2 Applicable Procurement Law

Check Appropriate Box (“X”)

Type of Purchase Applicable Laws

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

CMR 21.00

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

52; 801 CMR 21.00; 808 CMR 1.00

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

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

815 CMR 2.00

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

Check One (“X”) Single Contractor Multiple Contractors

1.4 Calendar Rule Type

Check One (“X”) Type

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

Open

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

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

Rolling

Providers may submit unsolicited proposals 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 (Area Office Approval) Unit Rate Other:

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:

MassAbility (MBY) Massachusetts Commission for the Blind (MCB)

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

*Criteria and standards for ILS service with the entities listed able may differ from those stated in this

RFR

1.7 Expected Duration of Contract

Anticipated Duration up to: Ten (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: $950 million over ten (10) years

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?

Providers receiving federal grant funds may be considered sub-recipients for federal grant purposes and will be required to comply with applicable federal requirements, including but not limited to sub-recipient audit requirements under OMB Circular A-133.

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 based on rates established by the Executive Office Health and Human Services as stated in 101 CMR 423.00 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.

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

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

2.0 Overview

The mission of DDS is to create, in partnership with others, innovative and genuine opportunities for individuals with Intellectual and Developmental Disabilities to participate fully and meaningfully in and contribute to their communities as valued members.

The services available to adults are inclusive of individuals who are eligible for DDS adult services based on meeting the criteria of Intellectual Disability; Autism Spectrum Disorder; Prader-Willi Syndrome; and/or Smith- Magenis Syndrome. Therefore, it is important for providers to consider how they will tailor the services they are interested in providing to be responsive to the diverse abilities, strengths, interests, challenges, and support needs of the individuals seeking services. Services need to be delivered in ways that are consistent with the Department’s commitment to diversity, equity, and inclusion.

The Department has several overarching principles and strategic initiatives that serve as a framework guiding the delivery and intended outcomes of these services. All services need to be planned and delivered using person-centered planning approaches and practices, based on the principles of individual choice and self-determination. This involves choice in the selection of services that individuals and their family/guardians think best meets their assessed needs, as well as choice of service providers, and satisfaction with their supports.

The adoption and integration of Positive Behavioral Supports (PBS), which includes a broad range of strategies for helping individuals improve their social and functional skills, while preventing challenging behaviors, is intended to transform how services are provided to individuals. PBS is a system-wide framework for both systems change and individual treatment. PBS, which is least restrictive and data-based, incorporates person-centered practices, positive behavior approaches, teaching skills, and is pro-active by focusing on mailto:DDSPOSProcurement@mass.gov modifying the physical and/or social environment both to foster improved behavioral functioning and mitigate potential behavioral concerns.

An intended outcome for ILS is to help support autonomy, self-determination, and dignity of risk, by using a technology first approach to service delivery. It will be important to consider how supportive technology can enhance independence, safety, and access to community by integrating supportive technology into how these services are delivered.

ILS provides the support and/or supervision necessary for the individual to establish, live in and maintain on an on-going basis an independent living arrangement of their choosing. These supports exist in the community for individuals who are not living in a residential program and who have been assessed to need and prioritized to receive supports in the community. These services assist and support the individual and may include teaching and fostering the acquisition, retention or improvement of skills related to personal finance, health, household management, management of PCA, use of community resources, community safety, and other social and adaptive skills to live in the community. It may include training and education in self-determination, self-advocacy to enable the individual to acquire skills to exercise control and responsibility over the services and supports they receive to become more independent, integrated and productive in their communities.

ILS is delivered exclusively on a one-to-one basis, ensuring that all supports, teaching, and supervision are individualized and tailored to the specific needs, goals, and circumstances of each person. Services may be regular or intermittent, long-term or short-term, depending on the level of support needed to maintain community living. These individualized supports may also be critical in preventing or avoiding placement in a 24-hour residential program.

ILS must meet the often complex and specialized needs of individuals who exhibit other conditions in addition to their primary disability, such as a history of substance abuse and/or psychiatric/behavioral disorder. Some individuals have additional factors that complicate their ability to function in the community, which may be medical, legal, social or emotional/psychiatric in nature. The integration of clinical support for staff (e.g.

psychological, behavioral) may be vital for the effectiveness of these services with some individuals. ILS should be flexible in nature in order to accommodate the varying and sometimes changing support needs of the individuals served. Individuals who are provided ILS transition to these programs from a variety of settings including skilled nursing facilities, institutional programs, and 24-hour residential programs, as well as the homes of their family of origin or similar support systems (e.g. adult foster care) and shelters for the homeless.

Service delivery decisions should be made based upon sound knowledge of the population to be supported.

Providers must ensure that the specific responses that they present are fully in accord with the information that is included in the summary description of individuals to be served via this RFR.

3.0 Staffing and Training Requirements

Providers seeking to deliver ILS must submit a response demonstrating that they meet the qualification standards set forth.

3.1 Minimum Staffing Requirements

The following requirements must be met for all staff who are employed to deliver services stated in this RFR.

Certain services have established additional minimum requirements. Requirements stated in the RFR are in addition to those stated below.

• Be 18 years of age or older

• Criminal Offense Records Inquiry (CORI)

• Under M.G.L. c. 123B, c.19B, §§ 19-20 and 115 CMR 12.00: National Criminal Background Checks, all individuals who qualify to provide these services who have the potential for unsupervised contact with persons with an intellectual or developmental disability are subject to fingerprint-based background checks (NBC)

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

Staff with titles that require credentials or professional licensure must maintain and continue to meet all licensing/certification requirements. Staff may not represent themselves with titles associated with credentialed/licensed titles unless they maintain an active credential/license in that discipline. Providers have a responsibility to annually ensure credentials and professional licensure is maintained.

3.2 Training Requirements

All staff (including relief staff) must complete the following mandated trainings pursuant to 115 CMR 7.05(6) and DDS guidelines. Over the lifetime of this procurement regulations may be amended and training requirements may be modified by DDS.

• First Aid

• Incident Reporting

• PBS Universal Supports

• Human Rights

• DPPC/Mandated Reporter Training

• Safety Plan

• Basic Fire Safety

Additional trainings and competency requirements:

• Human Rights Officer (one assigned to the service)

• Unique needs of individuals (e.g., diabetes; ASL; communication)

• Signs and symptoms of illness

• Handling medical emergencies

• Medication Administration/MAP (if applicable)

• Universal Precautions

• Transmission Prevention for specific diseases (COVID 19)

• Crisis Prevention, Response and Restraint Training (CPRR) (if applicable)

• Emergency Back-Up Plans

4.0 Service Description

4.1 Program Model

ILS services must be designed for each individual utilizing person-centered planning, assessment, and coordination that emphasizes the person’s goals, needs, preferences, and values. Supports must be designed to promote individuals’ rights, dignity, and independence, and to enhance effective communication, goal development, skill acquisition, community membership, mutual relationships, individual control, decision-making, and to optimize their personal and environmental safety and physical and mental health. Services are limited to the amount, scope, and duration as authorized by DDS. All services must comply with DDS statutes, regulations, policies, and guidance. All services must comply with the Home and Community-Based Services (HCBS) standards under Section 1915(c) of the Social Security Act, including applicable regulations, policies and guidance.

The general areas of life that ILS may support will include, but are not limited to:

Housing: Obtaining and Maintaining Affordable, Accessible Housing

• Support individuals in identifying safe, affordable housing that meets their accessibility needs.

• Assist with housing applications, understanding lease agreements, communicating with landlords, and resolving housing-related concerns.

• Connect individuals to housing assistance programs or subsidies as appropriate.

Household Management

• Support individuals in maintaining a clean and safe living environment.

• Help establish and maintain routines for tasks such as cleaning, laundry, and organizing, using assistive technology or visual supports as needed.

• Assist in coordinating home services (e.g., cleaning companies, cable installation).

Healthcare Management (medical, dental, mental health, substance use, wellness, and end-of-life care)

• Support individuals in accessing and managing care across healthcare providers, including medical, dental, and mental health services.

• Assist with scheduling appointments, managing medications, and understanding health-related information and decisions.

Mail Management and Bill Paying

• Teach individuals how to organize incoming mail, recognize important documents, and understand correspondence.

• Support individuals in paying bills on time, tracking due dates, and managing financial obligations.

Money Management (Including budgeting, banking, and Representative Payee responsibilities)

• Support individuals in building financial literacy, including skills such as budgeting, tracking expenses, and using banking services.

• Act as Representative Payee, when designated, to manage Social Security or other benefits responsibly.

• Educate individuals on recognizing and preventing financial exploitation.

Meal Planning and Preparation

• Assist individuals in planning balanced meals that align with their dietary preferences and health needs.

• Teach cooking skills or help coordinate access to meal delivery services.

• Monitor nutrition-related concerns and refer to professionals when appropriate.

Food Shopping

• Support individuals with grocery shopping, either in person or through delivery services.

• Teach skills such as creating shopping lists, comparing prices, and using food assistance programs

(e.g., SNAP).

• Ensure access to food that meets cultural, dietary, and health requirements.

Personal Care Assistant (PCA) Management

• Support individuals in recruiting, training, and managing their PCA staff.

• Assist with scheduling, communication, and addressing issues that may arise.

• Ensure that care needs are being met and that PCA services follow appropriate guidelines and individual preferences.

Durable Medical Equipment and Assistive Technology

• Help individuals obtain and maintain access to necessary medical or adaptive devices (e.g., wheelchairs, walkers, hearing aids).

• Support individuals in learning how to use and care for their equipment effectively.

• Support individuals to use assistive technology, both low tech and high tech, to support the development of independent living skills.

Participation in Community Activities

• Encourage and support individuals in engaging in social, cultural, educational, or volunteer opportunities.

• Help reduce isolation by fostering meaningful community connections.

• Identify inclusive and accessible options that align with the individual's interests.

Advocacy and Self-Advocacy

• Empower individuals to express their rights, needs, and preferences effectively.

• Support the development of communication skills and self-confidence.

• Provide advocacy when individuals require additional support to navigate systems or access resources.

Legal

• Identify potential legal issues (e.g., housing rights, guardianship, custody, benefits appeals).

• Support individuals in understanding legal processes and connecting with legal resources or professionals as needed.

Transportation

• Assist individuals in arranging transportation for medical appointments, employment, or community engagement.

• Teach skills for using public transportation systems independently.

• Connect individuals to paratransit or subsidized transportation programs when appropriate.

Companionship

• Support individuals in accessing social connections and emotional support to reduce loneliness or isolation.

• Encourage participation in activities that foster a sense of belonging and emotional well-being.

• Support individuals to learn how to navigate the internet safely by talking about privacy, personal information, and recognizing online risks.

Relationships: Social and Interpersonal Skills

• Educate and support individuals in developing healthy relationships, including setting boundaries and resolving conflicts.

• Provide coaching to help individuals navigate challenges related to family, friendships, or romantic relationships.

• Refer to counseling or professional services when needed.

Leisure Planning

• Foster opportunities for individuals to explore hobbies, interests, and meaningful recreational activities.

• Encourage lifelong learning and engagement in leisure activities that align with personal goals and values.

4.2 Service Plan

ILS services are based on a comprehensive assessment of an individual’s needs and the development and implementation of a documented Service Plan. Service Plans shall be based on the individual’s expressed goals and objectives, the agency’s assessments, and subject to the terms and conditions set forth in its contract with the Department. The individual directs the development of the Service Plan, which describes the life they want to live in the community. The Department, at its discretion, may incorporate the individual’s goals into the Department’s Individual Support Plan (ISP) to monitor progress, promote achievement of goals, and verify compliance with contractual requirements. The Provider will be responsible for reporting back on progress on these goals, and setting new goals, revising a Service Plan and as appropriate, participating in an individual’s Individual Service Plan (ISP) meetings. ILS Providers shall be responsible for implementing, updating and maintaining Service Plans for each individual, using a DDS provided template.

4.3 Service Levels

ILS incorporates distinct levels of service delivery, based on the intensity of supports required by the individual, the complexity of their needs, and the frequency and duration of staff involvement. Each level must ensure access to appropriate after hour on call coverage, back-up supports and provide bilingual capacity (including American Sign Language) when needed to effectively serve individuals.

The specific levels of service are described below. Each succeeding level includes the responsibilities or expectations of the previous levels as service requirements become more complex and other factors influence the provision of care such as cultural and language differences. In general, the higher levels will require more intensive management and collaboration between the Department and the Provider.

Level A – Foundational Supports

• Focus: Helping people maintain and strengthen daily living skills while offering support and opportunities to practice independence and learn new skills.

• How it looks for the person: Staff may help with meal preparation, housekeeping, laundry, shopping, or community safety, while encouraging the person to make their own choices and build on existing skills.

• Service Plan Oversight: The Service Plan is developed with the person and reviewed regularly to reflect their goals and preferences, with limited assistance in coordinating and updating the Plan as needed.

• Opportunities: May include help with personal finances, including representative payee, occasional support for medical appointments, and activities that connect the person to community resources and enhance quality of life.

• Intensity: Routine supports that promote independence and quality of life.

• Previous levels: A, B, C, D

Level B – Skill Development & Coordination

• Focus: Supporting people who want to learn, practice, and strengthen skills to increase independence.

• How it looks for the person: Staff may work alongside the person to build daily routines, manage appointments, strengthen communication with family and providers, or learn new skills.

• Service Plan Oversight: Together with the person, staff develop and adjust Service Plans that include coaching, modeling, and monitoring progress toward personal goals.

• Opportunities: The service provides more structured interventions, coordinating activities supporting the individual’s community independence goals and/or identified needs, which may include but are not limited to coordinating public transportation, transportation training, social and recreational opportunities, banking and finance, medical appointment management (including scheduling PT-1 transportation), shopping, household stability (financial/environmental), etc.

• Intensity: Higher intensity support, with more active teaching and coordination than Level A.

• Previous levels: E, F

Level C – Intensive & Clinically Supported Services

• Focus: Assisting people who face more complex or destabilizing challenges related to health, behavior, housing, or other areas of life.

• How it looks for the person: Staff and clinicians work with the person and their circle of support to address challenges, reduce stress, and ensure reliable back-up supports are in place.

• Service Plan Oversight: Service plans are developed collaboratively, with clinical supervision available to guide medical management or behavioral interventions.

• Opportunities: May include counseling, support with medical or behavioral needs, and collaboration with family, providers, and community partners.

• Intensity: High-touch services that require clinical oversight and cross-system collaboration.

• Previous level: G, H

Level D – Comprehensive Supports for Complex Needs

• Focus: Supporting people with multiple, significant challenges that affect safety and community living.

• How it looks for the person: A dedicated team works with the individual and their chosen supports to understand their priorities, reduce risks, and build stability across all areas of life.

• Plan Oversight: Strategies are developed and monitored with clinical consultation and active involvement from interdisciplinary partners.

• Opportunities: The service adapts to each person’s unique circumstances — including health, behavior, culture, language, or legal needs — with counseling and structured stakeholder collaboration.

• Intensity: Maximum support level, with continuous oversight and interventions across multiple systems to address high-risk, multi-layered needs.

• Previous Level: I, J, K

4.4 On-call

Providers must have a system whereby individuals or others may reach program staff 24 hours a day.

4.5 Financial Management Supports

ILS providers are required to have a written procedure for implementing the Department’s regulations and policies regarding individual funds and for maintaining financial accounts of such funds.

Representative Payee Services:

ILS providers must be willing to serve as corporate representative payee for individuals they serve should those individuals require such services and are unable to identify another representative payee or otherwise choose to name the ILS provider as their representative payee. Representative payee services provided to individuals receiving ILS services will not be reimbursed separately by DDS, and ILS providers may not bill or otherwise charge individuals for any aspect of the service. An ILS provider providing this service must register as an organizational payee with the Social Security Administration (SSA) and complete all forms and accountings required by the SSA.

ILS Provider serving as Representative Payee must comply with Social Security's Representative Payment Program. Representative Payee services may include, but are not limited to:

• Handling all aspects of the individuals’ bank accounts, bill payments, personal expenditures, deposits into savings accounts, and reconciliations

• Providing account balance and activity information to DDS

• Providing payee reports detailing income and expenditures to the Social Security Administration

• Serving as a representative on the individual’s behalf with the banking community in all levels of account activity including the setting up and closing of individual bank accounts

• Setting up direct deposit transactions to ensure timely and secure financial transactions

• Assisting individuals with applying for / maintaining public benefits (e.g., SSI, SNAP, Section 8)

• Working with other providers, the MassHealth authorized representative, and/or family members concerning individual resources, MassHealth redeterminations and disability determinations.

Shared or Delegated Money Management Responsibilities:

When the ILS provider is the Representative Payee and/or staff hold an individual’s money and provide support in the use of their funds, there needs to be a shared and delegated money management plan for the money management responsibilities which includes a training plan to eliminate or reduce the need for assistance unless there is a clinical evaluation that the individual cannot learn how to manage or spend their funds. There needs to be agreement to the plan by the individual, guardian, or conservator. The plan needs to establish the personal spending money which can be managed by the individual and specify the ILS provider’s responsibilities in its role.

In addition to the money management and training plan, the ILS provider must comply with the requirements outlined in 115 CMR 5.10, including but not limited to, for any monies held by the agency:

• A record of every transaction, including date and amount received or disbursed must be kept

• Maintain receipts for any expenditures exceeding $25

• Expenditures of individual’s funds are made only for purposes that directly benefit the individual.

5.0 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. Providers will be expected to provide DDS data related to outcomes, metrics, progress measures, staff salaries and FTEs, and other information upon request related to the performance and financing of services provided under the contract.

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.

5.1 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

Providers are expected to maintain accurate individual and site-based information and data and take all necessary actions to resolve reportable events and conditions. This includes but is not limited to:

• Individual confidential files o Emergency Fact Sheets including contact information o Behavioral and physical health care history, appointments, current treatments, etc.

o ISP support strategies, goals, and data o Service Plans

The Provider needs to have systems to identify, report, and respond to the following:

• Medication administration issues

• Incident reporting

• Safety Plan

• Grievances

• Complaints and actions related to allegations of potential mistreatment

5.2 Emergency Preparedness

A Provider must have a current, written, and documented business Continuity of Operations Plan (COOP).

The Plan must be updated annually, and as necessary, and an electronic copy furnished to DDS upon request.

5.3 DDS Licensure and Certification

Providers awarded contracts under this procurement will be subject to licensure and certification reviews conducted by the DDS Licensing & Certification Division.

Agencies must obtain Approval to Operate from DDS/OQE before ILS services can begin. Approval will be issued following DDS verification that foundational safeguards are in place, including staff qualifications and training, emergency preparedness, adequate supervision, and individual-specific supports.

Providers must comply with all current DDS regulations, including licensure and certification standards, including any revisions issued during the term of this procurement. Current licensure and certification standards are set forth in 115 CMR 8.00 and further detailed in the DDS Licensing & Certification Manual.

If a provider loses its DDS residential license, the provider is no longer authorized to operate or deliver any residential service under that licensure grouping. In such cases, DDS will amend or terminate the provider’s Master Agreement to reflect the loss of authority to provide residential services.

6.0 Contract Invoicing

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

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

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

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

7.0 Questions and Evaluation Criteria

Providers seeking to deliver services under this procurement should directly and clearly address each of the response areas listed below with particular attention to page limitations. Responses to questions may be bulleted, ex. 1.a, 1.b, etc., to ensure each part of the question is answered fully. 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.

7.1 Questions

1. Mission, Vision and Experience (maximum two (2) pages)

a. Briefly describe the mission of your organization. Explain how the service you seek to be qualified for relates to your organization’s mission and vision. What are the core values that guide your organization’s work?

b. Describe your organization’s experience related to this service, (or a related service) giving specific information about number of individuals served, nature of needs of individuals currently served and years providing service.

c. Describe how your organization would support the principles of self-determination and maintaining other significant relationships.

d. Include a statement regarding how your organization ensures human rights.

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

e. If applicable, explain your experience serving specialized populations such as PCA users, those with autism, brain injury, etc.

2. Approach to Delivering ILS (maximum four (4) pages, organization chart not included in page count)

a. Describe how your organization will deliver ILS to address the needs of individuals served by the

Departments selected by your organization.

b. Describe your agency’s organizational structure (and where these ILS program services fit into and are supported by the overall organization). Include a copy of your Organizational Chart.

c. Describe those staff capabilities, skills, training and/or program methods that have resulted in successful service delivery.

d. If you do not have experience delivering these services to the individuals described, how would you propose to provide the service?

e. Describe how you will address the specific clinical, behavioral and medical needs of individuals to be served.

f. Describe the organization’s back-up plan for staffing. Address how you ensure delivery of ILS hours when regular staff are not available.

g. If applicable, describe how your organization ensures that individuals maintain communication access with program staff.

h. Describe any experience your organization has providing Surrogacy to PCA users.

i. Describe your after-hours on call system:

• including staffing structure, coverage hours, and escalation protocols.

• how the after-hours system integrates with daytime operations to ensure continuity of care and communication.

• describe how individuals access the on-call system

• expected response time and how timeliness will be monitored

• how do you ensure urgent issues, such as medical emergencies, behavioral crisis or staffing shortages, receive appropriate priority and response?

3. Service Plan Process (maximum two (2) pages)

a. Describe your organization’s process and approach to assessing an individual’s support needs and developing a targeted plan to support those needs including measurable objectives, implementation of services and supports defined in service plans.

b. Describe your organization’s method of tracking an individual’s progress toward attainment of their goals.

c. Describe how you assess each individual’s needs and determine the focus and expectations for the support hours provided. Explain how this is documented.

d. What steps does your organization take to evaluate the risks in an individual’s life and what steps does your organization take to assist an individual in addressing these risks?

e. How does your organization make available clinical supports to staff and/or individuals?

4. Recruitment, Supervision, and Training (maximum two (2) pages)

a. Please describe how your agency currently or in the future will provide training and supervision to staff working with individuals in the community.

b. Describe how you assess the quality of staff work providing services to individuals at various locations in the community, often without direct supervision. How does your organization ensure that services are being provided in a safe, skillful and respectful manner?

c. Provide information about the types of training offered to staff beyond the mandatory trainings required and systems to verify that staff complete trainings.

d. How do new staff and back up staff get trained on working with specific individuals?

e. How do you ensure that the coordinator/manager of ILS is providing ongoing oversight and monitoring of staff?

f. Describe your organization’s current strategies for recruitment and retention of staff.

g. Identify the organizational workforce strategies your agency has implemented that have resulted in sustained, measurable recruitment, retainment, and satisfied staff.

5. Quality Management System (maximum two (2) pages) Please describe how your agency will ensure effective quality management. In particular:

a. Describe how you obtain and respond to feedback about satisfaction with services from individuals and other stakeholders and utilize this information for service/quality improvements.

b. Describe how your organization maintains an internal Quality Management system that:

a. Assesses the quality of the supports being provided;

b. Uses an incident reporting system, such as HCSIS, satisfaction survey data, and any other valid sources to conduct the assessment;

c. Identifies opportunities for improvement through well-defined plans and actions;

d. Results in measurable improvements in the quality of supports as a result of Quality

Management plan interventions; and

e. Enables the organization to maintain relevant licensure and certification.

6. Community Relationships/Sources/Affiliations (maximum one (1) page)

a. Describe the community connections, partnerships and affiliations your organization maintains with community resources and entities that promote community integration.

b. Provide specific examples of successful partnerships that your organization has developed and describe what has contributed to the development of this partnership, what makes it effective, and/or what the benefits have been for families and individuals.

c. Describe how your agency works to maximize community resources and other state benefits (such as but not limited to DTA, SNAP, etc.) to support an individual’s success.

Supplier Diversity Plan Form for POS (SDP Form Submission Requirement) All Providers are required to make a meaningful financial commitment (“SDP Commitment”) by partnering with one or more Supplier Diversity Program (SDO) certified or recognized diverse business enterprise or non-profit organization. Providers that don’t have any POS contracts should estimate the funding level they expect to receive through this procurement if a contract is awarded. More information related to this topic can be found in Section 11.0.

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

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

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

7.2 Evaluation Criteria

The 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 Provider must receive a score of 1 point for each required question. In addition, the Provider’s Supplier Diversity Plan must receive a score of 1 for the entire proposal to be deemed acceptable. In cases in which a Provider’s response or SDP plan scores 0 points, the Provider will be notified that the submitted response results in not qualified and will be given an opportunity to submit an additional or revised response to correct the original submission.

Rating Scale 0 points: Fails to Meet Standard or…