THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

MASSABILITY

40 BROAD ST, BOSTON, MASSACHUSETTS, 02109

Request for Response (RFR)

Transitional Assistance 2025

COMMBUYS Bid #: BD-26-1071-MFP-MF00-123261

Agency Doc #: TA-2025

RELEASE DATE: 11/26/2025

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 OSD Helpdesk at osdhelpdesk@mass.gov or the OSD Helpdesk line 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.

http://www.commbuys.com/ mailto:osdhelpdesk@mass.gov

CONTACT INFORMATION

Purchasing MassAbility: MassAbility

CONTACT NAME: Benjamin Jackson

EMAIL: mby-procurement@mass.gov

TELEPHONE: 857 278-4319

COMMBUYS Help Desk: OSDHelpDesk@mass.gov |1-888-627-8283 or 617-720-3197

PROCUREMENT INFORMATION

RFR NAME: Transitional Assistance 2025

ALTERNATE ID (Agency Doc #): TA-2025

SHORT DESCRIPTION Transitional Assistance – Master Service Agreement contract with providers to support program eligible participants enrolled in the MFP-DEMO, MFP-CL, ABI-N, MFP-RS, ABI RH, and TBI or any additional valid ‘commonwealth’ program in removing barriers to housing, finding housing, and purchasing necessary household setup items (non-recurring costs of allowable cost items) so those individuals can transition successfully to the community or other approved situational moves.

RFR Release Date: Wednesday, November 26, 2025

Total PROCUREMENT Period: ~ 03/01/2026 – 2/28/2035

ACTIVITY CODES 2244

OBJECT CODES M03

mailto:mby-procurement@mass.gov mailto:OSDHelpDesk@mass.gov

PROCUREMENT CALENDAR & DEADLINE FOR RESPONSES

I. 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), the Provider Manual, applicable state and federal regulations, and any amendments and/or additions to these documents during the life of this bid. References to MassAbility in this document include all MassAbility offices, programs, and internal departments.

This procurement will result in a Master List of Vendors who have been deemed qualified and awarded a contract to perform services under this RFR. Proposals will be reviewed and scored by a Proposal Review Team composed of MassAbility staff. This is a rolling enrollment RFR, meaning that bidders may continue to submit proposals up to 8/31/2034. Proposals will be evaluated upon the initial bid closing date stated and as they are received on a rolling basis thereafter.

All awarded Bidders must sign a standard contract form to be placed on the Master Agreement. The Master Agreement contract does not guarantee an awarded Bidder a specific level of funding or referrals. Funding will be managed by MassAbility through a Service Authorization Form, Statement of Work, or other mechanism to track authorized units of service and the rate of service(s). Awarded Bidders, hereinafter referred to as “Providers” must receive written authorization from MassAbility prior to delivering services under this RFR.

Providers will be engaged by MassAbility as needed. MassAbility empowers its program participants based on the principles of individual (participant) choice. This involves informed choice in the selection of services that the individual and their family/guardian believe best meets their assessed needs, as well as choice of service Providers, and satisfaction with provider services. Thus, there is flexibility to enable individuals to make

QUESTIONS (BIDDER

SUBMISSIONS):

DATE & TIME: Friday, December 12, 2025, @ 4:00 pm EST Questions must be posted on COMMBUYS.

QUESTION & ANSWERS

(MASSABILITY

RESPONSES):

DATE & TIME: Friday, December 19, 2025, by 4:00 pm EST

RESPONSE SUBMISSION:

(REVIEWING BEGINS)

Date & Time: Tuesday, January 6, 2026, 4:00 pm EST – Vendor should register & submit electronic proposals only to

COMMBUYS.

RESPONSE EVALUATION

PERIOD

ESTIMATED TIME FRAME: Tuesday, January 13, 2026, through Tuesday, January 27, 2026.

NOTICE OF EVALUATION

RESULTS

ESTIMATED DATE & TIME: Thursday, January 29, 2026, by 4:00 pm EST.

All vendors who respond to this RFR will be notified of the outcome of their submission in COMMBUYS changes in services and/or with service providers, within the constraints of availability related to factors such as geographic location, capacity, funding, etc.

II. Applicable Procurement Law

CHECK ONE

(“X”) TYPE OF PURCHASE APPLICABLE LAWS

☐ GOODS AND SERVICES MGL C. 7, § 22; C. 30, § 51, § 52; 801

CMR 21.00

☒ HUMAN AND SOCIAL SERVICES MGL C. 7, § 22, § 22N; C. 30, § 51, §

52; 801 CMR 21.00; 808 CMR 1.00

☐ LEGAL SERVICES MGL C. 30, § 51, § 52 AND § 65; C. 7,

§ 22; AND 801 CMR 21.01(2) (B)

☐ GRANTS MGL C. 7A, § 7; ST. 1986 C. 206, § 17;

815 CMR 2.00

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

(“X”) NUMBER OF CONTRACTORS FOR CONTRACT(S)

☐ SINGLE CONTRACTOR

☒ MULTIPLE

CONTRACTORS

There is no target maximum number of Providers; the Purchasing MassAbility may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

IV. Calendar Rule Type

(“X”)

CALENDAR RULE

TYPE DEFINITION

☐ STANDARD Vendors bid before RFR opens (Response deadline date).

☐ OPEN Vendors can bid when RFR is open again.

☒ ROLLING

Bidders may submit unsolicited proposals during the entire contract period. MassAbility will conduct a monthly review of all electronic submissions on the fifteenth (15th) day of every month. Should the 15th day fall on either a weekend day or holiday, MassAbility will review the response/s on the following business day.

V. Acquisition Method

CHECK ALL

THAT APPLY CATEGORY

☒ COST REIMBURSEMENT

☐ UNIT RATE (CH 257)

☒ UNIT RATE (NON-NEGOTIABLE)

☐ UNIT RATE (NEGOTIABLE)

☐ ALL-INCLUSIVE RATE (PROJECT-BASED)

☐ Other: Specify Here

VI. Entities Eligible to Use the Resulting Contract

(“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 MassAbility and the following other entities:

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

VII. Expected Duration of Contract:

CONTRACT DURATION

INITIAL DURATION From: ~ 03/01/2026 – To: 02/28/2031

RENEWAL OPTIONS Two (2) Two-year renewals

TOTAL MAXIMUM DURATION From: ~ 03/01/2026 – To: 02/28/2035

VIII. Anticipated Expenditures, Funding or Compensation

Estimated Total Value of Procurement: $65,000,000

All services procured under this RFR are subject to appropriation. Should funding levels be adjusted significantly, MassAbility may seek Provider re-affirmation of willingness to continue providing services under modified program requirements and limitations.

At any time during the duration of the contract, MassAbility may conduct audits and reviews of services and may consider taking corrective action, up to and including 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; a Provider is unable to meet licensing or certification standards, persistent inability to resolve or engage in Participant conflict resolution, or other issues or circumstances arise that result in a determination that the Provider can no longer deliver services in a safe and effective manner. Contracts may be terminated for non-punitive reasons including: the need(s) of the Participant change to the extent that they can no longer be appropriately served under the original terms of the procurement, a determination by MassAbility that procured services are no longer necessary as a significant change in services is in the best interests of the individuals served, or where legislative funding has ceased to support programs covered under this RFR.

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. MassAbility reserves the right to make contract awards for a shorter duration when it is in the best interests of individuals, MassAbility, or The Commonwealth.

(“X”)

☒ Contract will NOT have a Maximum Obligation Amount

☐ Contract will have a Maximum Obligation

(“X”) WILL FEDERAL FUNDS BE USED TO FUND ANY PART OF CONTRACT(S)?

☐ No

☒ Yes

Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

The funding for any contract resulting from this procurement is conditioned upon MassAbility’s receipt of State and Federal funds to support the initiatives described herein.

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. Providers are responsible for ensuring its compliance with all state and federal regulations related to business it conducts with state entities.

Contents

1.0 Procurement Introduction

1.1 Procurement Scope and Description

1.2 MassAbility Overview

1.3 Service/Program Overview

1.4 Goals and Objectives

2.0 Scope of Services

2.1 Service Definitions

2.2 General Requirements

2.3 Compensation Structure

2.4 Purchasing of Service Terms & Conditions

3.0 Performance Requirements and Monitoring

3.1 Other Requirements

3.2 Contract Performance Specifications

3.3 Contract Management Procedures

3.4 Additional Performance Expectations

3.5 Documentation and Record Keeping Requirements

4.0 Questions and Evaluation Criteria

4.1 Mandatory Minimum Criteria

4.2 Response Evaluation

4.3 Response Requirements (Scored Criteria)

4.4 Supplier Diversity Program

4.5 Scored Criteria

4.6 Requests for Correction or Clarification Terms

4.7 MassAbility Licensure and Certification

5.0 Contract Invoicing

5.1 Billing with Invoice/ Payment Voucher

6.0 Required Forms

6.1 Other Forms

6.2 Instructions for Submission of Forms and Questions

6.3 Quote Contents & RFR Submission Checklist

6.4 Online Quote Submission via COMMBUYS is required

6.5 Electronic Signatures

6.6 File Format and Naming Conventions

6.7 Amendments to BID

6.8 Alterations

6.9 Ownership of Submitted Quotes

8.0 Other Requirements Pertaining to this RFR

8.1 Debriefings/ Appeals

8.2 Administrative Appeals to the Department

8.3 Debarment

8.4 Enterprise Invoice / Service Management (EIM/ESM)

8.5 EOHHS Qualification Process

8.6 Criminal Offender Record Checks (“CORI”)

8.7 Privacy and Security

8.8 Virtual Gateway Business Services

8.9 Best Value Selection and Negotiation

9.0 Supplier Diversity Program (SDP)

1.0 Procurement Introduction

1.1 Procurement Scope and Description

MassAbility seeks to establish a list of organizations qualified and available to provide Transitional Assistance Services to eligible individuals. Services procured under this Transitional Assistance – Master Agreement seek to assist eligible individuals remove barriers to housing stability, find housing, and purchase one-time, non-recurring expenses/goods such as for household set up items necessary to successfully transition the eligible Participant into the home. Eligible individuals are those who are Participants enrolled in specific Home and Community Based Services (HCBS) Waiver Programs such as Money Follows the Person Demonstration (MFP Demo), Moving Forward Plan Community Living (MFP-CL), Moving Forward Plan Residential Supports (MFP-RS), Acquired Brain Injury Nonresidential Habilitation (ABI-N), Acquired Brain Injury Residential Habilitation (ABI-RH), and Traumatic Brain Injury (TBI Waiver) who require assistance to transition into less restrictive settings in the community or other approved situational moves. MassAbility reserves the right to identify or adjust additional program eligibilities.

1.2 MassAbility Overview

MassAbility, formerly known as the Massachusetts Rehabilitation Commission, is a state agency dedicated to helping individuals with disabilities live and work independently. MassAbility provides comprehensive services to people with disabilities to maximize their quality of life and social and economic self-sufficiency. MassAbility 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, home care assistance, and disability determinations. Services are provided through three divisions:

Career Services (CS), Home and Community Life (HCL), and Disability Determination Services (DDS).

1.3 Service/Program Overview

Individuals transitioning from skilled nursing facilities, long term rehabilitation hospitals, or other restrictive settings often face significant barriers to successful reintegration into the community. A critical gap exists in transitional support services that address both housing access and the establishment of a safe, stable living environment. Without assistance in locating housing and obtaining necessary household items, many individuals experience delayed discharges, repeated institutional stays, and/or risk of homelessness, which jeopardizes their overall quality of life. To overcome some of these hurdles, MassAbility and other EOHHS agencies administering specific Home and Community Based Services Waiver programs including the Department of Developmental Disabilities (DDS) and the Executive Office of Aging and Independence (AGE) provide Transitional Assistance (TA) services through its various programs for eligible individuals.

Transitional Assistance services and supports enable the eligible individual to establish a basic household, which are determined necessary to facilitate the Participant’s transition into the community, a less restrictive setting, or other approved situational moves. Services may include assessing need areas, arranging for and procuring necessary goods or resources related to personal household items, removing barriers to housing, and assisting the Participant in a housing search. While Transitional Assistance services under this RFR are procured through MassAbility, MassHealth serves as the oversight agency of the program, providing clarity on, and in some instances final approval, of anomalous or atypical services.

1.4 Goals and Objectives

Through this RFR, MassAbility seeks to qualify entities that will provide Transitional Assistance services to eligible individuals offering services including housing support and resources consistent with this procurement.

The referring agencies (MassAbility, DDS, and AGE) will procure TA services from the list of qualified Providers maintained by MassAbility.

I. Objectives Housing access: Assist eligible individuals in locating and securing safe, affordable housing during their transition back to the community.

Household establishment: Provide financial and logistical support to eligible individuals for the purchase of necessary household items needed to set up a basic living environment.

System Impact: Reduce unnecessary prolonged institutional stays by providing timely support that expedites discharge and return to the community.

2.0 Scope of Services

All TA goods and services must be paid by the provider and subsequently will be reimbursed by MassAbility.

MassAbility is prohibited from reimbursing any taxes paid on items or services procured under this procurement. Therefore, Providers should seek a copy of the approved ST-2/ST-5 form from MassAbility prior to making any purchases related to this RFR or use their own tax-exempt allowances where applicable. Only purchases approved by the referring agency staff, and that fall within the guidelines of Transitional Assistance purchases, will be reimbursed.

TA services are services and supports that enable an individual to establish a basic household and which are determined necessary to facilitate the eligible individual’s successful transition into the community, whether from a more restrictive setting or when moving between community settings. Services may include assessing need areas, assisting the participant to complete housing applications, arranging for and procuring necessary goods to establish the household, and providing resources related to setting up household.

Services must be provided in person unless the Participant has asked for other reasonable methods (e.g., virtual or telephonic). However, the TA service needs assessment must be done in person. The TA Plan must be submitted to the referring agency staff for initial review and preliminary approval with final MassAbility approval before Provider staff may implement Plan services. Services must be performed by individuals employed by the Provider. The Provider must deliver Transitional Assistance Services for eligible individuals within the geographic area(s) that it identified in their response to this RFR. If a qualified Provider is able to later expand their services to other regions not initially identified in their Business Response, the Provider must inform MassAbility to initiate a contract amendment for additional regions before services can be performed.

There are five geographic regions identified for the purposes of this RFR:

1. Boston/Metro

2. Central Mass.

3. Southeast/Cape/Islands

4. Northeast Mass

5. Western Mass.

Providers may be called upon to provide TA services during non-typical working hours including weekends, holidays, or evenings, according to the nature of the activity or the eligible individual's preference.

Referrals for TA services will be made by the agency staff to the individual designated by the Provider as having lead responsibility for referrals. Initial TA Plans must be approved by the referring agency staff and by MassAbility administration no less than six weeks before an eligible individual is expected to move. MassAbility will maintain an updated list of the Provider lead staff within the Provider agency (Provider is responsible for informing MassAbility of any contact staff changes), responsible for referrals and will share it with agency staff regularly. Providers are responsible for timely informing MassAbility of any contact staff changes.

At the start of each fiscal year, and occasionally when necessary, MassAbility will issue a Provider Manual that will serve as a guide for providers in performing the activities and expectations procured by this RFR. The Provider Manual will include further instructions for carrying out the services and procurement of goods noted in this solicitation.

In the delivery of services, the Provider shall:

1. Review the referral and inform the referring party within two (2) business days of their ability to respond to such a request.

2. Designate one primary TA lead for each referring agency.

3. Travel to the Participant’s residence to conduct an assessment of the TA Service needs.

4. Develop a TA Plan and submit to the eligible individual's case manager (CM) or service coordinator (SC) for approval. The referring agency staff will approve, modify, if needed, and return the plan to the Provider for implementation.

5. Provide eligible individuals with a choice of staff with which to work to implement the TA plan.

6. Upon approval of the TA Plan by the referring agency, provide direct services to eligible individuals as specified in the approved Transitional Assistance Plan and arrange for the provision of any other services as specified in the approved TA Plan.

7. Transport eligible individuals in the community for direct service provision, including transition visits, skills development activities, shopping for necessary transitional items and/or services identified as helpful for the individual in making an informed decision related to location, provider, service type, and their frequency and duration.

8. Work with the referring agency staff, nursing home/hospital staff, and MassAbility in the provision of services as a member of an integrated team, including attending transition planning meetings.

As part of the TA Plan, the eligible individual’s referring agency staff may authorize the purchase of services and/or payment of expenses that are appropriate and necessary for the eligible individual’s discharge from a nursing facility or hospital and safe transition to the community. These may include:

1. Security deposit if required to obtain a lease on an apartment or home.

2. Essential household furnishings and expenses required to occupy and use a community domicile, including purchase of furniture, window coverings, food preparation items, and bed/bath linens.

3. Communication devices include cell phones, tablets, computers, and ancillary equipment which is necessary to enable the eligible individual to participate in telehealth. Ancillary equipment may include routers and portable hotspots.

4. Set-up fees or deposits for utility or service access, including telephone, electricity, heating, and water.

5. Payment of outstanding utility charges (for MFP-Demo only) that are a significant impediment to transition.

6. Household services necessary for the eligible individual’s health and safety, such as pest eradication and one-time cleaning prior to occupancy.

7. Reasonable moving expenses.

8. Fees associated with obtaining core documents needed for housing applications (e.g. birth certificate, government-issued photo identification)

The outstanding utility charges and first month’s rent are allowed under Transitional Assistance ONLY for eligible individuals enrolled in the MFP Demonstration grant.

Note: The following are prohibited and will not be reimbursed under this RFR: ongoing rent or mortgage payments, recurring utility costs, non-essential furnishings, gift cards, and other items restricted by applicable federal and state regulations including taxes paid on items purchased or expenses related to Provider-owned/leased furnishings.

Qualified Providers under this RFR facilitate and pay for the purchases and services under the TA Plan for eligible individuals upon an initial review and preliminary approval from referring agency staff with final administrative approval of the Plan by MassAbility. Insufficient submissions will require that the referring agency staff address any issues with the TA Provider to resolve any deficiencies or conflicts.

The Provider shall also adhere to the following requirements:

1. Designate a lead staff who will manage TA for the Provider and serve as primary contact.

2. Make every effort to satisfy the eligible individual’s service preferences; purchases are to reflect the reasonable wishes of the individual within the terms of eligible purchases. This includes the method of purchasing (e.g., traveling to stores to make purchases, making on-line choices, or working with the TA Provider to develop other options).

3. Create an individual record reflecting all activities pertaining to the eligible individual’s transition services, which must be made available to the eligible individual’s Case Manager/Service Coordinator (CM/SC) upon request.

4. Notify the eligible individual’s CM/SC when the service needs fall outside of the purview of their approved need areas as documented in the TA Plan, available resources, or areas of expertise.

5. Inform the eligible individual’s CM/SC of any significant occurrence that impedes or may impact the delivery of Transitional Assistance services defined in the plan.

6. Notify the eligible individual’s CM/SC immediately, in the event that the type or amount of service hours provided requires any changes, including increases or decreases in time or funding. Providers will NOT be paid for services or purchases made above and beyond what is on approved TA plan.

7. Screen all staff to comply with applicable Executive Office of Health and Human Services standards for Criminal Offense Record Information screening process and staff qualifications.

8. Comply with all applicable reporting requirements for incident reporting and mandatory reporting of alleged and suspected abuse and neglect, consistent with the Mandated Reporting provision.

9. Submit monthly service delivery reports (SDR) with invoices and receipts to MassAbility no later than 15 calendar days following the end of each month during which the service occurred, including:

a. The month of billing.

b. The type of service provided.

c. The number of units (e.g. hours) provided for each service, the day the service was provided, and a brief note regarding the purpose and outcome of the service.

d. In the situation when commodities or set-up fees are paid for by the provider, the SDR lists what was purchased or paid for and receipts and proof of payment must be attached.

10. Ensure that services are being provided consistent with the approved TA plan including, but not limited to:

i. Frequency

ii. Duration

iii. Approved dollar amounts

11. Ensure that the eligible individual, and guardian where applicable, understand the purpose(s) for the services and know whether progress is being achieved.

12. Ensure that the information is presented through means (e.g., written, verbal, visual, etc.) that allows the eligible individual and/or guardian to obtain, process, and understand the information and services. This may include language access including American Sign Language (ASL).

13. Ensure that MassAbility is informed of staffing assignments that will impact TA Plan development and implementation.

14. Describe how these services provided will achieve the goals stated in Section 1.3. These services are essential to promoting independence, reducing reliance on institutional care and ensuring that individuals can successfully transition into the community.

15. Must make every effort to protect and safeguard the confidential data and personal identifiable information of every eligible individual and must comply with the provisions of M.G.L. c. 93H when appropriate.

The main indicator of Transitional Assistance services success is the eligible individual’s successful transition to a community setting.

The Providers(s) awarded contract(s) with MassAbility through this RFR, will be responsible for providing services specified under this program. Response requirements to be eligible to be added to the Master Agreement are listed in the attachment ‘RFR Vendor Response Template’ on the COMMBUYS posting with respective scoring procedures detailed in Section 4.0 Evaluation Criteria of this RFR.

2.1 Service Definitions

Qualified Providers will be expected to complete the following set of required activities for the eligible individual:

• Needs assessments

• Assistance with housing search and housing application processes

• Purchase of goods to establish a household

• Assistance arranging for and supporting the details of the move

• Assist participants in, and provide resources related to, setting up a basic household

• Coordination of services to ensure a smooth transition to the community, a less restrictive setting or an approved situational move

• Transitional Assistance services are provided only to the extent that they are reasonable and necessary as determined through the service plan development process clearly identified in the TA plan and the eligible individual is unable to meet such expenses through comparable benefits immediately available.

Individuals enrolled in the ABI-N, ABI-RH, MFP-CL, MFP-RS and TBI waivers may receive the TA services that include the purchase/payment of necessary goods and services for the eligible individual’s transition, such as:

• Assistance with housing search and housing applications processes, including payment necessary to acquire documents needed for proof of identity/income

• Security deposit

• Limited supply of Specialized Medical Equipment

• Training/Assessments related to an eligible individual's residential group home transition

• Durable Medical Equipment that is recommended by a medical professional for the eligible individual and not covered by insurance

• Reasonably priced essential household furnishings (e.g. Bed/bath linens, furniture, kitchenware)

• cell phones, tablets, computers, and ancillary equipment necessary for the operation of the devices that enable the individual to participate in telehealth

• Utility setup fees and deposits (electricity, water, phone, heating)

• Cleaning or pest eradication services required for safe occupancy

• Reasonable one-time moving expenses

• Reasonable staffing costs associated with developing TA plan, researching items, making purchases, and conducting site visits

• Reasonable expenses incurred to transport the eligible individual as related to meeting housing goals and setting up a safe independent living environment in the community including purchasing approved goods and mandatory housing site visits. Transportation expenses must first be approved by the referring agency Case Manager Role

All five Waiver Programs may cover non-recurring residential set-up expenses where the eligible individual is directly responsible for his or her own set up expenses, e.g., internet installation not covered by landlord. For eligible individuals transitioning to residential group homes, Transitional Assistance will only cover costs directly related to the eligible individual and not for common use.

Eligible individuals enrolled in the MFP Demonstration Grant (Demo) may receive TA services that include the purchase/payment of necessary goods and services for the eligible individual’s transition listed above, in addition to other goods/services such as:

1. First month’s rent (Demonstration grant enrollees only)

2. One-time purchase of Basic Household goods and supplies with a specified cost and time limit **residential group homes excluded (Demonstration grant enrollees only)

3. One year Renter's Insurance (within qualifying guidelines) **residential group homes excluded

(Demonstration grant enrollees only)

4. Short term services while long term support services are put into place (situationally reviewed) **residential group homes excluded (Demonstration grant enrollees only)

5. Limited amount of reasonably priced and necessary clothing (e.g., weather appropriate), situationally approved

6. A television with a specified size limit (Demonstration grant enrollees only)

7. Arrearages that create a barrier to housing, situationally approved, such as payment of past-due rent or utility bills that prevent housing access (Demo Only)

8. Washer/Dryer and warranties for those items and larger appliances

9. Humidifier/Air Conditioner/Vacuum Cleaner/Cleaning/dumpster fees or pest eradication services required for safe occupancy

In providing any service or delivery of items above, Providers must refer to the Provider Manual for additional guidance to ensure proper disposition of services and items.

MassHealth or the MFP Project Office may approve additional items or services on a case-by-case basis as it relates to removing barriers to access housing and for a safe transition of the eligible individual into a community setting. MassAbility will not retroactively reimburse any goods or services that were not approved prior to implementation.

2.2 General Requirements

Bidders qualified to provide Transitional Assistance must meet all the following requirements:

As a prerequisite for qualification and review, at the time of bid submission, Bidders must be an approved provider of services with any of the following state-entities: MassAbility, the Executive Office of Aging & Independence, the Department of Mental Health, the Massachusetts Commission for the Blind, the Department of Developmental Services, or the UMass Chan Medical School Division of Commonwealth Medicine under the programs or entities as specified below:

• Independent Living Centers

• Community Assessment and Support Services – Support Worker or Case Management

• In Home Supports

• Regional Service Centers and Day Supports for Individuals with Brain Injury (SHIP)

• MassAbility Supported Living

• Aging Service Access Points (ASAP) approved by Executive Office of Aging & Independence

• Incorporated Aging and Disability Resource Center (ADRC) approved by the Executive Office of Aging

& Independence

• Current providers of Individual Supports & Community Habilitation under the ABI/MFP waivers with the

UMass Chan Medical School, Division of Commonwealth Medicine or

• Current providers of ABI/MFP Residential Services with the Department of Developmental Disabilities.

MassAbility reserves the right to qualify providers of other state services. needed to ensure a robust tool for MassAbility. needed to ensure a robust tool for MassAbility.

Providers seeking to submit a bid proposal who do not meet the prerequisite as one of these provider types above must first become one of these provider types by seeking such qualification through UMass Chan Medical School or by responding to one of the provider-specific RFRs. A provider seeking to qualify as one of these provider types may also respond to this RFR at the same time but will not meet the minimum requirement to provide TA until the prerequisite qualification is met.

Only organizations qualified in accordance with this RFR may receive a contract to provide services identified in this RFR.

I. Vendor Certifications

• Statutory, certification, and license requirements

II. Vendor Experience

• Business background

• At least 5 years of experience providing services to individuals with disabilities

• Years in the industry

• Organizational chart

III. Employee/Staffing Requirements

• Staff providing TA services must demonstrate at least 2 years experience providing services to individuals with disabilities

• Ability to provide effective communication in the language and communication style of the eligible individual to whom they provide services and their family serving as their advocate

• CPR certification

• Background/CORI check requirements

Bidders shall be familiar with disabilities in general, including brain injury. Bidders shall have the ability to address the unique needs of individuals from diverse cultural and linguistic backgrounds in their service areas including translation services.

IV. Training Requirements The Provider staff associated with performing TA services must participate in training provided by MassAbility at least annually and as often required. Additionally, the Provider shall implement a process to provide its staff with orientation and training in the following areas:

a. ABI, MFP, TBI Waiver and Demo standards, policies and procedures

b. Person-centered planning

c. Purpose of transition services

d. The roles and responsibilities of the eligible individual and/or their guardian, the nursing facility or hospital, service providers, CM/SC and MassAbility

e. Implementing transition service plans

f. Delivering and purchasing transition services or items

g. Documenting the transition service delivery

h. Reporting, communicating, and coordinating transition services with the Participant and/or guardian, nursing facility/hospital, and CM/SC staff

i. MassAbility policies and standards regarding incident reporting or complaint resolution

j. Mandated reporting requirements under MGL Chapters 19A (Abuse of the Older Person), 19C (Abuse of the Disabled), and applicable regulations.

2.3 Compensation Structure

I. PRE-DETERMINED RATE

Only organizations qualified in accordance with this RFR may receive a contract to provide services defined in Section 2.0. Providers will be paid a unit rate, also known as a ‘Flat Rate’, set forth by 101 CMR 359.00 for the successful completion of the authorized services or outcomes detailed in the contract. Contract rates are structured and made in payments by increments of 15-minute units of service. Transitional Assistance Providers will not be reimbursed for mileage.

II. COST-REIMBURSEMENT

Goods/items procured in accordance with this RFR will be paid on a cost-reimbursement basis.

Reimbursement will be based upon incurred costs for allowable purchases. It is the responsibility of all awarded providers to seek TA plan approvals prior to making purchases. MassAbility will not reimburse providers for costs incurred for items and services not included and not approved in the TA plan. MassAbility reserves the right to deny any reimbursement for costs incurred which reasonably could have been avoided or where not on the approved TA plan. Reimbursed costs are directly related to approved TA plans.

Non-reimbursable costs should not be included in submitted invoices. Non-reimbursable costs include, but are not limited to, state, federal, or local taxes; sales tax; mileage, gift cards; or any items prohibited by 801 CMR 21.00, 808 CMR 1.00, and 2 C.F.R. 200.

2.4 Purchasing of Service Terms & Conditions

The services/commodities detailed under section 2.0 will be purchased in accordance with an approved TA plan. The plan will identify service and purchasing needs based on reasonable participant choice, consistent with the program’s person-centered approach.

3.0 Performance Requirements and Monitoring

MassAbility is seeking the best value to facilitate the desired outcomes of this RFR and invites creative and flexible delivery of best practices to that end. In addition, specific measures of the vendor’s performance will be utilized to ensure the vendor is in compliance with what has been requested and what they offered in this RFR. The following performance areas will be subject to measurement:

1. Ability to achieve service outcomes/outputs

2. Timely Delivery of Services

3. Quality of Services

4. Responsiveness to MassAbility and other agency Inquiries

5. Adherence to Service Level Agreements within TA plans

6. Attendance at Scheduled Meetings including training

7. Timely billing

8. Accurate billing

9. Billing correction responsiveness within 10 (ten) business days of inquiry

Final invoices in any fiscal year must be submitted no later than August 15 for performance made and received (goods delivered, services completed) prior to June 30, in order to make payment for that performance prior to the close of the fiscal year to prevent reversion of appropriated funds. Failure to submit timely invoices by August 15 or other date listed in the Contract shall authorize MassAbility to issue an estimated payment based upon MassAbility’s determination of performance delivered and accepted. The Provider’s acceptance of an estimated payment releases the Commonwealth from further claims for these invoices. If budgetary funds revert due to the Provider’s failure to submit timely final invoices, or for disputing an estimated payment or fails to submit required information, MassAbility may deduct a penalty of up to 10% from any final payment in the next fiscal year for failure to submit timely invoices.

The following performance measures are included and will be monitored as part of the Annual Oversight Monitoring process and/or will be reviewed through other information collection procedures such as satisfaction surveys and random sampling for on-site review by MassAbility.

a. Submission of an annual Assurance letter regarding the agency’s compliance with CORI policy and procedures as defined by EOHHS. 101 CMR 15.00

b. Compliance with Medicaid State Directors letter #09-001, which details the obligation of providers to screen their employees and contractors for Federally Excluded Individual/Entities.

c. Submission of signed MassHealth Provider Service Agreements for the ABI & MFP Waivers.

d. Collaboration with the designated MassAbility administrative staff and case managers.

e. The provision of program data to MassAbility as required.

f. The submission of any incident reports in a timely fashion that is in compliance with the incident reporting policy.

g. Compliance with mandatory reporting requirements regarding abuse and neglect in a timely manner, (e.g.

DPPC or Protective Services Program through AGE).

h. Timely submission of contract documents, TA plans, Invoices, Service Delivery Reports, correction of billing documents (acknowledged and answered within 10 (ten) business days of inquiry) and other information as may be specified by MassAbility.

i. Provision of training and supervision to staff in accordance with required areas such as incident reporting and mandatory reporting.

j. The existence of an agency complaint resolution procedure and evidence that participants and/or their legal guardians have been informed of the complaint resolution policy and process annually; and timely submissions to MassAbility of complaint requests and reports.

3.1 Other Requirements

Reimbursement will be based upon actual services delivered and goods purchased, and such ancillary services required and/or negotiated by MassAbility. Providers agree that the service rates will include all travel (mileage), necessary follow-up services, including but not limited to consultations on reports and communications, approval of necessary changes in the recommendations and the like. The rate of payment for Transitional Assistance are established by the Executive Office of Health and Human Services and are 101 CMR 356 for MFP Demo and 101 CMR 359.00 for all other programs. Reimbursement for authorized goods and commodities will be at the actual cost, without taxes and any shipping or cargo charges, as approved by the Participant's Case Manager/Service Coordinator role, and verified by supporting documentation.

I. Contract Performance

Billing documentation for Transitional Assistance is required monthly. Monthly Transitional Assistance billing should be submitted by the 15th of the month following the billing period (i.e., October 15th deadline for September billing to be submitted).

Providers may be evaluated based on performance and utilization and may be placed on a Performance Improvement Plan or a corrective action plan if deficiencies are discovered. If fiscal and program performance deficits are found, a performance improvement plan or corrective action plan may be developed. The corrective action plan will identify the issues and the steps the provider will take to correct them. MassAbility will work with providers to complete items on the performance improvement or corrective action plans to ensure quality services are provided to Participants.

II. Performance Improvement Plan (PIP) & Corrective Action Plan (CAP) MassAbility has the right to place a provider on a Performance Improvement Plan (PIP) or Corrective Action Plan (CAP) should such a plan be warranted. Reason(s) a provider may be placed on a PIP or CAP may include but is not limited to:

• Poor performance on contractual outcome measures

• Missing billing and reporting deadlines

• Untimely and inaccurate billing

• Untimely or lack of responsiveness to referrals

• Untimely delivery of services

• Poor communication with CMs/SCs/MassAbility/Partner Agencies/eligible individuals

• Practices inconsistent with the expectations of this RFR

• Additional quality of service concerns

Where required, a PIP or CAP will be initiated by MassAbility at its discretion. CAP is an escalation of a PIP and must be signed by the Provider program manager, the Provider CEO, and MassAbility Business Improvement Partner.

A copy of the signed PIP/CAP will be placed in the provider’s contract file. Should there be additional concerns or should a second corrective action plan be required within three years of the first PIP/CAP MassAbility may implement corrective action steps to reduce or eliminate referrals or terminate the contract. Either party can terminate the contract with 30 (thirty) days’ notification due to CAP or PIP.

On an annual basis at minimum, Provider performance will be reviewed by MassAbility Program managers or designated staff. Provider contracts may be terminated based on the discovery of fraud or abuse, continued poor performance, quality of service issues, or lack of professional conduct, including billing delays.

Additionally, the Provider contracts may be placed on corrective action plans or issued sanctions, depending on the severity of issues.

3.2 Contract Performance Specifications

MassAbility is interested in identifying metrics to work collaboratively with the awarded Provider(s) to monitor and improve performance during the life of the contract. MassAbility has identified initial metrics of interest and looks forward to working with the awarded Provider(s) to supplement or refine this list during contract negotiations. The final set of performance metrics and frequency of collection will be negotiated by the successful proposer and MassAbility prior to the finalization of an agreement between parties and may be adjusted over time as needed.

The following outcome and output measures will serve as the basis for assessing the quality and performance of vendors providing TA services for eligible individuals. Effectiveness metrics will be used to measure the degree providers reach the defined outcomes and outputs.

Outcomes and Outputs will be reviewed on a quarterly basis. The specifications of quality will be defined as the following:

OUTCOME MEASURE DATA SOURCE PARTY CADENCE

1 100% of billing will be submitted on time

Billing submitted by the 15th of month following purchases and services

Invoices and Service Delivery Reports

Data collected by MassAbility staff quarterly

2 Timely delivery of services

Participants are contacted in a timely manner after referral and TA plans are developed

TA plans and Participant feedback

Data collected by MassAbility staff quarterly

3 Person centered services

%of Participants reporting they had meaningful input in choosing housing, furnishings and supports

Staff and Participant feedback

MassAbility staff quarterly

OUTPUT MEASURE DATA SOURCE PARTY CADENCE

1 Average turnaround time from referral to services delivery

TA Plan, staff and participant feedback

MassAbility staff Quarterly

2 Show efficacy and utilization of resources

Average dollar amount of TA funds spent per Participant

TA Plan, TA billing data, MassHealth data on Participant transitions

MassAbility staff Quarterly

3.3 Contract Management Procedures

As part of MassAbility’s commitment to improved outcomes, MassAbility will actively and regularly collaborate with awarded providers to enhance contract management, improve results, and adjust service delivery based on learning what works. Reliable and relevant data is necessary to drive service improvements, facilitate compliance, inform trends to be monitored, and evaluate results and performance. As such, MassAbility reserves the right to request/collect other key data and metrics from providers.

Awarded providers will be held to the deliverables stated in 3.1 and are expected to follow the additional performance expectations listed in 3.3. Desk audits and compliance reviews may be conducted by MassAbility on a periodic basis. Contract management activities are expected under all contracts; they are not considered allowable expenses and shall not be billed back to MassAbility.

3.4 Additional Performance Expectations

Awarded providers must submit invoicing on a monthly basis, by the 15th of each month for the prior month of service, with proper backup documentation. Issues and errors raised by MassAbility must be acknowledged and answered within 10 (ten) business days of inquiry. Unresolved issues/errors may result in the imposition of sanctions and penalties.

3.5 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, where applicable 957 CMR 6.00, and as specified in this RFR and in such detail as shall properly substantiate claims for payment made under a resulting contract. These records shall be maintained by the Provider for no less than 5 (five) years and must be made available to MassAbility upon request.

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

• Meeting attendance records / logs which are signed and dated

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

• Providers are expected to maintain accurate individual information and data and take all necessary actions to resolve reportable events and conditions. This includes but is not limited to (808CMR1.00 and reporting requirements under 101 CMR 359.00):

• Individual records of all TA activities including all housing search information

• The Provider needs to have systems to identify, report, and respond to the following (808CMR1.00):

• Incident reporting

• Grievances

• Complaints and actions related to allegations of potential mistreatment

4.0 Questions and Evaluation Criteria

4.1 Mandatory Minimum Criteria

In addition to the prerequisite noted above, the Mandatory Minimum Requirements for a Bidder to be considered for scoring include:

1. Bidder provided completed and signed required documents listed on the Bidder’s Response Checklist

2. Bidders must be qualified to conduct business in Massachusetts. MassAbility will not award providers that have been debarred by federal, state, or local government.

All required documents are stated in Bidder’s Checklist. A completed and marked checklist is a required form of the response. The Business Response questions/items can be found in Vendor Response Template.

Bidders must input their responses directly into the template and include this…