MRC AT 4-2020 Assistive Technology Services RFR~3.docx

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

MASSACHUSETTS REHABILITATION COMMISSION

600 WASHINGTON STREET, BOSTON, MASSACHUSETTS

Request for Response (RFR) Document Title: Assistive Technology Services COMMBUYS Bid#: BD-20-1071-AO-02021-50657 Agency Document Number: MRC AT 4-2020 Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

Boston, MA 02111-1704

Responses to questions will be posted on COMMBUYS by: May 8, 2020, by 4 PM.

https://zoom.us/j/839529389 Meeting ID: 839 529 389, One tap mobile +19294362866, 839529389# US (New York)

Vendor must register on and submit proposals to COMMBUYS https://www.commbuys.com/bso/ COMMBUYS Helpdesk #: 1-888-627-8283 (8am - 5pm ET Monday - Friday)

ACQUISITION METHOD

This will be a Master Agreement contract, with payment based on mixed unit rates and cost reimbursement. Two distinct mechanisms will be used to fund services provided under the contract.

Services that are ‘individually authorized’ by MRC staff for specific consumers will be funded based on individual authorization letters. MRC will negotiate an hourly unit rate for services with each provider, and devices purchased will be billed at the cost incurred by the provider. A pool of multiple providers will be established for this service, which can include both individual providers as well as organizations. Payments will be made against a Master Agreement. Establishment of a contract under this RFR is no assurance of the level of services that a provider may be authorized to provide.

“Regional community-based” services will also be provided under this contract. For these services, a Statement of Work (SOW) will be established with up to five providers, each of which will be solely responsible for serving one or more of five regions. Each SOW will specify a maximum obligation, estimated to be about $210,000 per region each year. The delivery of services under this mechanism will be paid at an hourly rate for the direct service component as established under Chapter 257 in 101 CMR 422. Assistive Technology (AT) devices and systems purchased through these SOWs will be paid for on a separate cost reimbursement contract line at the cost incurred by the provider. Regional community-based AT providers may also bill an administrative fee for each transaction for the purchase of AT devices at the rate established under 101 CMR 414.03 for Client Financial Assistance/Flex Funding Administration. Only organizations will be authorized to provide regional community-based services.

SINGLE OR MULTIPLE CONTRACTS

Contracts will be awarded to multiple contractors. Multiple contractors will be utilized for individually authorized services, and these contractors may be either individuals or organizations. For regional community-based services, a single SOW will be issued for each service region. However, a contractor may be awarded SOWs to serve multiple regions. Only organizations or individuals qualified in accordance with this RFR will receive a contract to provide the services identified in this RFR.

SINGLE OR MULTIPLE DEPARTMENT PARTICIPATION

Only Procuring Department May Contract Under RFR

ANTICIPATED DATES

Deadline to Submit Written Questions (3pm Eastern Time) May 1st 2020

https://zoom.us/j/839529389 Meeting ID: 839 529 389, One tap mobile +19294362866, 839529389# US (New York)

ANTICIPATED EXPENDITURES, FUNDING OR COMPENSATION FOR EXPECTED DURATION

Estimated Total Annual Funds up to: $1,800,000. Annual expenditures for individually authorized services are estimated to be about $750,000, primarily from federal Vocational Rehabilitation funds. Annual expenditures for regional community-based services are estimated at about $1,100,000, primarily through state funds.

DESCRIPTION AND PURPOSE OF PROCUREMENT

Purpose of the Procurement This RFR will procure a pool of contractors to provide Assistive Technology (AT) services to a broad range of individuals with disabilities across the Commonwealth. Providers selected through this RFR will provide AT devices and services to assist individuals with disabilities to maximize their ability to carry out specific tasks and achieve specific goals.

An Assistive technology device means any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized, that is used to increase, maintain or improve functional capabilities of individuals with disabilities. An assistive technology service means any service that directly assists an individual with a disability in the selection, acquisition, or use of an assistive device. This term includes; 1) the evaluation of the assistive technology needs of an individual with a disability; 2) purchasing, or otherwise providing for the acquisition of assistive technology devices by individuals with disabilities; 3) selecting, designing, fitting, customizing, adapting, maintaining, repairing, or replacing assistive technology devices; 4) coordinating and using other therapies, interventions, or services with assistive technology devices; 5) training or technical assistance for an individual with disabilities, or, where appropriate, the family of an individual with disabilities or others providing support to the individual; and 6) training and technical assistance for professionals or other individuals who provide services to or are otherwise substantially involved in the major life functions of individuals with disabilities.

This RFR will contract with providers to provide AT devices and services through two distinct mechanisms. The core AT services of evaluation, purchasing, design and set-up of devices, and training are similar in both mechanisms, however there are differences in the contract requirements and processes of each mechanism. These are described in the relevant sections of this RFR. Bidders must indicate which of the two service mechanisms they are applying for, and may apply to provide both.

Individually-authorized services This mechanism will be used when AT services are authorized for a specific individual by an MRC Counselor, Case Coordinator or other staff. The AT service must be part of the individual’s Individual Plan for Employment, Individual Service plan or other similar service plan and must be authorized in writing by MRC staff. Services will be authorized on a case-by-case basis. A pool of multiple providers will be established for this service, and may include both individual providers as well as organizations. Applicants should indicate the geographic areas they are willing to serve on the RFR cover page and in their proposal.

Eligible clients of the Commission’s Vocational Rehabilitation (VR) program may be approved for AT services under this mechanism as allowed under the Rehabilitation Act as rehabilitation technology services. Services provided under this mechanism to individuals authorized by MRC’s VR program will be designed to enable the individual to achieve an employment outcome and to remove impairment-related barriers to employment of the individual. VR program clients may receive services subject to the eligibility requirements, regulations and policies of MRC’s Vocational Rehabilitation program.

The individually-authorized mechanism may also be used to serve individuals enrolled in the Statewide Head Injury Program (SHIP), the Supported Living Program or other MRC programs to enable the individual to function more independently and improve their ability to live independently in the community and to ensure the health, welfare and safety of the individual.

For individually-authorized services, MRC makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Solicitation.

MRC will negotiate unit rates with qualified bidders for individually-authorized services. The unit of service will be hourly. The hourly rate will be paid for each hour of service with increments of ¼ hour. Bidders shall provide separate estimated hourly rates for each type of service in their response as part of the proposal submission. All negotiated unit rates are subject to renegotiation at the request of the Agency or the provider during the course of the procurement.

Individually-authorized AT services for MRC consumers will be coordinated by staff in MRC’s Independent Living & Assistive Technology Department or other MRC program purchasing such service for an individual.

Regional Community-based services Through this mechanism, MRC will provide funding for AT services in five regions of the Commonwealth. MRC will commit funding on an annual basis to each regional provider through a SOW, currently estimated at $210,000 per region. Only organizations will be eligible to provide regional community-based services. Providers will be responsible for community outreach and the identification of eligible individuals within their region who could benefit from AT services. AT provided through this mechanism will primarily focus on supporting individuals in attaining specific independent living goals. The AT provided may assist individuals to perform tasks such as paying bills or writing letters, money management, shopping, controlling the home environment, carrying out parenting or family responsibilities, or communication. The provider must develop a service plan with each individual. This plan must identify the specific goal(s) which the individual hopes to attain through use of the AT, as well as the recommended devices or systems and related training needs. Upon completion of the set-up and training with each consumer, the provider will record in the service plan whether the goal was met.

MRC has established five regions to be served under this mechanism, and will establish an agreement through a SOW with one provider for each region. The specific towns included in each region are listed in Appendix 6. The regions are:

1. Boston/Metro

2. Central Mass

3. Southeast/Cape & Islands

4. Northeast Massachusetts

5. Western Massachusetts Regional community-based service providers will be responsible for management of allotted funding to ensure AT services are available to individuals through the year, ensuring that staffing levels and serve delivery capacity remain consistent. These providers will determine the eligibility of applicants, based on MRC’s criteria. They will also assist individuals in identifying the independent living goals they wish to achieve through the use of AT, documenting these goals and their achievement.

MRC encourages collaborative proposals that demonstrate partnerships between AT provider organizations, disability organizations such as independent living centers and brain injury centers, research centers, and university/college computer/engineering departments. Colleges and universities having departments in computer and engineering fields are generally on the “cutting edge” of hardware and software technology. Many departments have a capacity to use staff and students to conduct literature searches, evaluation of new technology and custom design. Disability organizations, such as independent living centers and brain injury centers, provide a wealth of disability-related knowledge and a pool of individuals with disabilities in need of such AT services. Local providers of AT services have the staff expertise to provide the evaluations and training for individuals with disabilities. Letters detailing collaboration or affiliation agreements should be included in the proposal. These should define the relationships, roles and responsibilities of the partners.

All AT providers will be expected to maintain up-to-date knowledge and skills regarding the range of AT devices available and new developments in the field. MRC expects that providers will assist consumers in obtaining devices and/or services that maximize effectiveness, taking into consideration the funding available. Providers are also expected to make use of technology to provide services remotely when this can be done effectively.

CONTRACT SPECIFICATION

Description of AT Services The following AT services will be provided through this RFR under both models. Service differences between the individually authorized and regional community-based models are described later in this section.

1. Assistive technology evaluations, which assess the functional limitations of the applicant and recommend the nature of the AT devices, services and training required to achieve the individual’s goal(s). The evaluation may include, but not be limited to, recommendations on service and/or product specifications and recommendations on cost efficient and effective options. The evaluation should also include an assessment of the consumer's ability and resources to maintain their AT devices. Written reports of evaluations should include the date of intake and assessment; type of disability and age of individual referred; limitations imposed by the individual’s disability; goals to be achieved by provision of assistive technology; type of hardware/software and adaptive devices to be provided; whether any technology will be in-kind or paid from contract funds; and type of training required. AT evaluations shall be done on a one-to-one basis by certified, licensed or qualified personnel. Evaluations shall take place where the applicant plans to utilize the devices and/or at a facility equipped to conduct necessary evaluations.

2. Purchase and/or procurement of necessary AT devices. Providers will purchase the AT devices or systems necessary to meet the needs of individuals served. The provider must attempt to secure 3 bids and keep those bids on file for possible review by the agency. The cost of devices or systems purchased will be billed as a cost reimbursement item. By establishing a relationship with suppliers up front and determining the volume of items to be purchased, providers may obtain a better value and facilitate speedy delivery and installation of AT devices.

3. Designing, fitting, setting up, customizing, adapting, maintaining, repairing, or replacing assistive technology devices. Providers will set up all AT devices, systems and adaptations so they are ready to use by the individual. When the AT provided includes a computer, the provider will burn an image of the hard drive before delivering the computer to the consumer. This can be used in case the computer later needs to be brought back to its original configuration;

4. Orientation and training Providers will train individuals, and where appropriate, the family or others providing support to the individual with disabilities in the use of the specified AT devices or systems. Providers will ensure that the user is familiar with the purpose, features and controls of the AT, and be able to use the AT effectively to carry out the functions or tasks for which it is intended. When the AT provided includes a computer, this training will include basic routine maintenance and trouble-shooting skills. Training may be provided in person or remotely, as appropriate to ensure training is both timely and effective. Training materials and methodologies must be made available in accessible formats, and should take into consideration the individual’s preferred learning style, as identified in the initial evaluation.

5. Technical support Providers will assist the AT user or his/her family or others providing support to the individual with identifying and resolving technical problems with the AT provided. This support may be provided by phone, in person or by other means as determined to be most effective. Whenever possible providers should establish remote access to a consumer's computer to facilitate remote trouble-shooting. Hands-on assistance must be provided when determined necessary or appropriate.

Service mechanism differences The following AT services are to be provided only under the individually-authorized service model, and only upon authorization by MRC:

1. Consultation to MRC staff upon request to address elimination of disability-related barriers, improvement of opportunities for competitive employment, and the development of functional capacities of individuals.

Consultation services may include written reports, verbal reports, and/or presentations as deemed necessary. Some may include consultation on service and/or product specifications; consultation on cost efficient and effective options; consultation on informational sources, experience, and product quality, durability, and reliability; consultation on qualified and reliable providers; or consultation on any alternative funding for purchase of equipment.

2. Travel to and from the individual’s work location, residence or other location where the device(s) or system(s) will be used or where the evaluation will be conducted.

The following AT services are to be provided only under the regional community-based service model:

1. Consumer intake and screening to determine if applicants meet program eligibility criteria. This service can be billed as direct service. Screening must include a review of whether the applicant is eligible to receive AT through another state agency or program. In such a case, the provider must refer those consumers to their appropriate Program Coordinator or Case Manager at the other program or agency.

2. Development of a Service Plan. During the intake process Providers will identify and document the Independent Living goal(s) which the consumer wishes to achieve through the use of AT. The service plan will identify the AT devices and systems to be provided, along with the training needs. Upon completion of set-up of the AT systems and training for the user, the Provider will document whether the identified goals were achieved.

Program Requirements Providers of both service models are expected to meet the following program requirements:

· The Provider will contact client and VR Counselor or other MRC program staff within 3 business days of the referral.

· The Provider will complete comprehensive written reports of assessments and recommendations of specific rehabilitation technology, descriptions of barriers to be eliminated, functional capacities to be attained, goals to be met, equipment costs and training time requirement.

· The Provider shall document the date equipment is ordered and delivered, as well as the date the equipment is set up and installed in the individual’s chosen setting.

· The Provider will be expected to maintain up-to-date knowledge and skills regarding the range of AT devices and systems available and new developments in the field.

· The Provider will maintain case files and document all services, including progress reports of training to utilize specific assistive technology devices or systems.

· Upon request, these files will be made available to MRC IL Program staff for review. These files may be electronic or paper.

· The Provider will ensure that staff understand and exercise their responsibilities under Chapter 19(c) regarding the reporting of suspected abuse or neglect of adults with disabilities, as well as their obligations regarding suspected abuse or neglect of elders or children under the age of 19.

· Provider will screen all staff in compliance with applicable Executive Office of Health and Human Services standards for Criminal Offense Record Information screening process and staff qualifications.

· The Provider will report the death of any consumer, regardless of where and how it occurred, must be reported to the Disabled Persons Protection Commission, as well as, to MRC.

· The Provider must maintain a secure database of referrals including consumer information, date referred, date of evaluation, dates of reports, and date and result of training. The database shall meet all the standards for the protection of personal information required under the terms and conditions of state contracting.

· Provider must maintain an e-mail account capable of handling emails and attachments of appropriate size and of accessible formatting type. Providers are expected to conduct most of their communications with MRC (and the consumers, if appropriate) via electronic means.

· Providers will be paid utilizing the Commonwealth’s, Enterprise Invoice/Service Management (EIM/ESM) billing system within the Virtual Gateway. A Service Delivery Report (Invoice) must be submitted in EIM/ESM no later than the 14th of each month for the services rendered in the previous calendar month. Providers are required to adhere to the guidelines and training established for Unit Rate contracts in EIM/ESM. MRC staff serve as the final EIM/ESM approval point for all ATIL Invoices submitted electronically.

· Accounts Payable Period - The accounts payable period to pay encumbrances for the fiscal year ending on June 30th runs from July 1st to August 31st. Departments must ensure that all encumbrances are liquidated on or before August 31st for performance received as of June 30th. Final invoices in any fiscal year must be submitted no later than August 15th for performance made and received (goods delivered, services completed) prior to June 30th, 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 15th or other date listed in the Contract shall authorize the Department to issue an estimated payment based upon the Department’s determination of performance delivered and accepted. The Contractor’s acceptance of this estimated payment releases the Commonwealth from further claims for these invoices. If budgetary funds revert due to the Contractor’s failure to submit timely final invoices, or for disputing an estimated payment, the Department may deduct a penalty up to 10% from any final payment in the next fiscal year for failure to submit timely invoices.

The following requirements and timelines apply only to individually-authorized services:

Providers of regional community-based services must meet the following program requirements:

· MRC and the Provider will negotiate the units of service and amount to be allocated for the purchase of AT devices for the contract each year, based on funding available. The Provider is expected to provide 100% of units negotiated annually. Adjustments to projected units may be requested. For Intake & Screening, Evaluations, Orientation & Training and Technical Support, one unit of service is defined as one hour of direct contact with a consumer, their family, or others providing support to the individual. For designing or adapting AT, one unit of service is defined as one hour of direct activity. Administrative functions such as documentation or travel may not be counted or billed as direct services.

· Providers will conduct outreach and marketing within their service region to inform organizations serving individuals with disabilities of the availability of services. Outreach activities must also target local communities that may have historically been underserved. This activity is included in the service rate, and may not be billed to MRC.

· The Provider will develop and maintain collaboration linkages with local organizations serving or representing people with disabilities as well as organizations serving other target populations.

· The Provider will collaborate with other AT programs, such as those providing device demonstrations or short-term device loans, to assist the consumer in identifying particular devices or systems that might be most appropriate for their needs and purpose.

· The Provider will maintain a list of referrals, and will serve new individuals in the order in which the referrals were received.

· The Provider will work closely with providers of community services to coordinate services when both are working with an individual. Joint or team meetings to define roles and responsibilities are encouraged.

· The Provider will deliver equipment to the consumers within 30 days of completing the evaluation.

· The Provider will recruit and maintain adequate qualified staff and staffing patterns.

· Travel time by provider staff to the site where services are to be provided is factored into the service rate, and may not be billed to MRC.

· The Provider shall conduct consumer satisfaction surveys of all individuals receiving AT services at least annually, and provide a report of the survey results to MRC for PBO reporting.

· The Provider will submit monthly and quarterly contract reports by the 15th of each month.

· Providers may bill an administrative fee for the purchase of AT devices for each transaction at the rate established under 101 CMR 414.03 for Client Financial Assistance/Flex Funding Administration.

· The Provider will submit reports to MRC on a monthly and quarterly basis, no later than 15 days after the month ends. The monthly report shall include:

a. Number of individuals served under the Program during the month.

b. Number of individuals on the waiting list at the end of the month.

c. Average number of days on waiting list.

d. Number of individuals establishing goals and meeting goals during the month.

e. Length of time from goal set to goal met.

f. Types and numbers of units of service provided under the Program.

g. Demographics of those receiving services in terms of age, gender, race/ethnicity, and type of disabilities.

h. Description of the activities carried out under technical support or follow up, and whether these were provided in person or remotely (by phone, remote access) Quarterly reports shall also include the information below:

a. Unduplicated count of number of individuals served during the quarter;

b. Problems encountered and actions taken or planned to correct such problems.

c. Results of consumer satisfaction surveys conducted during the quarter.

d. Staff training attended or completed during the quarter.

PERFORMANCE MEASURES

Upon award of contracts, AT providers will be evaluated on the basis of the following performance criteria. MRC reserves the right to revise performance measures during the life of this RFR. MRC may conduct routine or unscheduled site visits of the provider at any time to assess the provider’s performance or administration of the program. Performance measures differ between the individually-authorized and regional community-based models.

Both service models

· Elapsed time from receipt of referral to a Provider’s first contact with individual and/or individual making the referral.

Individually authorized model only

· Elapsed time from referral date to scheduling of evaluation.

· Elapsed time from referral date to submission of evaluation report to MRC authorizing staff.

· Quality of evaluation reports and recommendations.

· Elapsed time from MRC’s approval of the evaluation and recommendations and provider’s submission of specific equipment quotes.

· Elapsed time from MRC’s approval of equipment quotes and provider’s delivery and set-up of equipment.

· Timeliness and quality of training provided to individual.

Regional community-based model only

· Number of individuals served

· Elapsed time from referral date to determination of eligibility.

· Diversity of individuals served.

· Response rates and results of consumer satisfaction surveys.

CONSUMER ELIGIBILITY

Individually-authorized services – eligibility is determined by MRC staff prior to authorizing AT services, in accordance with program policies or regulations.

Regional community-based services – regional AT providers must determine each applicant’s eligibility to receive services in accordance with the following criteria:

A. To be eligible to receive an evaluation that determines assistive technology needs, and recommends hardware, software, adaptations, or training the following criteria must be met:

1. The individual must have a physical, mental or sensory disability(ies) that impairs one or more major life activities. Major life activities are defined as: seeing, hearing, walking, breathing, performing manual tasks, speaking/communicating, learning, caring for oneself, or working.

In determining whether a disability presents an impairment in one or more major life activities the environmental impact on the disability must be considered. For example, an individual who is paraplegic might request a computer and software so that she can conduct banking and on-line shopping. If the individual has a barrier free home and ready access to public or private transportation to travel in the community, then she does not have an impairment in a major life activity. However, if the same individual has an inaccessible home, or does not have access to affordable public or private transportation in the community, her impairment would be in a major activity.

Individuals who reside in institutional settings may be eligible for AT services, if the individual’s goal is to move into the community, and the AT services will assist them in achieving this goal.

2. The individual must be able to benefit from AT services to reduce or eliminate the effects of his/her functional limitations.

3. The individual must not be eligible to receive the requested AT services from any other agency or program. As examples:

· If the requested AT is being sought to achieve an employment goal, and the individual is a client of MRC or MCB’s VR program, the provider should refer the individual to their VR Counselor to seek the service.

· If the individual is a client of another MRC program, such as Statewide Head Injury Program, Supported Living or ABI or MFP Waiver, the provider should refer them to their Case Manager or Service Coordinator to seek the AT service.

· Students under age 22 who are seeking AT related to an educational goal should be referred to their school for the service. Students under 22 who are seeking AT that is not related to educational goals and would not be used within the school setting may receive AT services through this program.

· Individuals served or eligible for services through other EOHHS agencies, such as the Dept. of Mental Health, Dept. of Developmental Services, Mass. Commission for the Blind, or Mass. Commission for the Deaf and Hard of Hearing should be referred to their case manager or service coordinator at that agency.

B. To be eligible for the purchase of equipment, set-up and training services, the individual must:

1. Meet eligibility criteria under A; and

2. Meet financial eligibility requirements, included in Appendix 7.

The provider must ensure that individuals with significant disabilities who are otherwise eligible to receive services are selected without regard to race, color, national origin, age, gender, disability or sexual orientation.

PROVIDER QUALIFICATIONS

Successful bidders must be (individual providers) or employ (organizations) personnel trained and skilled in the application of rehabilitation technology and meeting applicable licensing or certification requirements of the Commonwealth of Massachusetts, including but not limited to occupational therapists, physical therapists, speech pathologists, audiologists, teachers, rehabilitation engineers or Assistive Technology Professionals.

The following qualifications are required for staff providing these services.

Bachelor’s degree in a related technology field and at least one year of demonstrated experience* providing assistive technological assessments or training; or

A bachelor’s degree in a related health or human service field with at least two years of demonstrated experience* providing assistive technology assessments or training; or

Other certification related to general or assistive technology (e.g. ATP), and at least two years of demonstrated experience providing assistive technology assessments or training; or

Three years of demonstrated experience* providing assistive technology assessments or training.

*Demonstrated experience means the candidate directly assisted an individual(s) with a disability in the selection, acquisition and use of an assistive device.

The following are minimum requirements for all bidders to provide services through this RFR:

Knowledge and experience in the evaluation of the needs of an individual with a disability, including functional evaluation of the individual in the individual’s customary environment.

Knowledge and experience in the purchasing, or otherwise providing for the acquisition of assistive technology devices by individuals with disabilities.

Knowledge and/or experience in selecting, designing, fitting, customizing, adapting, applying, maintaining, or repairing assistive technology devices.

Knowledge and/or experience in training or providing technical assistance for an individual with disabilities, or, when appropriate, the family of an individual with disabilities or others providing support to the individual.

Knowledge and/or experience in training and/or providing technical assistance for professionals or other individuals whom provide services to or are otherwise substantially involved in the major life functions of individuals with disabilities.

CULTURAL COMPETENCE

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

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

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

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

PROPOSAL SPECIFICATIONS

The general proposal must not exceed 15 pages double-spaced, with 1 inch margins, 12 pt. font, and must include page numbers. Additional materials such as: staff resumes, professional certifications, service unit estimate documents, organizational charts, and Supplier Diversity Office certifications are excluded from the page limit.

Applicants wishing to provide regional community-based services will submit an additional narrative response, not to exceed 3 pages.

Initial responses must be submitted to COMMBUYS (https://www.commbuys.com/bso/) by Saturday May 31st, 2020.

Applicants must indicate in their proposal, and on the RFR cover page, which service mechanism(s) they are applying for: a) individually authorized, b) regional community-based, or c) both.

Interested Bidders are invited to submit a proposal package consisting of the following:

All RFR proposals should follow the template order and headings provided below, which includes the proposal elements that are required for both the individually authorized model and the regional community-based model. This template references the order and content of the proposal specifications (described later in this section), which in turn correspond to the evaluation criteria described in the Proposal Evaluation (section 8). All proposals will be evaluated on the basis of these elements.

Applicants seeking to provide regional community-based services must provide additional information, as specified in the second table.

Assistive Technology Services RFR Response Outline All applicants

1. Experience

2. Implementation plan - general

3. Staffing

4. Evaluation

5. Cultural competence

6. Equal Employment Opportunity Plan

7: Supplier Diversity Office (SDO) certification

Assistive Technology Services RFR Response Outline Regional community-based services only

1. Implementation plan – additional information

2. Service Unit estimates

1. Experience: Describe your organization’s or your personal experience:

· Conducting evaluations of the assistive technology needs of individuals with a disability. Please describe the types of disabilities presented by individuals you or your organization has served, the purpose of the AT and the settings in which those services have been provided.

· Purchasing, leasing, or otherwise acquiring assistive technology devices for individuals with disabilities.

· Selecting, designing, fitting, customizing, adapting, applying, maintaining, repairing, or replacing of assistive technology devices. Please describe the types of devices or systems your organization has experience working with.

· Providing training or technical assistance for an individual with disabilities, or, where appropriate, the family of an individual with disabilities or others providing support.

· Providing training or technical assistance for professionals (including individuals providing education and rehabilitation services) or other individuals who provide services to, employ, or are otherwise substantially involved in the major life functions of individuals with disabilities.

· Providing services remotely through the use of technology.

· Collaborating with community organizations serving or representing individuals with disabilities, or providing Assistive Technology services.

· Whether the organization has been placed under any Corrective Action Plan by a Massachusetts state agency within the last five years, along with a description of the nature of the Corrective Action Plan and documentation of its current status.

2. Staffing: Description of credentials (including training, licensure, and experience) of the individual applicant or organization staff providing direct AT service to individuals with a disability, as well as supervisory staff. Describe how the applicant will maintain current knowledge and skills related to the effective provision of AT services and new developments in the field. Include copies of staff credentials; these will not count towards the page limit.

3. Implementation plan: Please describe the start-up process for your proposed services, including specific time frames required to implement the delivery of the proposed services, and any factors affecting program start-up time (such as hiring of new staff, establishment of office locations). Please describe your individual or organizational capacity and the geographic area(s) you propose to serve.

4. Evaluation: Please submit a sample Assistive Technology evaluation.

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

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

7. Supplier Diversity Office (SDO) Certificate: Please submit proof of a SDO (Supplier Diversity Office) certificate, if applicable.

Applicants seeking to provide individually-authorized services must provide the following additional information:

1. Proposed rates: Please give your proposed hourly rates for each service/component along with information showing how the rate(s) were calculated. Are you or your organization proposing a single rate for all services, or multiple rates? For the purposes of proposal analysis, submit a detailed budget based on serving 400 individuals over the course of one year. Use the provided Commonwealth standard budget form (Attachment 2) to show the costs included in the rate calculation. Include a budget narrative describing all proposed costs in the budget categories.

Applicants seeking to provide regional community-based services must provide the following additional information.

1. Implementation plan: In addition to your organization’s general implementation plan, please describe the start-up process specifically related to the establishment of a regional community-based service model. Please address the following in your narrative:

a) The Massachusetts geographical region(s) your organization proposes to serve (Boston/Metro, Central Mass, Southeast/Cape & Islands, Northeast Mass., Western Mass.).

b) The location and facilities of your organization’s current or proposed office(s), and the geographic region your organization proposes to serve. Please describe where equipment inventory is maintained and how it will be made available throughout your proposed region.

c) If you propose to serve more than one region please describe whether multiple offices will be maintained, and if not, how services will be provided at a distance from the bidder’s office(s).

d) How your organization will coordinate with other AT programs.

e) Existing relationships your organization maintains with other human service or disability service organizations in the region(s) to be served, and the purpose or focus of those relationships.

f) The organization’s outreach plan for informing individuals and organizations of the provider’s availability, including what materials your organization will produce and in what languages.

g) If applicable, how your organization would coordinate the transition of services from the current provider.

h) What steps your organization will take assist consumers in obtaining devices or services that maximize effectiveness, taking into consideration the limited funding available.

2. Service Unit estimates: Please give an estimate of the number of direct service units your organization would be able to provide in one year, based on a total budget amount of $210,000 for one region. Please include information showing how the service units were calculated.

PROPOSAL EVALUATION

RFR responses will be evaluated by the RFR evaluation team, comprised of 5 to 7 MRC staff and other individuals with subject matter experience and expertise. The RFR evaluation team will utilize the evaluation criteria and scoring process described below, based on the provided proposal specifications.

All proposals, for both individually authorized and regional community-based services, will be evaluated as follows:

(n/a for individual providers)

Proof of Certificate = 1 point

Total Potential Score

(91 for individual providers)

Applicants for individually authorized services will also be evaluated on the following additional element:

Applicants for regional community-based services will also be evaluated on the following additional elements:

Total Potential Score

For all evaluation criteria 1-7, a five-point scale will be used, and is defined as:

For criteria 8 (Supplier Diversity Office Certificate), proposals can receive a score of 1 (with proof of a Supplier Diversity Office Certificate), or a score of 0 (if no proof of a Supplier Diversity Office Certificate).

All points will be whole points, with no decimals or fractions awarded. The maximum possible evaluation score is 101. The minimum score for consideration of issuing a contract for individually authorized services is 75 for organizations and 65 for individual providers. The minimum score for consideration of issuing a contract for regional community-based services is 90.

AUDIT

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

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

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

During the term of this Agreement and for a period of six years thereafter, the Massachusetts Rehabilitation Commission, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Provider's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement.