Proposed Services Response Form.docx

RFP# 202607122

Occupational Therapy Assessment Services

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INSTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. Occupational Therapy (OT) Assessment Services

1. Provide approximately forty (40+/-) OT assessments Statewide including rural and underserved areas, either through physical presence or telehealth where appropriate and approved by the Department.

2. Accept referrals exclusively from the Department’s Office of Aging and Disability Services (OADS) for individuals who have been:

a. Determined by the Department to have an Intellectual Disability (ID) or Autism Spectrum Disorder (ASD) in accordance with 34-B M.R.S.A. § 5462 and 10-149 C.M.R. Ch. 5, § 2; and

b. Identified as needing services through the Department’s Developmental Services Intake and Eligibility process including:

i. Individuals eligible for Developmental Services as determined by OADS who are not yet enrolled in or receiving Home and Community Based Services (HCBS) waivers or other MaineCare funded programs which provide OT assessments; and

ii. Individuals involved with Adult Protective Services (APS) when concerns regarding functional safety, accessibility, or independent living arise.

3. Accept and initiate work upon formal, written authorization from OADS.

a. Referrals submitted directly by case managers, care coordinators or external entities without OADS approval are strictly prohibited and will not be reimbursed by the Department.

4. Schedule an OT evaluation within fifteen (15) calendar days of referral receipt and complete a report within thirty (30) calendar days of the OT evaluation.

a. Evaluation extension must be authorized and approved by the Department approval and cannot exceed five (5) calendar days.

B. Evaluation Requirements

1. Perform comprehensive OT evaluations to assess an individual's functional abilities across areas, including but not limited to:

a. Cognitive and sensory-motor skills;

b. Self-care and activities of daily living;

c. Physical ability to perform vocational tasks;

d. Play/leisure participation; and

e. Environmental accessibility and safety.

2. Provide evaluations in the least restrictive environment appropriate to the individual, ensure accessibility to individuals with disabilities, and accommodate individuals’ preferred mode of communication.

3. Ensure evaluation services are delivered in a manner that respects and accommodates cultural, linguistic, and individual differences.

C. OT Staffing Requirements

1. Ensure OT evaluations are performed by an OT practitioner who is licensed and in good standing with the Maine Board of Occupational Therapy as a registered OT who has a minimum of one (1) year of experience working with individuals with an Intellectual Disability (ID) or Autism Spectrum Disorder (ASD).

0. OT practitioners must be qualified to assess a range of functional domains, including cognitive and sensory-motor skills, self-care activities, capacity for independence, and environmental accessibility.

D. Service Planning Support

1. Use the results of the Functional Assessment to inform individual service plans, guide referrals, and support the development of a person-centered service plan in coordination with the Department’s Developmental Services or APS.

2. Provide a Functional Assessment Report which:

a. Summarizes the evaluation findings;

b. Includes functional strengths and areas of need;

c. Provides recommendations tailored to the individual's developmental profile, current living situation, and goals; and

d. Suggests strategies, accommodations, environmental modifications, or other supports to enhance independence and safety.

3. Prepare a Department approved client satisfaction survey which is brief and in plain language addressing:

a. Scheduling and Access;

b. Communication;

c. Evaluation Process;

d. Report and recommendations; and

e. Overall satisfaction

4. Send the satisfaction survey via regular mail or electronically to the referent, member, or authorized representative, after completion and submission of the report.

a. Use the results of the satisfaction survey to support quality assurance and continuous quality improvement efforts.

E. Confidentiality Requirements

1. Utilize a secure, HIPAA-compliant telehealth platform for conducting assessments when in-person services are not feasible or when authorized by the Department.

2. Use a Department approved secure method to transmit reports and communications with members, their representatives and the Department electronically.

3. Obtain and maintain insurance as outlined in the current State of Maine IT-Service Contract (IT-SC), Rider B-IT, Section 19. Insurance Requirements. The current IT-SC may be obtained on the Office of State Procurement Services Forms & Templates webpage.

4. Implement risk assessment and vulnerability scanning policies and procedures for collecting sensitive information electronically (PII, PHI, and/or other confidential data) as part of the services provided as a result of the contract awarded under this RFP, at minimum to be equivalent to current MaineIT Policies & Standards for:

a. Risk Assessment Policy & Procedures; and

b. Vulnerability Scanning Procedure.

5. Comply with all current State and Federal laws regarding the protection of confidential and/or sensitive information that is collected or maintained by the awarded Bidder, including, as applicable, notification to individuals in the event of unauthorized access or disclosure.

6. The State will not consume (use) any awarded Bidder application, nor will the awarded Bidder consume (use) any State application.

F. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 1.

0. Submit data to support the performance measures utilizing the Department’s Deliverables Performance Tracking Template (to be provided upon contract execution) or via a third-party data source, as indicated within the performance measure data source column of Table 1.

Table 1 Mandatory Performance Measures

G. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

ii. Recommendation(s) for enhancing the assessed individual’s capacity, independence, and overall quality of life.

iii. Date of the Department’s referral and date the assessment was completed.

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

DHHS RFP Proposed Services Response Form (Rev. 10/2025)