Questions and Answers EMPDAY20.docx

Employment and Day Supports - 20 Questions and Answers February 21, 2018

The following document reflects questions and answers provided at the Bidders’ Conference held on February 14, 2019 as well as written questions received by February 15, 2019 that relate to a bidder’s ability to respond to the RFR. Questions that relate to regulated rates, or other programmatic implementation, etc. are not addressed

Question 1: The RFR only refers to responses for Individual Supported Employment (3168), Group Supported Employment (3181) and Community Based Day Supports (3163). Are Competitive Integrated Employment Services (3180) purchased by DDS included in this RFR?

Answer: DDS is rolling CIES ongoing support into the Individual Supported Employment (ISE) service. To continue to provide ongoing support services to DDS individuals, who are currently funded under CIES, providers need to respond to the ISE questions in the EMPDAY20 RFR.

Question 2: Is Transportation (3196) included in this Employment and Day Services RFR, and how are providers qualified?

Answer: Transportation (regulated rate and negotiated rate services) are being procured as part of 3163/3168/3181. Qualifying for any of those services will also qualify your organization for transportation. Unlike EMPDAY09, bidders will not be separately qualified for Transportation Services.

Question 3: Are Transportation Services changing?

Answer: No, regulated rate transportation (to and from job site) and negotiated unit rate contracts will continue to be managed the same way.

Question 4: Do you know when the DDS/MRC Competitive Integrated Employment Services (3180) RFR will be posted?

Answer: The MA Rehabilitation Commission (MRC) has posted a separate Competitive Integrated Employment Services RFR on COMMBUYS. The Bid Number is: BD-19-1071-AO-02021-34975

Question 5: Are individuals in CBDS contracts permitted to be paid (minimum wage or better) for short/discrete work experiences in an ongoing way?

· An individual is volunteering at a place that would like to hire individual for a couple hours. He/she may still be exploring her career interests and/or not yet ready for employment, but may have a chance to make some money and gain some work experience.

· An individual works on-site at the provider's program site as a receptionist. Individual may be paid and supported for this on-the-job training and fills in while the receptionist takes lunch breaks or is absent. Can the individual be paid by the provider if enrolled in a CBDS contracts

Answer: Individuals in CBDS may be paid wages for time limited training or short/discrete work experiences. If these opportunities evolve into regular or consistent employment, the individual should be transitioned to a supported employment service.

Question 6: For Social Enterprises, DDS states in the RFR that funds can only be used to provide staffing supports and may not be used to support operational costs of the enterprise, including employee wages.

Answer: DDS funding only supports costs associated with providing employment supports to individuals. This includes staffing expenses (including training, benefits, etc.), transportation, provision of job training, and other appropriate administrative expenses associated with oversight of supported employment staff and the supported employment program. The Social Enterprise is expected to cover its own operational costs, such as wages of individuals employed by the Enterprise, rent, inventory, and other overhead expenses.

Question 7: Can funds be used by a Social Enterprise to cover rent/mortgage associated with the enterprise?

Answer: No. A Social Enterprise is expected to finance its own operational costs. Supported Employment funding may only be used for the employment supports that allow individuals to maintain their employment at the Social Enterprise.

Question 8: If a DDS funded program uses DDS funds to maintain the program site by paying a private contractor, could those same DDS funds be used to pay a supported employment landscape crew if this is training program?

Answer: GSE funding may not be used to pay the wages of individuals employed as part of the GSE program. However, providers may hire individuals in positions such as maintenance or landscaping to work at program sites within their agency. For example, a provider who operates group homes may employ individuals in GSE to do landscaping at the group home sites. The wages for the individuals would be paid using the funds that support the group homes’ occupancy costs.

Question 9: Is there any additional guidance beyond what is noted in RFR to describe a training program versus social enterprise?

Answer: In addition to what is written in the RFR, providers may refer to the publication “Social Enterprises and Agency-Owned Businesses: Guidelines for Providers”. The publication can be found at: https://employmentfirstma.org/pages/ada.html

Question 10: The OQE requirements for CIES and ISE are different. How will this be handled when the two are combined under ISE? When will quality assurance indicators be tweaked to reflect the service of ongoing ISE supports and when is it expected that providers will be assessed on those new indicators?

Answer: The CIES individuals that are absorbed by and served within ISE will be identified as receiving a subset of ISE services (on-going maintenance) and a subset of licensure and certification indicators will be rated. Others will be marked as non-applicable.

Question 11: Does DDS plan to move individuals from the high rate ISE component to the low rate ISE component for July 1, 2019?

Answer: Decisions regarding individual slotting are made on an individualized basis between the Area Office and the provider. However, DDS does not anticipate significant changes in individual slotting for July 1, 2019 implementation.

Question 12: Can individuals receive both components of Individual Supported Employment at the same time? How will DDS determine when individuals should move between the two components?

Answer: Individuals cannot receive both components at the same time. Any movement between components is an individual decision and will be made in conjunction with the Area Office. Refer to “Transition from Initial to Ongoing Supports” under Section 2.2 of the RFR for additional details.

Question 13: These are a number of changes regarding CBDS to include community rule, use of technology, etc. Some of these represent a significant change to CBDS programs.

Answer: The EMPDAY20 RFR is a ten year procurement. Over the life of the procurement, DDS anticipates the integration of individuals as outlined in the community rule as well as increased use of technology. Any changes will be phased in over time. In their response, the Department is asking bidders to outline how their programs currently support community integration and the use of technology.

Question 14: Will DDS still use the CDAT tool to place individuals?

Answer: As of July 1, 2019 DDS will continue to use CDAT to inform placement decisions. However, DDS is reviewing the CDAT tool and will be recommending updates for implementation during the life of this procurement.

Question 15: Are individuals still placed in CBDS rates based on staff to client ratio?

Answer: Individuals are placed in CBDS rates based on the average staffing level needed to support their participation in the program.

Question 16: Will DDS still support individuals in CBDS that are not on an employment track and not of retirement age?

Answer: Yes, the Department will continue to support these individuals. CBDS may support individuals who are not currently interested in pursuing employment opportunities. However DDS expects that, over time, providers will continue to re-assess individuals’ interest in pursuing employment and make opportunities for exploring employment available.

Question 17: Many organizations serve individuals who require 1:1 supports to be successful in a job because they require eyes-on supervision or regular behavioral supports. How would the greater expense for their support be addressed? Will this type of situation be covered under 3168 ongoing employment supports?

Answer: DDS may choose to fund this level of support. The amount of ongoing support hours is an individual decision made in negotiation with the Area Office.

Question 18: I am concerned with OQE measures for GSE and how these can impact individuals working in small business that are being paid minimum wage. The business wants stable employees and the individuals may not be interested in pursuing other job opportunities.

Answer: OQE will be reviewing indicators for GSE during FY20 for implementation in FY21.

Question 19: Can you explain membership of the evaluation teams and how the teams will evaluate proposals?

Answer: There will be one evaluation team per region. A member of the RFR workgroup will chair the team. Proposals will be distributed according to the Region where the provider has the most contracts. If a new provider, the region where the provider is headquartered will evaluate the proposal. The evaluation scores are noted in the RFR. Providers that do not qualify initially will be given the opportunity to provide clarifications and revisions to their response. Providers that do not qualify after resubmission will be deemed not qualified and can resubmit a complete proposal. These proposals will be reviewed as part of DDS’ quarterly review process.

Question 20: Please explain the difference between job coaches and job/employment specialists. What are specific requirements of each position?

Answer: The Department is not defining specific responsibilities of either position in the RFR. We recognize that providers use different titles to explain positions that perform the same roles and have similar responsibilities.

Question 21: Are mobile work crews the same as a Social Enterprise?

Answer: No. Refer to pp12-13 of the RFR for descriptions.

Question 22: In one section of RFR, GSE is referred to as including 2 to 8 individuals, but the DDS quality measures for GSE refers to 2 to 5 individuals. Which is correct?

Answer: The language on page 12 of the RFR is taken from the Group Supported Employment definition in the HCBS Waivers. The criteria stated in the “Quality Measure for Group Supported Employment Programs” section, such as group sizes of 2-5, are the Department’s ideal standards for programs, but are not program requirements.

Question 23: What was the workgroup’s vision regarding technology?

Answer: DDS realizes that the use of technology will increase over time and the type of technology will change. The Department is interested in learning from bidders how they are utilizing technology in their programs and encourages providers to explore new and innovative ways to use technology going forward.

Question 24: What size and type of font should bidders use to respond to RFR?

Answer: Bidders should use the response template posted on COMMBUYS. The font is Time New Roman, 11 point, single spaced. The margins are set in the response template.

Question 25: Does the signature on the first page of response template, provider certification, require an original signature?

Answer: No. Providers may submit a scanned copy of the signed response document.

Question 26: What do you mean by the statement the standard contract form will not have a maximum obligation?

Answer: The Master Agreement Standard Contract Form that the DDS Central Office will sign is a “Rate Agreement” and will state the specific programs/services a provider is qualified to provide. As a rate contract, no maximum obligation will be reflected on the form. Services, including rates and units that each Area/Region anticipates purchasing from a provider, will continue to be managed through a Service Summary Form, or similar document.

Question 27: On page 5 Question 1.3, you state that “Individuals eligible for DDS Adult Community Disability Supports and who do not have Intellectual Disability will not be enrolled in an HCBS Waiver program at this time, but this may change over the length of the procurement.” What does this mean?

Answer: Adults who are eligible for DDS services with ASD only (not ID) are not covered by the HCBS Waiver Program at this time. As a ten year procurement, this may change over the life of the RFR. These individuals are able to receive services through the ISE, GSE, or CDBS services included in this procurement.

Question 28: Organizational Chart - Our agency has a very large organization chart. Would a chart that indicated where our Supported Employment and Day services are situated within our Development Disability Services Division, be sufficient, or are you looking for an agency-wide (i.e. complete) Organizational Chart that indicates where these services are situated within the greater organization?

Answer: DDS is interested in how day and employment programs are organized within the relevant organizational unit of the provider, including relevant oversight/supervisory structures. For larger providers, organizational units not relevant to these programs may be excluded.

Question 29: What is the methodology used to predict $1.9B in anticipated expenditures over next 10 years for these programs?

Answer: The $1.9B figure is an estimate based on FY19 funding levels and assumed 3% year over year growth throughout the lifetime of the procurement. This is an estimate and is not a guaranteed, minimum or maximum funding level.

Question 30: Given all services under this procurement are HCBS Waiver services, it would be helpful to have an explanation or further description around the statement that no federal funds will be used to fund any part of contract. What does this mean?

Answer: This means that contracts will not be funded using any direct federal appropriation or grant. DDS funds all services under this procurement through state appropriations.

Question 31: As we understand, there are individuals with Autism and no ID enrolled in the DDS Adult Community Disability Supports and not in a waiver. Will they remain eligible to receive services under this procurement even though they are not enrolled in a waiver?

Answer: Yes, services are available to all eligible adults regardless of whether they are enrolled in a waiver.

Question 32: The Acquisition Method is listed as unit rate in the RFR. Will this limit the potential for transportation services (during the day) to be an accommodation rate in the future?

Answer: No, use of an accommodation rate would be an allowable payment mechanism under this RFR.

Question 33: How is transportation factored for ISE, GSE, and CBDS? What is the same and/or different across these services?

Answer: Transportation is an integral part of CBDS and GSE and providers are expected to manage transportation during the day for these programs as part of the hourly rate. Transportation may also be needed for ISE for individuals employed at jobs in the community, if it is not available to the individual through other means. Transportation in ISE is currently funded through separate rates.

Question 34: What is the definition of both new core components (initial and ongoing supports) under Individual Supported Employment (ISE)?

Answer: Components are defined in Section 2.2 of the RFR

Question 35: What are the criteria for ongoing ISE?

Answer: Ongoing ISE is described in Section 2.2 of the RFR

Question 36: Which rate regulations are associated with or tied to both supports (initial and ongoing)?

Answers: For July 1, 2019 DDS will reference 101 CMR 419.00 for initial supports and 101 CMR 410.00 for ongoing supports. These regulations may change over the lifetime of the procurement.

Question 37: If individuals in the current service code 3180 [Comp, integrated Employment (EHS)] are moved to ISE ongoing supports, what rate regulation should providers reference for the rate of this new support service?

Answer: 101 CMR 410.00

Question 38: Will all individuals in code 3180 be moved to ISE ongoing supports starting July 1, 2019.

Answer: Yes, all individuals will be transitioned to ISE ongoing supports unless otherwise negotiated with the Area Office.

Question 39: With significant CBDS program design changes (predominantly increased community integration expectation and cost/prep associated and technology barriers) and the current assessment tool not geared to assess community integration needs, is there an ability for providers to write into the RFR a phased in approach (e.g. a three to five-year plan) to meet those increased expectations or are providers expected (and evaluated on their ability) to completely shift their service to mostly community-based for all individual in the program by start of contracted service on July 1, 2019?

Answer: DDS does not expect all programs to shift services to mostly community-based for July 1, 2019. The service descriptions provided in the RFR are intended to be a reflection of the evolution of these services over the course of the previous procurement as well as a framework for how these services should be provided over the next ten years. DDS understands and supports that there are a variety of service delivery approaches currently employed by providers. In their responses, providers should highlight what they’ve done already to increase community integration as well as their plans for the future. Providers do not need to submit specific transition plans.