Regional Medical Services RFR 2020 Extension 4-30-20 Extension 10-30-20.docx

The Commonwealth of Massachusetts Department of developmental services Southeast Region

Address: 151 Campanelli Drive, Suite B, Middleboro, MA 02346

Contact Name: Colleen Mulligan

Telephone #: 508-866-8918

Fax #: 617-727-7822

Email: colleen.a.mulligan@massmail.state.ma.us

Request for Response (RFR)

Document Title: Community Medical Services

COMMBUYS Requisition #: RQ-20-1023-DMR50-DMRR5-284057

COMMBUYS BID #: BD-20-1023-DMR50-DMRR5-48796

RFR Document Number: DDS SE CMS 02192020

February 19, 2020

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to www.COMMBUYS.com.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

1.1 Procurement Scope and Description:

The Massachusetts Department of Developmental Services (DDS) is engaged in a dynamic, significant commitment to improve health care for recipients of DDS community living services, consistent with the state’s “Community First” long-term care policy. The primary focus of this program is assuring consumers with intellectual disabilities and acquired brain injuries receive the best possible health and/or habilitative services responsive to their individual needs. These services must be comprehensive, addressing the full spectrum of needs across the life continuum.

This procurement intends to purchase Medical Services in the form of nursing and medical safeguarding supports for individuals served by the Department of Developmental Services throughout the Southeast DDS Region.

1.2 Background Information:

This Request for Response 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 and the Operational Services Division’s Required Specifications.

1.3 Applicable Procurement Law

Executive Branch Goods and Services

1.4 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

1.5 Calendar Rule Type:

1.6 Acquisition Method:

1.7 Use of a Procurement by a Single or Multiple Departments:

· Identify additional Eligible Entities by name or type.

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

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: 10 years

Final End Date of this Contract: June 30, 2030

1.9 Anticipated Expenditures, Funding Or Compensation For Expected Duration

Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount: $ 19,514,827

Will Federal Funds be used to fund any part of Contract(s)?

*These awards are subject to all relevant OMB circulars and federal and state grant requirements.

Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

General Goals and Objectives:

MISSION STATEMENT

The Department of Developmental Services is composed of people dedicated to creating, in cooperation with others, innovative and genuine opportunities for individuals with intellectual and developmental disabilities, including Autism Spectrum Disorder (ASD), to participate fully and meaningfully in, and contribute to, their communities as valued members.

The Department of Developmental services shall conduct itself according to the following guiding principles:

· promote the right of people with intellectual disabilities to exercise choice and to make meaningful decisions in their lives;

· respect the dignity of each individual through vigorous promotion of the human and civil rights which, in part, strives to keep people free from abuse or neglect;

· ensure that adequate services and flexible resources are non-intrusive, cost effective and provided by qualified, trained personnel to meet individual needs and preferences;

· empower individuals and their families to speak out for themselves and others, initiate ideas, have choices and make decisions about needed services;

· recognize that ethnic and cultural diversity of each individual must be valued and respected;

· enhance public awareness of the valuable roles persons with intellectual disabilities assume in society through promotion of physical and social integration;

· support the dignity of achievement that results from risk-taking and making informed choices;

· recognize that realizing one's potential takes courage, skills, and supports;

· provide entry to services through a single, local and familiar community setting;

· operate according to accepted management practices;

· recognize that services providing meaningful benefits to individuals require a commitment to ongoing monitoring and evolutionary change.

GENERAL PROGRAM INFORMATION

For the purposes of this RFR, community services for the Department of Developmental Services (DDS) in Southeastern Massachusetts are delivered in one of the seven area offices located throughout the region. These offices arrange local services largely via contracts with private human service agencies to provide a wide range of services to people who are determined eligible by DDS. Area Office service coordinators are assigned to work with these individuals to ensure that people are getting the services they request and need as identified in each individual’s individual service plan (ISP).

The seven area offices of the region provide services to over 8000 individuals and their families. The vast majority of these individuals receive appropriate medical, clinical and habilitative services through a network of public and private community clinicians or from clinical staff associated with numerous day and residential programs throughout the region. Services are provided to individuals so they can continue to maintain their present level of functioning or to help them attain new skills.

It is our expectation that DDS consumers will be assimilated into the larger community to the greatest extent possible, and their health needs will be met by appropriate generic health care providers. For this reason, the contracted provider must consider a service model that emphasizes consultation and community networking with generic providers whenever and wherever possible for every individual served by DDS in the Southeast Region.

Transition

In order to ensure continuity of care, it is anticipated that there will be at least a 60-day transition period prior to a new provider assuming full responsibility for this program, if applicable. This program should be fully operational by July 1, 2020.

DESIRED PROGRAM OUTCOMES

The following are the general goals, service principles and primary objectives for health care and habilitative services. Bidders should be cognizant of these when preparing their responses.

GENERAL HEALTH CARE AND HABILITATIVE SERVICES PRINCIPLES

1. Every DDS consumer should have access to quality health care and habilitative services without financial, cultural, geographical or other barriers.

2. Health supports and habilitative services should meet the full range of needs of persons during each stage of their lives

3. Services for individuals should be selected based on the person’s individual needs, not on the basis of what is currently available.

4. People served by DDS, by and large, have the same needs as all other individuals for preventative health care, episodic care for acute illness, and ongoing care for chronic conditions. Some individuals may also have chronic conditions, physical disabilities, sensory deficits, or maladaptive behaviors associated with their disabilities that require special supports to enable them to utilize mainstream professional services. Consequently, some health and habilitative supports for persons with disabilities must be developed to address these special needs.

5. People with disabilities must be provided with the necessary supports to make informed choices regarding their health and habilitative care services. This includes education to enable individuals to become informed, consenting parties to their own services. Concurrently, service providers must learn to accept and respect decisions made by informed individuals even when those decisions may be different from their own.

6. Quality health and habilitative services must promote health and wellness. Prevention and early detection of problems are essential to the maintenance of optimal health and wellness for all individuals, including people with disabilities.

7. Some people with disabilities have needs so complex that they require consultation or support from experts in the care of individuals with these needs. While highly complex needs should be able to be managed by generic health care providers with appropriate training and expertise, in some circumstances it may be necessary to access specialized services in segregated settings. This is never a preference, and preference should always be given to the provision of services in integrated, mainstream health care settings. Nevertheless, the highest priority is for individuals to receive the very highest quality services that are responsive to their unique needs, wherever they are located.

8. It is essential that mainstream providers understand the Department’s mission relative to social integration. It is important that providers are sensitized to the many ways in which they talk to, talk about, interact with, and otherwise communicate with individuals with disabilities. Physical segregation is only one form of stigmatizing and devaluing behavior; lack of sensitivity to the nuances of communication, or failure to provide special supports when necessary, are other ways of perpetuating social devaluation. Education and linkage efforts must be aggressively pursued with the broader generic health care community.

General Goals

Service delivery trends for people served by DDS continue to evolve and will further shape all aspects of our system, including the provision of medical and habilitative services. In an initial assessment of the health care and habilitation needs of people living in the community, it is clear that their needs are complex and evolving, particularly as consumers served by the Department get older. DDS seeks to work collaboratively with the generic health care system and human service providers to develop a system of care with consistent standards of practice. One of the region’s long-term goals is that a nurse consultant be made available in each area office of DDS as a support to individuals, their families, area office staff, human service providers and community health care providers. As part of area teams, the nurse consultant’s role will include: coordination, health care support planning, risk management, monitoring individuals and systems, training and consultation, generic health system development, relationship building and advocacy. As our community system continues to expand, we envision the awarded provider of medical services play a significant and evolving role over time. In this award, we are looking to identify a provider who understands both issues, and is enthusiastically committed to being a full partner with the Department, over time, as consumer needs change and our service system evolve

Medical Safeguarding and Nursing Supports

This RFR seeks to develop a medical and health care system that provides accessible, high quality services to DDS eligible consumers living in communities in Southeastern Massachusetts (Southeast Region).

The components of this service system include:

· Health care support services (primarily nursing) for approximately 8000 consumers receiving an array of DDS services in Southeastern Massachusetts

· Assistance and consultation throughout the state, as requested, in the design and delivery of health care services and safeguards for medically complex individuals.

· Provision of a minimum of 6.0 FTE nursing positions including: 4.0 NP to consult to South Coastal, Brockton, Fall River/New Bedford, and Cape Cod and Islands, and 2.0 RN South Coastal and Cape Cod and Islands Areas

· Nursing supports to the regional ABI/MFP Unit including: 1.5 RN

· Psychopharmacological consultation services for @300 community consumers to include: assessment, diagnosis, prescription of medication, acute and long term management of psychoactive medication, supportive, situational or behavioral interventions, completion of required Rogers Affidavits, and training staff and families on psychopharmacological issues

· Clinical and administrative support necessary to provide and maintain adequate vision services including: hosting the statewide DDS Director for Vision and Vision Loss Services, ongoing support for the regional vision clinic in conjunction with the New England College of Optometry, 1.1 vision support positions and 1.47 administrative support staff

OBJECTIVE ONE: PRIMARY CARE

Primary care means the management of acute and chronic illness, supervision of the provision of routine and preventative care either directly or through affiliations, and the integration and follow-through on specialty consultant care for consumers. The following objectives for primary care have been established as they pertain to the individual, the agency’s administrative structure and the organizational planning and program development activities necessary to support high quality primary care.

Individual Level

1. Provide high quality 24-hours-a-day primary preventative medical care through a combination of on-site, on-call and consultative services in conjunction with generic medical services to consumers living in Southeastern Massachusetts

2. Provide prompt detection and referral of health problems through adequate medical surveillance and the development of health care plans

3. Assist in the evaluation, diagnosis and treatment of acute and chronic medical conditions, as well as implementing long-term treatment plans as appropriate

4. Conduct periodic review and evaluation of identified conditions, regular follow-up and treatment of all identified medical issues

5. Participate in ongoing service planning for consumers

6. Assist in the preparation of guardianship (e.g. Rogers) affidavits related to informed consent for medication administration and testify in court, if necessary

7. Assist with the coordination of the release of appropriate medical information to community physicians and actively participate in transition planning for consumers moving to the community or for former residents already living in the community

8. Participate as liaison with outside medical care professionals and facilities as appropriate

9. Consult with consumers, family members, guardians, service coordinators, medical specialists and community program staff relative to a consumer’s medical care needs

10. Maintain contact with physicians (other than the contractor’s) assigned to consumers admitted to acute care hospitals and monitor such hospitalizations to improve continuity of care

11. Monitor consumer medical treatment plans

12. Participate in annual ISP meetings required under the DDS regulations as needed

13. Develop and implement long-term health care plans for chronic medical conditions, e.g., the gradual reduction of psychotropic medications

14. Review medical summaries at the time of discharge, transfer, death, etc. of a consumer

Administrative Level

1. Provide initial orientation and continuing medical education for nursing staff as requested

2. Participate on area and regional health care committees

3. Assist in the development and implementation of new and revised medical services and related policies and procedures

4. Develop written policies and procedures for medical care that are in keeping with community standards of practice

5. Adhere to all existing federal and state public health policies, procedures and regulations

6. Monitor to ensure compliance with Departmental regulations related to medical and health care

7. Recruit and hire personnel who meet all licensure requirements of the Commonwealth

8. Provide recommendations concerning needed medical equipment and medical supplies

9. Provide summary reports of nursing activities and statistical reports including HCSIS

10. Develop and implement a plan for the transition of this program to full operation over a 60-day period (if applicable)

11. Conduct all administrative activities necessary for the smooth operation of the program

12. Assist in maximizing for third-party reimbursement and other non-DDS resources necessary to provide these services

Organizational Planning and Program Development Level

1. Develop and maintain a program of health care safeguarding in the region

2. Provide training, education and affiliation opportunities to Department staff

a. Residential treatment teams

b. Dietary

c. Occupational therapy - dysphasia

d. Speech and hearing

e. Physical therapy

f. Staff development

g. Quality assurance

h. Administration

i. Community agencies

j. Infection control coordination (including staff policy development)

k. End of life issues

l. Dementia

m. Osteoporosis

n. Medical ethics and Treatment issues

o. Other possible areas as medical issues are identified

5. Promote the integration of medical services into the overall function of each area office

6. Establish linkages to training programs (intern, resident, fellow) preferably in a generic community location that will increase the availability and capability of physicians and other health care professionals for consumers

7. Communicate with the Regional Director or his/her designee on policy development as it relates to medical services

8. Utilize third party revenue sources, grants and other non-DDS funding sources as a means to offset the costs of medical and health care training activities whenever possible

OBJECTIVE TWO: SPECIALTY SERVICES

1. Provide assistance if necessary for medical specialty consultations in the following areas:

Gynecology/Women’s Health Care radiology

Neuropsychology

2. Maximize mechanisms for third-party reimbursements for these services

3. Provide consultation and assistance to the community system to improve quality and competency of community supports for individuals by; a) reducing use of institutional program models, b) encouraging and strengthening natural and normative supports to address people’s basic every day needs, c) preserving the greatest degree possible of social integration, individual autonomy, and personal growth relative to a person’s needs and conduct, d) to assure to the person served the most appropriate level of support and supervision to enable the person to live in the community

4. Provide consultation services to the community system for individuals medically at risk, the most appropriate and high quality medical supports that can be arranged in their communities

OBJECTIVE THREE: EMERGENCY RESPONSE SYSTEM

1. Provide emergency consultation regarding medical emergencies on a 24-hour/7days per week basis for those services rendered as part of this contract. While this would typically be a telephone consultation, on rare occasions it may be necessary for provider staff to be physically present evenings and weekends during a medical crisis.

OBJECTIVE FOUR: QUALITY ASSURANCE

1. Establish and maintain a medical quality assurance program based on accepted standards of medical treatment and formal periodic review

2. Conduct quality care assessments with utilization review and analysis as part of a QA program

3. In conjunction with state nursing and other appropriate personnel, evaluate the provider’s internal current Risk Management program relative to medical and nursing services; implement a system that provides prompt, efficient, and effective risk management

4. Comply with Departmental regulations for the services being provided via this contract

5. In conjunction with DDS staff, evaluate and analyze appropriate staffing patterns in relation to professional standards, DDS regulations and policies, and Mass Health standards of care

6. Compile relevant health care data and information as determined jointly with the Department

OBJECTIVE FIVE: ADMINISTRATION

1. Meet with and inform the Regional Director or his/her designee regarding the planning and progress of contract activities on at least on a quarterly basis or as requested by the Department

2. Maintain proper records for all purchases, expenditures and inventory

3. Employ staff sufficient to meet the general and specialized administrative needs of the contract

OBJECTIVE SIX: COMMUNITY ACCESS

1. Facilitate access to community-based medical and health providers for more than 8000 consumers living in Southeastern Massachusetts

2. Through consultation and assistance, increase the capabilities of physicians providing services to consumers living in the community

OBJECTIVE SEVEN: PSYCHIATRIC SERVICES

1. Provide psychiatric services to address the needs of consumers receiving or requiring psychotropic and/or neuroleptic medications, consumers with dual diagnoses and/or unique problems requiring psychiatric consultation

1. Conduct psychiatric consultation as needed

1. Make treatment recommendations and participate in the Psychotropic Medication Review Committee, the Human Rights Committee and as a member of the treatment team, as needed

1. Provide emergency psychiatric consultation as needed

1. Establish mechanisms for third-party reimbursement for this service

1. Provide consultation and assistance to community specialists around issues involving people who are labeled dually-diagnosed, with an Axis I diagnosis of a psychiatric disorder

1. Provide consultation and assistance to the community service system regarding individuals who are forensically involved and/or behaviorally challenged

DEMOGRAPHIC INFORMATION FOR PEOPLE LIVING IN THE COMMUNITY

Male: 5616 Female: 4067

Total: 9683 Under 22 2973

22-40 3486

40-60 2250

60-65 443

65+ 646

Average/Above 5 Mild 36 Moderate 29 Severe 15 Profound 8 Unspecified 7

Normal w/o Correction 86 Normal w/ Correction Impaired Deaf, Augments w/ Senses Deaf, No Augment w/ Senses <1 Undetermined due to Disability 1 Unknown

Normal w/o Correction 59 Normal w/ Correction 36 Impaired, Not Legally Blind 5 Legally Blind, Has Travel Vision 4 Blind, Augments w/ Senses 1 Blind, No Augments w/ Senses 1 Undetermined due to Disability 1 Unknown Walks Independently 81 Walks w/ Human Assistance 3 Walks w/ Support Devices 4 Wheelchair, Operates by Self 3 Wheelchair, Needs Assistance 8 Bedridden, Uses Rails <1 Bedridden, No Mobility <1 Unknown 1

4.0 Contract Invoicing

The Bidder shall be responsible for insuring the accuracy of invoices submitted to DDS for payment. The Bidder shall bill for services by the 10th of each month. Additional invoicing and documentation requirements will be negotiated with the Hogan Regional Center Contract Manager. If there is a discrepancy between what is certified and what is observed and documented, payments may be delayed.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. See the COMMBUYS Bid Solicitation for this form.

6.0 Estimated Procurement Calendar

The BID opening date (Deadline for Submission of Response) All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

April 1, 2021 at 2 PM

Deadline for Forms that require Ink Signatures.

(See Instructions for Submission of Responses below for further instruction.)

April 15, 2021

7.0 Required Forms: Submit with Response

1. RFR Cover Sheet

2. Response Document

3. Organizational Chart for Contracting Entity

4. SDP (Supplier Diversity Program) Plan Form

5. Prompt Pay Discount

The above noted forms may change or be revised during the life of this procurement. Updated forms will be posted on COMMBUYS.

Additional Documentation Requirements for New Providers

· Commonwealth Terms and Conditions

· Request for Taxpayer Identification Number and Certification (W-9)

· Authorization for Electronic Funds Payment

Existing providers of services to the Commonwealth of Massachusetts may include a statement indicating that current documents are already on file with the Comptroller’s Office and should include a notation of their Vendor Customer code on the Cover Sheet so that this information can be easily referenced.

8.0 Evaluation Criteria and Questions

Question 1: Agency Mission and Service Principles (0 to 10 points) Maximum 1 page

Please explain how you intend to integrate the agency’s mission and service principles into service delivery and how these principles relate to your agency’s philosophy and values.

Assess how the bidder’s model reflects DDS’s mission and service principles. How well does the bidder integrate these principles into their agency’s philosophy? Do you see consistent examples of how they will implement these throughout the proposal?

0—Not acceptable 2—Minimally acceptable; principles present but weak integration or implementation 4—Fair—some strengths and weaknesses 8—Good 10—Excellent; principles are well integrated into philosophy. Past history and proposed implementation strong

Question 2: Program Experience (0 to 10 points) Maximum 1 page

Please describe your experience in providing health and habilitative services to individuals with needs similar to consumers that you anticipate serving in this program. Please be as specific as possible and include any program evaluation summaries and other relevant documentation that demonstrates the success of such service.

Assess the bidder’s success in providing services identified in this program in the past to individuals with similar needs. Have they documented this success?

0—Not acceptable 1 to 3—Minimally acceptable 4 to 6—Fair 7 to 8—Good 9 to 10—Excellent

Question 3: Service Description (0 to 20 points) Maximum 3 pages

Describe what services you will provide and how you will provide them to the consumers in this program. Particular attention must be paid to a description of the medical and habilitative supports you will provide. Please include a detailed description of each of the service elements and the activities your staff will perform to meet the needs of the consumers as well as a description of the overall service design. Include any changes to the design you envision over the life of the contract.

Assess the kinds and quality of the services the bidder intends to provide. Is the overall service design, including supports sufficient and appropriate to meet the needs of the consumers? Do the detailed descriptions address the needs of all the people to be served?

0—Not acceptable 1 to 3 points—Minimally acceptable; service design and medical supports lack comprehensiveness; components could be better defined 4 to 8 points—Fair 9 to 15 points—Good 16 to 20 points—Excellent; addresses needs through strong, comprehensive and integrated supports; bidder has indicated a thorough understanding of service delivery issues and the likely future evolution of the service system.

Question 4: Assessing and Accessing Specialty Services (0 to 5 points) Maximum 1 page

Please describe how the need for medical specialty and habilitative services will be assessed and accessed for consumers living in the community.

Assess the sufficiency of the bidder’s plan to make available specialty services for consumers. Does the proposal address the issue of access, establishing linkages with generic medical specialists and linkages or affiliations with specific hospitals?

0—Not acceptable 1—Minimally acceptable; limited description of specialty supports issue 2—Fair 4—Good 5—Excellent; proposal presents a creative plan for arranging specialty medical services

Question 5: Coordination of Medical Care (0 to 10 points) Maximum 1 page

Please explain how you will coordinate and integrate medical services with other health care providers, especially nursing, DDS service coordinators, and integrate these services into other aspects of a consumer’s life.

Has the bidder described how it will coordinate and integrate services and communicate information to other individuals providing supports to the consumer? Has the bidder demonstrated knowledge of DDS systems and processes (e.g. ISP, Risk Management, etc.)?

0—Not acceptable 1 to 2—Minimally acceptable; has no history of cooperation or coordination 3 to 5—Fair 6 to 8—Good 9 to 10—Excellent; bidder has been highly successful in integrating services and communication/cooperation with other parties providing supports to the consumer

Question 6: Staffing Pattern and Job Descriptions (0 to 20 points) Maximum 2 pages

Please provide a list of all positions/titles and the specific staffing pattern for this program. Include brief job descriptions and qualifications for each position.

Assess the adequacy of the staffing, the bidder’s job descriptions and qualifications for all the positions funded under this award. Is the staffing pattern consistent with the program commitments, goals and budget description?

0—Not acceptable 1 to 4—Minimally acceptable; specifications barely meet service needs 5 to 9—Fair 10 to 14—Good 15 to 20—Excellent; detailed job descriptions that address not only job duties but consistency with values statements; ample staff to meet expectations of the contract

Question 7: Relationships with Allied Health Professionals (0 to 10 points) Maximum 1 page

Please describe how you will interface with allied health and clinical professionals for the Department. Include any training, education or affiliation opportunities you have provided or will provide.

0—Not acceptable 1 to 2—Minimally acceptable 3 to 5—Fair

9 to 10— Excellent

Question 8: Program Objectives and Measurements (0 to 10 points) Maximum 2 pages

Please identify all objectives and the measures to be used to assess the attainment of them in your proposal for this program.

Assess the quality and comprehensiveness of the bidder’s objectives and assessment process. Is there a clearly defined internal evaluation system? Do the objectives provide a clear statement of what they propose to provide and how they will serve the consumer?

0—Not acceptable 1 to 2—Minimally acceptable 3 to 5—Fair

9 to 10—Excellent; well thought out objectives. Attainment of objectives clearly assessed in measures.

Question 9: Admin/Management Ability (0 to 15 points) Maximum 2 pages (excluding org chart)

Please provide detailed information regarding your organization’s ability to administer and manage the services for which you are bidding. Be sure to include at a minimum:

a. What, if any, changes to the management or organization of your agency, in terms of personnel (additional staff or consultants) and administrative offices, do you plan on making if awarded this contract?

b. How will you provide overall administrative supervision and oversight to this program?

c. If you are not currently in close proximity to the services you are proposing to provide, how will you provide administrative support?

d. Please provide an organizational chart for your overall agency that shows all administrative, managerial and supervisory positions. Please be sure to include the name of each person as well as his/her functional title. Identify which of these positions will also receive all or partial funding via this particular program contract, if awarded.

Assess the bidder’s capacity to administer and manage the type of services it is proposing. Will the bidder have the necessary resources, e.g., management and office, to properly administer the services? Will the bidder be able to provide sufficient supervision, oversight and support? Does the organization have clear and effective lines of authority, responsibility and communication?

0—Not acceptable 2 to 4—Minimally acceptable; managerial structure is identified but with concerns or lack of clarity 6 to 8—Fair 9 to 12—Good 13 to 15—Excellent; the bidder has a clear grasp of the issues and an administrative structure that is coherent and complete.

Question 10: Staff Recruitment and Development (0 to 10 points) Maximum 1 page

Please describe how you will recruit, screen, select and retain qualified staff. The bidder should explain how it will manage staff hiring during the initial service delivery period; must identify how they will ensure consumer safety when screening and selecting staff; and provide information about the agency’s ability to retain qualified staff.

In addition, describe how you will identify staff training needs and support the continued professional development of all staff including; CEU and other professional certification and licensure requirement.

0—Not acceptable 1 to 2—Minimally acceptable; some components missing or unclear 3 to 5—Fair

9 to 10—Excellent; staff recruitment and development plans are creative and thorough.

Question 11: Budget Adequacy (0 to 15 points)

The financial information you submit will be used to determine if the overall proposed budget, including both personnel and non-personnel items, are sufficient to fund the proposed services.

0—Not acceptable 1 to 4—Minimally acceptable 5 to 8—Fair 9 to 12—Good 13 to 15—Excellent; bidder’s budget is reasonable and detailed back-up is provided; the goals and objectives of the program can clearly be met with the requested funding.

Question 12: Cost Effectiveness (0 to 25 points)

The financial information you submit will be used to determine if the budget presented is cost-effective (expenses are reasonable and necessary).

Assess the cost effectiveness of the program. Are there either funds requested or components of the budget that appear to be excessive?

0—Not acceptable 1 to 4—Minimally acceptable 5 to 11—Fair 12 to 19—Good 20 to 25—Excellent; funding is clearly economically matched to specific services; the program will be very cost effective

13 to 15—Excellent; some very creative and practical strategies for third party revenue are incorporated into the proposal.

Question 13: Third Party Revenue (0 to 10 points) Maximum 1 page

Please describe your ability to collect Medicaid, Medicare and other third party reimbursements as an offset to DDS-funded program expenses. Please describe specific success you have had in this area.

Assess the bidder’s ability to collect third party reimbursement for this program and how it is reflected in the program budget.

0—Not acceptable 1 to 2—Minimally acceptable 3 to 5—Fair 6 to 9—Good 10—Excellent; some very creative and practical strategies for third party revenue are incorporated into the proposal

Question 14: Supplier Diversity Declaration Form (5 points)

Submission did not address SDP requirements (0 points) Form satisfactorily addresses requirements (5 points)

9.0 Instructions for Submission of Responses

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

Ink Signatures The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms if a) the contractor has never done business with the state or b) there has been a change in a contractors legal name, legal address, federal tax identification number or financial banking institution or account information:

· Commonwealth Terms and Conditions (If not already on file with the Comptroller)

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller) Bidders who agreed to the terms and conditions of these forms electronically via COMMBUYS online Quote submission tool must still submit the above forms with ink signatures..

File Format and Naming Conventions Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in a .zip format when saved. Other zip file formats will not be accepted.

All attachments that are uploaded in COMMBUYS must include the company name of the Bidder and the RFR number.

10.0 COMMBUYS Support

The following resources are provided to assist Bidders in submitting proposal:

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

11.0 Other Requirements Pertaining to this RFR:

CORI Requirements: In accordance with EOHHS policy, an individual's background, including any CORI and other relevant information, must be carefully considered so that the vulnerable populations served by EOHHS are protected. It is also EOHHS policy that qualified rehabilitated offenders are given a fair opportunity to be employed and successfully reintegrated into the workforce. In accordance with this policy, prior to any work engagement, the awarded Contractor shall obtain a Standard (Employer) Access Massachusetts Criminal Offender Record Information (CORI) check on any and all individual employees who are to enter public offices of the Commonwealth or provide services to any Hiring Entity of the Commonwealth. The awarded Contractor must 1) utilize the Internet-Accessible CORI (iCORI) system maintained by the Department of Criminal Justice Information Services (DCJIS) to request and receive CORI in accordance with 801 CMR 2.00 et seq. and 2) comply with the EOHHS CORI check regulations, 101 CMR 15.00 et seq. in reviewing CORI and in documenting its hiring determination as set forth in 101 CMR 15.09. Any associated costs are the responsibility of the awarded Contractor.

National Background Check: Pursuant to Chapter 234 of the Acts of 2014, employees of awarded bidders are subject to requirements of National Background Checks. Any associated costs are the responsibility of the awarded Contractor/s. Additional information is available by contacting the National Background Check unit at DDS.NationalBackgroundUnit@MassMail.State.MA.US.

Amendments to BID The Department reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DDS and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

Supplier Diversity Program (SDP): The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September, 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the COMMBUYS Bid Solicitation.

The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.

Business Associate Agreement: The awarded Bidder may be considered a covered entity under the Health Insurance Portability and Accountability Act (HIPAA) and therefore subject to HIPAA Privacy and Security Rules. If a covered entity, the awardee will be required to sign a Business Associates Agreement which will be part of the final contract document.

Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation.

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