Remote Supports and Monitoring 25 RFR Restated.docx

The Commonwealth of Massachusetts Department of Developmental Services (DDS) Central Office

Address: 1000 Washington Street Suite 410 Boston, MA 02108

Contact Name: Timothy Cahill

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: Remote Supports and Monitoring 2025

COMMBUYS BID Number: BD-24-1023-1023C-1023L-100622

DDS RFR Document Number: RSM-25

Date: March 27, 2024

Restated: April 23, 2024

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 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. DDS 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.

To receive a contract with the Commonwealth, a contractor must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a contractor will be issued a Vendor Customer Code number or a “VC” number. This VC number is used for all contracts that a contractor has with state agencies. An organization with existing state contracts, or a contractor who has had state contracts with any state agency in the past, has been registered in MMARS and does not need to re-submit paperwork unless existing information in MMARS will need to be updated. Bidders that don’t have a Vendor Customer Code or have changes to information or forms currently on file should send an email to: DDSPOSProcurement@mass.gov

Public Records: All information, documents, and attachments submitted as a response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Contents

1.0 Procurement Scope and Description

Through the Technology Forward initiative, the Department of Developmental Services (DDS or the Department) will promote and develop supportive technology as an opportunity for more inclusive and independent lives for people with intellectual and developmental disabilities (ID/DD).

DDS intends to purchase Remote Supports and Monitoring (RSM) services to strengthen the supportive technology services available for individuals living throughout the state to be supported to live as independently as possible. This service is not available to individuals currently receiving twenty-four-hour residential services. The awarded Bidder will provide RSM services for eligible Adults with ID/DD throughout the state.

The services in this procurement are intended to be responsive to adults with a diverse array of abilities, gifts, challenges, and support needs. This encompasses individuals with Adult (ID/DD) Eligibility status with DDS and behavioral challenges/support needs, as well as those with vision loss, mobility needs, and communication challenges, among others. All components must be available locally and meet the cultural, linguistic, and ethnic needs of the individuals served.

Awarded bidders must be qualified and hold a current contract with the DDS for ALTR (3153), Shared Living (3150), In-Home Supports (3798), Individualized Home Supports (3703), and/or Employment Supports (3168) services.

Contracts awarded as a result of RemoteSupport-22 will terminate effective June 30, 2024. Providers currently qualified under the RemoteSupport-22 and any updates to this RFR must become qualified under RemoteSupport-25 to continue service delivery.

1.1 Procurement and Contract Structure

This Request for Response (RFR) incorporates all relevant provisions of 801 CMR 21.00 Procurement of Commodities and Services, the Standard Contract Form and Instructions, the Commonwealth Terms and Conditions for Human and Social Services, the Operational Services Division (OSD) REQUIRED SPECIFICATIONS for Purchase of Service (POS) from September 1, 2019, Attachment C, and any amendments and/or additions to these documents during the life of this BID.

This procurement will result in a Master List of providers who have been deemed qualified and awarded a contract. Proposals will be reviewed and scored by a Procurement Management Team (PMT) composed of members of the DDS Central, Regional, and Area Offices. This is a rolling enrollment RFR, and Bidders may continue to submit proposals up to June 30, 2028. Proposals will be evaluated on a quarterly basis. Bidders whose scores are below the scoring threshold will be deemed not qualified and may resubmit. Bidders may not seek qualification more than three times during the lifetime of this procurement.

All awarded Bidders to provide Remote Support and Monitoring services will sign a standard contract form and be placed on a Master Agreement. The Master Agreement contract does not guarantee the awarded Bidder a specific level of funding. Funding will be managed by the DDS Regional Offices either through a Service Summary Form (SSF) or other mechanism determined by the Department to track authorized units of service and the rate of service/s. Awarded Bidders must receive written authorization from DDS through a SSF or other mechanism prior to delivering services under this RFR.

1.2 Applicable Procurement Law

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

Check One (“X”)

1.4 Calendar Rule Type

Open May be reopened at a time and for a duration deemed necessary by the Department.

No responses will be received after the bid open date unless the Department choses to reopen the RFR at a later date.

|X|

Rolling Bidders may submit unsolicited proposals up to June 30, 2028.

Proposals submitted after the initial due date will be reviewed and scored on a quarterly basis unless otherwise noted in the RFR/BID.

1.5 Acquisition Method

RSM services may require specialized equipment that cannot be purchased through any other contracting mechanism, the Department may approve a cost reimbursement contract to purchase the equipment. Any purchases for equipment will be made in accordance with the OSD Purchase of Service Capital Items Procurement Policy. Specialized equipment must be recommended by an Assistive Technology evaluation that demonstrates it is necessary for the individual to participate in RSM.

The Department may authorize limited start-up funding for newly qualified vendors for capital items, non-capital furnishings and equipment or start-up staffing, and other related costs that are not otherwise covered by the standard rates for the program. Cost reimbursement contracts and/or Capital Budgets may be authorized to cover the costs of these items following the OSD POS Capital Items Procurement Policy, dated August 3, 2007, and any amendments and/or additions thereto during the life of this BID. All capital items must be fully depreciable by June 30, 2029, in order to be eligible to be purchased through a Capital Budget.

1.6 Use of Procurement by a Single or Multiple Departments

Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

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

1.7 Expected Duration of Contract

Anticipated Duration up to: 5 years

Final End Date of this Contract: June 30, 2029

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

Estimated Total Value of Procurement: $12,600,000 (over 5 years)

All services in this RFR are subject to appropriation. Should funding levels be adjusted significantly, the Department may seek provider re-affirmation of willingness to continue under modified program requirements.

At any time during the duration of the contract, the Department may conduct reviews of services and may consider taking corrective action, up to and including cessation or termination of all or part of the services covered under the Contract. Reasons for taking corrective action include: the awarded Bidder has not satisfactorily achieved performance goals; the needs of the individuals change to the extent that they can no longer be appropriately served under the original terms of this procurement; the awarded Bidder is unable to meet licensing or certification standards, or other issues or circumstances arise that result in a determination by the Department that significant change in services is in the best interests of the individuals served or the Department. Generally, unless a termination notice has been given pursuant to the Commonwealth Terms and Conditions for Human and Social Services, the Master Agreement contract will remain in effect for the duration of the procurement. The Department reserves the right to make contract awards for a shorter duration when it is in the best interests of individuals, the Department, or the Commonwealth.

Check One (“X”)

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

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.

Notice concerning rates of payment: M.G.L. c 118E Rates for payment of Remote Supports and Monitoring will be established and stated in 101 CMR 424.00: Rates for Certain Developmental and Support Services. Rates will be based on tiers that take into consideration the number of hours of RSM required per week. Rates are reviewed every two years and are subject to change during the life of this procurement.

Commercial Earnings Fees (for profit entities): Refer to 808 CMR 1.00. Compliance, Reporting and Auditing for Human and Social Services, 1.03 (6). The commercial earning fee shall be equal to the current surplus revenue retention limit stated in 808 CMR 1.03 (7).

2.0 Overview

Through the Technology Forward initiative, DDS will promote and develop supportive technology as an opportunity for more inclusive and independent lives for people with ID/DD. As a Technology Forward state, RSM services should be evaluated as an option when planning for services for a person with disabilities to promote independence. These options should be explored to assist a person in an area where they could potentially be self-sufficient with a combination of appropriate assistive technology and remote supports.

The goal of developing RSM services is to build the capacity for individuals to live as independently and safely as possible and to reduce dependence on in-person direct support professionals.

2.1 Related Terms Defined

Remote Supports and Monitoring Services (RSM): are the use of communication and non-invasive monitoring technologies to assist individuals in attaining or maintaining independence in their homes and communities while minimizing the need for onsite staff presence and intervention. The service includes the use of two-way “real-time” audio/video communication technology and will be delivered by staff at a remote location.

Individual interaction with the person providing remote support may be scheduled, on-demand, or in response to an alert from a device in the Remote Support Technology System.

The service must include an on-call backup entity and natural and/or paid in-person backup support plan. This plan needs to be documented as part of the RSM service plan.

Remote Supports and Monitoring Partner/Vendor: The entity, which can be an agency, qualified provider, or contracted provider that provides real-time virtual support (e.g., prompting, instruction, etc.) from a remote location utilizing the Remote Support Technology System that has been designed for the individual. In emergency situations, staff should call 911.

Remote Supports and Monitoring Provider: The entity that provides the on-call backup services that receives a notification from the RSM Partner/Vendor or the remote technology directly that in-person intervention is necessary or if another follow-up action is needed. This entity also provides case management functions and is responsible for filing any reportable incidents in the Massachusetts Home and Community Information System (HCSIS). This entity may additionally provide the real-time Remote Supports, therefore also acting as the RSM Partner/Vendor.

In-Person Backup Support: The direct face-to-face support provided by th e natural support/staff when they are sent to an individual’s location as requested by the individual, RSM Partner/Vendor, or in response to an electronic device indicating that support is needed.

· In-person support may be a natural support, participant-directed support professional, or Remote Direct Support Professional (RDSP) which is a paid staff of the RSM Provider.

· The natural support is a willing and able close family member or friend of the individual who is age 18 or older.

In-Person Backup Support Plan: A plan created by the RSM Provider with an individual and their ISP team that identifies the following:

1. A call tree of backup respondents who have agreed to/ or are paid to be available and responsible for responding by providing in-person backup support.

2. The entity that will initiate calling the backup respondents listed on the call tree to provide In-Person Backup Support.

3. When the RSM Provider will be notified if they are not also the RSM Partner/Vendor.

4. Identify that the RSM Partner/Vendor will maintain a live remote connection with the person until the In-Person Backup support/Emergency personnel arrives at the person’s location.

5. This plan must provide details on at least one paid backup respondent and expectations around the response times (maximum thirty minutes, unless otherwise specified in an ISP).

6. A paid in-person backup support staff must be identified before services are rendered.

a. A natural support cannot be a paid in-person backup support.

Enhanced Personal Emergency Response System (PERS) functionality, when included in the person’s support plan.

· The PERS must be capable of operating without external power, e.g., during a power failure at the individual’s home, following UL requirements for home health care signaling equipment with standby capability, and must be portable.

· The PERS activator must be capable of activation by breath, touch, speech, or other means specific to and usable by an individual to interface with the Remote Support Platform to alert readily available staff to respond.

· Must have the capacity for monitoring devices to interface with the Remote Support Platform to alert readily available staff to respond.

2.1 Program Design and Service Delivery Outcomes

As an approved waiver service, DDS has developed RSM as an option that combines the benefits of the latest technological devices with access to natural and/or paid supports to promote, improve, and enhance one’s independence based on their needs and vision for their future. The use of remote support technologies is a newer form of service that can contribute to increased independence while giving adults with ID/DD a sense of safety.

RSM uses two-way communication in real-time. Other technologies used in the provision of RSM can include home-based motion sensors, GPS tracking, web-based data integration systems, and other devices, to provide a less invasive means of providing instruction/guidance, monitoring, and responding to the needs of individuals living in the community.

RSM services are provided in real time, not through a recording, by awake staff at another location. The software platform used by staff at another location is capable of monitoring and supporting several people at a time and must always be staffed. The remote support system must be able to be activated by the individual to notify staff when support is needed. When used, all sensors and other devices necessary to send notifications to remote staff must interface with the remote support system to ensure the timely notification of needs. While RSM services are being provided, the remote support staff cannot have other duties.

The awarded Bidder of RSM services must have an intake process to assess needs, identify any areas of concern, and identify how these can be addressed with assistive technology and/or remote support technologies. A Remote Support Plan, which outlines how and when remote support will be used by the person, must be developed.

Before RSM services can be implemented, informed consent must be obtained from other individuals in a shared setting who may be affected by the provision of RSM. This consent must be documented in each individual’s ISP.

The awarded Bidder’s Remote Support Platform must use a secure network that requires authentications, authorization, and encryption of data to ensure that access to computer, video, audio, sensor, and communication is protected and access is limited to authorized persons only; those permitted by the remote support plan, which is compliant with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).

Settings Where Remote Supports and Monitoring are Offered:

This service is an option for those who live in their own home or family home as a mechanism to optimize independence while providing support as needed. The service may also be offered at a job, or in the community.

Settings Where Remote Supports and Monitoring Services Can Not be Offered:

When technology is used to augment support in a 24-hour residential setting, the cost is already included in the rate of that service. It, therefore, cannot be accessed through a technology-driven waiver service.

2.3 Remote Supports Options

Level A – RSM services that require two-way video/audio feed for staff to provide support real-time scheduled check-ins and supports by remote caregiver, on-demand support initiated by the individual. This level of support provides in-person backup support. This level provides up to 15 hours per week of scheduled, on-demand, or individual-initiated remote supports.

Level B – RSM services that require two-way video/audio monitoring and real-time check-ins and supports by a remote caregiver, on-demand support initiated by the individual. This level also includes the provision of an enhanced personal emergency response system (PERS) which requires sensors or other safety mechanisms to send an alert to the monitoring center (remote caregiver) identifying an emergency, per an individual’s plan, to initiate appropriate emergency response or in-person backup support. This level provides 16-25 hours per week of scheduled, on-demand, or individual-initiated remote supports.

Level C – RSM services that require two-way video/audio monitoring and real-time check-ins and supports by a remote caregiver, on-demand support initiated by the individual. This level also includes the provision of an enhanced PERS which requires sensors or other safety mechanisms to send an alert to the monitoring center (remote caregiver) identifying an emergency, per an individual’s plan, to initiate appropriate emergency response or in-person backup support. This level provides 26 or more hours per week of scheduled, on-demand, or individual-initiated remote supports.

3.0 Service Delivery Requirements

3.1 Implementation and Evaluation Strategies

RSM must provide for the assessment of an individual’s ability to use the service, and have procedures in place to ensure proper consent, implementation, and evaluation of remote support equipment and services. The provision of RSM should include at least the following:

· An assessment process to determine situational appropriateness, potential risk and benefit, and ongoing review by the person’s ISP team at the time RSM services are initiated and annually thereafter.

· Remote Support Plan, which must include all supports that a person can be provided virtually by remote staff and outlines how the specific remote support(s) will be implemented, including but not limited to:

· Specific limits on when remote supports can be used and when it cannot be used.

· Interactive Live Instruction/Support to be provided to assist the person with goal accomplishment and in response to need.

· Whether the individualized remote technology design includes Enhanced PERS functionality.

· The scheduled day and times the person is going to receive support remotely.

· Information regarding any paid in-person services the person receives including the type of service, the name of the qualified provider and the time and days the service is provided. These should not be duplicative.

· In-Person Backup Support Plan, on demand access to live staff support.

· Initial and ongoing training for the individual receiving RSM services on how to use the remote support system as specified in the individual’s remote support protocol/plan. Training should include how to report technology malfunctions.

· An Informed Consent Process in which the individual who receives the service and each person who lives/works with the individual shall consent in writing after being fully informed of what the RSM services entail including, but not limited to, that the remote support staff will observe their activities and/or listen to their conversations at the location(s) in which RSM services are provided (residence, workplace, etc.), whether or not video or audio recordings will be made, and what safeguards the provider has put in place with regards to access, retention, and destruction of said recordings, if any.

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3.2 Technology Requirements

RSM services awarded Bidder must provide:

· Two-way, real-time, on-demand or individual-initiated communication system for contact between the individual and remote support staff. Systems communication capabilities necessary for the monitoring center/remote caregivers to effectively interact with and address the needs of individuals at each of their locations, including emergency situations when the individual may not be able to use the telephone/communication device.

· A discrete location for the RSM Center, separate from the locations at which individuals are receiving RSM.

· Safeguards and/or backup systems such as battery packs and/or generator for the electronic devices in place at the remote monitoring center.

· Detailed and written backup procedures to address/manage system failure (e.g., prolonged power outage), fire or weather emergency, individual medical issue or personal emergency, etc. for each location utilizing the system and included in each individual’s remote support plan.

· Emergency Backup system for Remote Support Monitoring Center and locations utilizing the system, e.g., individuals’ homes.

· Remote Support Software with a Dashboard that has an alert system to notify staff of individuals’ status and/or the ability for individuals to activate and interact immediately with staff.

· Capacity to simultaneously respond to multiple signals/requests for help from individuals’ equipment and/or, if system activated, by individuals.

· Visual or other indicator that informs the individual to know when remote support systems are activated.

· Remote Support Platform with upload functionality to store information regarding an individual’s unique support needs, such as health management plan, Positive Behavior Support (PBS) plan, clinical needs, etc.

· Enhanced PERS functionality, when included in the person’s support plan.

· The PERS must be capable of operating without external power, e.g., during a power failure at the individual’s home, following UL requirements for home health care signaling equipment with standby capability and must be portable.

· The PERS activator must be capable of activation by breath, touch, speech, or other means specific to and usable by an individual.

· Must have the capacity for monitoring devices to interface with the Remote Support Platform to alert readily available staff to respond.

· A secure network system requiring authentication, authorization, and encryption of data that complies with HIPAA requirements to ensure that access to computer, video, audio, sensor, and written information is limited to authorized persons. Business Associates Agreement (BAA) with network system is required.

· Procedures for conducting tests of the functionality of monitoring devices and systems every quarter. These procedures must include strategies to repair/replace devices that are not functioning properly and address associated potential risk(s) until devices are fully operational.

3.3 Staff Training Requirements

This service is subject to the DDS licensure and certification process. It is the responsibility of the awarded Bidder to ensure that all in-person staff and staff providing remote supports maintain the appropriate training. This is outlined in the DDS, Office of Quality Management, Licensure and Certification, Administrative Review Process.

RSM provider staff must complete the following:

· All mandated training applicable to RSM provider staff, including First Aid and CPR, fire safety strategies, mandated reporting, incident reporting, human rights, etc.

· Training in individual’s unique needs, including if applicable, Health management plans, PBS Plans, etc.

Remote Support and Monitoring Partner/Vendor staff must complete the following:

· How to use the remote support and monitoring technology system and report issues related to its functionality

· All mandated training applicable to RSM provider staff, mandated reporting, incident reporting, human rights, etc.

· Handling Medical Emergencies

· Signs and Symptoms of illness

· Training in individual’s unique needs, including if applicable, Health management plans, PBS Plans, etc.

3.4 Remote Supports and Monitoring Partner/Vendor Center/Remote Caregivers The following are requirements for RSM center/remote caregivers when RSM services are being provided.

RSM center/remote staff must:

· Only be assigned to the oversight and support of individuals at remote locations during time they are assigned to monitor individuals. Staff cannot be assigned to other duties at the same time.

· Assess any urgent situation at an individual’s location and call 911 emergency personnel first if it is deemed necessary and then notify the provider emergency on-call.

· Remain engaged and continue to assess, with the individual(s) at the location, during an urgent situation until backup staff or emergency personnel arrive.

· Remote oversight/monitoring must be done in real time by awake staff at a remote location (remote monitoring center/base); if computer vision or video is used for remote monitoring, telecommunications/broadband, equivalent, or better connection is required.

3.5 Documentation Requirements

The RSM center/base shall:

· Maintain an electronic file on each individual receiving RSM services that includes a current photograph of the individual, which must be updated if significant physical changes occur, and at least annually, and pertinent information on each individual including their specific communication needs and noting facts that would aid in ensuring the individual’s safety.

· Have detailed and current written protocols for responding to the needs of each individual, including contact information for natural supports and paid staff to supply backup support at the individual’s location, when necessary.

· File incident reports via HCSIS for situations that meet the DDS criteria for reportable events.

· Maintain documentation of RSM services provided to individuals, including details of PERS activation, deployment of in-person backup support/staff, contacts with emergency services, etc.).

· Maintain documentation of service-specific goals and progress, as outlined in the person’s Remote Support Plan, including notations of interaction on a day-to-day basis to ensure this information is readily available for the next staff that will be providing support for the person.

· Maintain documentation of any follow up with other parties that is needed to ensure continuity of care for the individual.

4.0 Performance Requirements and Contract Monitoring

Awarded Bidders are required to provide updates to DDS as requested, participate in periodic utilization reviews, and submit reports as requested. Awarded Bidders may be expected to provide DDS data related to outcomes, metrics, progress measures, staff salaries and FTEs, and other information upon request related to the performance and financing of services provided under the contract.

Any issues that arise that would trigger the need for an Action Plan between the RSM awarded Bidder and RSM Partner/Vendor should be reported to the Department. All established Service Quality Action Plans between the awarded Bidder and RSM Partner/Vendor should be submitted by the RSM Partner/Vendor to the Department and awarded Bidder simultaneously.

Bidders with current contracts for the provision of purchased human and social services to clients (MM3/M03 contracts) must have filed their Uniform Financial Statements and Independent Auditor's Report (UFR) with the OSD via the Internet using the OSD UFR filing application for the most recently completed fiscal year before a contract can be executed and services may begin. Other requirements such as submitting an acceptable Supplier Diversity Plan Form for POS, as well qualification/risk management reporting requirements and non-filing consequences promulgated by secretariats or departments pursuant to 808 CMR 1.04(3) may apply.

4.1 Documentation and Record Keeping Requirements

In accordance with requirements established in the Commonwealth Terms and Conditions for Health and Human Services, awarded Bidders must maintain records, books, files, and other data as required by 808 CMR 1.00 and as specified in this RFR and in such detail as shall properly substantiate claims for payment made under this contract. These records shall be maintained by the provider and must be made available to DDS upon request.

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

· Attendance records / logs which are signed and dated

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

Awarded Bidders are expected to maintain accurate individual and site-based information and data and take all necessary actions to resolve reportable events and conditions. This includes but is not limited to:

· Individual confidential files

· Emergency Fact Sheets including contact information

· Behavioral and physical health care history, appointments, current treatments, etc.

· ISP support strategies, goals, and data

The awarded Bidder needs to have systems to identify, report, and respond to the following:

· Incident reporting

· Grievances

· Complaints and actions related to allegations of potential mistreatment

Awarded Bidders will have access to HCSIS where much of the information above is located. The Department may change these requirements over time and changes will be shared with Awarded Bidders.

4.2 DDS Licensure and Certification

If an awarded Bidder is unable to maintain its certification or licensing status for services qualified to provide, the Department will take steps to amend the Master Agreement contract. This can include informing an awarded Bidder that the organization is no longer qualified to provide services at a specific site/s, to terminating the Master Agreement contract.

5.0 Contract Invoicing

All invoicing for services provided under this contract shall be conducted through the Enterprise Invoice Management (EIM) system. Awarded Bidders are required to establish and maintain user accounts within EIM and maintain up-to-date organizational information and appropriately offboard accounts for staff that are no longer employed by the awarded Bidder or otherwise do not need to maintain access to EIM.

A Bidder may not begin services or incur any obligation in any form until a Standard Contract Form with any supplements thereto has been signed by authorized representatives of DDS and the Bidder.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

Unit Rate Services – Service Delivery Report (SDR) All unit rate contracts will be invoiced utilizing an SDR to report monthly attendance for each individual receiving services. SDR should be authorized in EIM no later than the 21st day of the month following the month where services were delivered.

Cost Reimbursement Contracts Start-up and capital contracts issued on a cost reimbursement basis will be reimbursed through a cost reimbursement invoice submitted in EIM. Providers must report line-item expenses in accordance with the approved line items in the cost reimbursement budget.

6.0 Questions and Evaluation Criteria

Bidders seeking to deliver services under this procurement should directly and clearly address each of the response areas listed below with particular attention to page limitations. Each item will be scored in keeping with the values and guidance contained in the Evaluation Criteria that appears below. Attachments or appendices not requested and any program descriptions beyond the page limit will not be reviewed.

6.1 Questions

Question #1: Organizations Expertise and Experience (Page Limit: 2)

a. Describe your organization’s areas of expertise, affiliations, or experiences as it relates to the provision of remote supports.

b. Discuss your relevant experience with the ID/DD population, including individuals with autism, and assisting individuals to obtain and successfully use supportive technology.

c. Discuss your experience in providing RSM Services and/or Assistive Technology evaluations to identify areas that remote supports would allow a person to be more independent or reduce risk and determine if a person can successfully use remote support services. Provide specific examples of programs, numbers of individuals served geographic service areas, and outcomes achieved.

d. Describe how partnerships and affiliations your organization has developed has enabled your organization to develop remote support services.

e. Describe how your agency plans to use these relationships to complete remote support technology evaluations, needs assessments, set up, adaptations, and training (for individuals served and staff). Provide an example.

f. Describe staff capabilities, skills, training, and/or service approaches that will result in successful service delivery.

Question #2: Service Element Evaluation and Implementation (Page Limit: 2) Describe how your agency will design and implement each of the required service elements included in the service description to support individuals.

a. Evaluation:

· Describe strategies used to determine individuals’ unique skills and needs, trials with equipment to assess appropriateness to enhance their independence and achieve personal goals.

b. Implementation and Support:

· Describe how strategies, goals of use, and remote support protocols/plans will be developed, in coordination with the individuals’ ISP teams to ensure sustained success with RSM services.

· Describe how the implementation of Remote Support Plans will be monitored.

· Describe maintenance options and how an individual/provider and/or family may access support.

· Describe how your organization provides training and guidance to individuals around cyber security, safe use of internet-connected devices, and consent for use.

Question #3: Service Element Technology (Page Limit:1) Describe how your agency will design and implement each of the required service elements included in the service description to support individuals.

Technology:

· Describe the Remote Support Platform and technologies planned to be used in the provision of this service.

· Describe how your agency will address all Technology Requirements noted in Section 3.2.

· Describe your organization’s plan to ensure compliance with the Health Insurance Portability and Accountability Act (“HIPAA”) of 1996.

Question #4: Organizational Structure (Page Limit: 2 & Organization Chart) Attach an organizational chart that indicates how the programs you are bidding on will be organized within your agency. Identify each program specifically.

a. Describe how RSM services will be organized within your agency.

b. Describe how you will recruit, screen, select, and retain qualified staff. You must explain how your agency will manage staff hiring during the initial service delivery period; identify how your agency will ensure consumer safety when screening and selecting staff; and provide information about the agency’s ability to retain qualified staff.

c. Describe how you will identify and deliver training and support to meet staff needs.

d. Does your organization plan to subcontract any piece of RSM services to another vendor? If yes, state the vendor(s) and outline the subcontract relationship, including training of vendor(s) staff.

Question #5: Cultural & Linguistic Diversity (Page Limit: 1)

a. How will you evaluate and support individuals for whom English is not their primary language, including communication needs such as American Sign Language, Augmentative Communication, etc.?

b. How will your agency be responsive to the specific cultural and linguistic diversity of the individuals to receive services?

Question #6: Quality Assurance (Page Limit: 1)

a. Describe your agency’s approach to quality assurance. What do you view as quality outcomes and how do you measure the quality of services and equipment provided?

b. Describe your agency’s plan for the ongoing monitoring of the provision of services and the continued compliance with the noted Technology Requirements in Section 3.2.

c. Describe how you will solicit, use, and implement feedback from individuals and families, ensure appropriate, safe use of technology, and how individuals/families access ongoing technical support if needed.

d. Describe the agency’s process for follow-up to ensure that the individual is using the equipment and that it continues to meet their needs.

e. Describe your organization’s internal control policies as they relate to the administration of purchasing technology. Specifically, how does your organization ensure that purchases are authorized, allowable, and properly documented?

Supplier Diversity Plan Form for POS (SDP Form Submission Requirement) All Bidders are required to make a meaningful financial commitment (“SDP Commitment”) by partnering with one or more Supplier Diversity Program (SDO) certified or recognized diverse business enterprise or non-profit organization. Providers that don’t have any POS contracts, should estimate the funding level they expect to receive through this procurement if a contract is awarded. More information related to this topic can be found in Section 10.0.

To be awarded a contract, Bidders must, at a minimum, commit to the following:

· For new providers: at least one proposed SDP Partner and a current-year financial commitment.

· For existing providers: at least one SDP Partner, prior-year spending information, and a current year financial commitment.

6.2 Evaluation Criteria

Procurement Management Team (PMT) members will rate the questions based on the materials submitted. No proposal can be accepted as “qualified” without meeting the standards for every required response item. That is, in order to be qualified, a Bidder must receive a score of 1 point for each required question. In addition, the Bidder’s Supplier Diversity Plan must receive a score of 1 for the entire proposal to be deemed acceptable. In cases in which a Bidder’s response or SDP plan scores 0 points, the Bidder will be notified that the submitted response is unacceptable and will be given an opportunity to submit an additional or revised response to correct the original submission.

Rating Scale 0 points: Fails to Meet Standard or Insufficient Information: There is no description, or the description is materially incomplete, not relevant to the services provided, or the description fails to meet the standards established in the RFR.

1 point: Meets Standard: The information provided addresses all elements of the question posed fully and completely. The responses reflect an understanding of the expectations for this service model, the needs of the individuals who may be supported through this procurement, and the capacity to arrange and deliver the services to be provided.

7.0 Estimated Procurement Calendar

Bidder Conference Via Zoom

Zoom Link: https://zoom.us/j/92886834974?pwd=eldMa0c0ZzhxTlEwUHZuVDNSMmgydz09

Meeting ID: 928 8683 4974 Passcode: 321318

April 12, 2024 at 3 pm

Deadline for Questions All Questions must be submitted to DDSPOSProcurement@mass.gov or through COMMBUYS by the date and time indicated. All Questions with answers will be posted on COMMBUYS. The Department is not bound by any oral comments or representations made by the Contact Person(s) and/or any other Department employee. Telephone calls will NOT be accepted regarding this RFR.

Bidders are prohibited from communicating directly with any employee of the Department except as specified in this RFR.

All Questions with answers will be posted on the COMMBUYS by April 22, 2024 by 5 pm EST

April 16, 2024 by 12 pm EST

BID Opening Date/Deadline for Electronic Submissions All responses must be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

May 7, 2024 by 5 pm EST

8.0 Required Forms

8.1 Other Forms

If the following signed documents are not on file with the Office of the State Comptroller, or there are changes to forms current on file, the Bidder must submit electronic versions of these forms to the email address noted on the cover page of this BID.

· Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

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

8.2 Instructions for Submission of Forms and Questions

All responses to be submitted electronically using the online submission tools available to Bidders 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.

The Department is processing the standard contract form electronically when possible. Bidders should not submit signed copies of the standard contract form or the contractor authorized signatory listing posted on COMMBUYS with their proposal. These forms are posted for informational purposes only.

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 they are an agent of the Bidder with authority to sign on the Bidder’s behalf, and that they have read and assented to each document’s terms.

To be considered, complete package must be submitted electronically using the online submission tools available to Bidders registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click to the Commonwealth must on the “Register” link on the front page.

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. DDS 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

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.

DDS requires that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder and the RFR document identifier found on page 1.

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.

Alterations Bidders may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a Bid.

Ownership of Submitted Quotes The PMT shall be under no obligation to return materials submitted by a Bidder in response to this Bid. All materials submitted by Bidders become the property of the Commonwealth of Massachusetts and will not be returned to the Bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s quote, whether or not the quote is selected for contract award.

Quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Bidders retain access to a “read-only” copy of this submission via COMMBUYS, as long as their account remains active.