RFR 24-05-MCD Recovery Coaches for Deaf and Hard of Hearing Enhanced Program~1.docx

RFR 24-05-MCD RECOVERY COACHES FOR DEAF AND HARD OF HEARING ENHANCED PROGRAM

COMMBUYS Bid# Open Market Bid BD-24-1067-MCD01-MCD01-90694

COMMBUYS POSTING DATE: July 10, 2023

Healthcare Provider Support Persons

1. Description or Purpose of Procurement:

Recovery Coaches provide peer-based support using coaching and mentoring to individuals at any stage in recovery from substance use disorder. Recovery Coaches offer this essential emotional and social support to individuals in various stages of change and recovery, especially early recovery, by helping to develop resources and remove barriers and obstacles from systems of care. The Recovery Coach works with the individual to develop a Wellness Plan. Following the pathway chosen by the person in recovery, the Coach helps the individual create meaningful connections to treatment and aftercare as well as developing personal goals and the skills to attain those goals. In short, Recovery Coaches serve as advocates to assist individuals in their efforts to attain a strong and lasting recovery.

In State Fiscal Year 2018 the Massachusetts Commission for the Deaf and Hard of Hearing (MCDHH) released Bid Solicitation BD-18-1067-MCD01-MCD01-25155 containing RFR 18-20-MCD, Recovery Coaches for Deaf and Hard of Hearing Individuals. RFR 18-20-MCD produced a pilot program for Recovery Coaches for Deaf and Hard of Hearing Individuals, known colloquially as the Deaf Recovery Coach Program or DRC Program. RFR 18-20-MCD produced a vibrant program that also yielded a wealth of information on how to structure a mature, ongoing DRC Program. With this RFR MCDHH is describing that mature, ongoing program and recruiting the Deaf Recovery Coaches to deliver its services.

MCDHH seeks to develop a list of individuals to serve as Deaf Recovery Coaches (DRC) to service delivery to the populations of Deaf, deaf, DeafBlind, and hard of hearing individuals in need of the specialized recovery support services that Coaches can provide. We are accepting applications from prospective Coaches at two levels:

· Entry-Level Candidates are those individuals who have completed the Baystate Educational Collaborative five-day Recovery Coach Academy and indicate an intent to complete certification within five years

· Licensed or Certified Candidates are those individuals who hold the Certified Addiction Recovery Coach (CARC) credential

Responsibilities and expectations of DRCs are described in this document. Compensation, supervision, and other aspects of performance are discussed. Finally, the application and application evaluation processes are detailed.

An Internal Revenue Service SS-8 test was performed. According to the results, the Recovery Coach for Deaf and Hard of Hearing Individual is an Independent Contractor and not a Contract Employee.

MCDHH is accepting applications from principals only. Third-party applications from employment agencies responding on behalf of a candidate will be discarded.

The Massachusetts Commission for the Deaf and Hard of Hearing is an Equal Opportunity employer and does not discriminate on the basis of race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation, genetic information, pregnancy, ancestry or military status, in any of its activities or operations.

2. Applicable Procurement Law:

Executive Branch Goods and Services

3. Acquisition Method:

Other: [rate contract; multiple vendors on a rolling enrollment basis]

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Multiple Contractors

a. Estimated Number of Awards The target maximum number of Contractors is thirty (30); the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

5. Entities Eligible to Use the Resulting Contract:

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

The Executive Office of Health and Human Services and its agencies:

· Department of Children & Families

· Department of Developmental Services

· Department of Elder Affairs

· Department of Mental Health

· Department of Public Health

· Department of Transitional Assistance

· Department of Veterans' Services

· Department of Youth Services

· Massachusetts Commission for the Blind

· Massachusetts Rehabilitation Commission

· Office for Refugees & Immigrants

· Soldiers' Home in Chelsea

· Soldiers' Home in Holyoke The Purchasing Department reserves the right to add or remove additional authorized users during the contract term

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

Ten years

Upon execution through June 30, 2033

Total Maximum Contract Duration

Ten years

Upon execution through June 30, 2033

7. Anticipated Expenditures, Funding, or Compensation:

8. Description of Program:

The Commonwealth of Massachusetts web site provides a rich introduction to the array of substance abuse services offered, including Recovery Coach programs:

https://www.mass.gov/service-details/substance-use-and-addictions-training-workforce-development www.mass.gov/doc/mission-navigating-transitions-program-recovery-coach-guidebook-submitted-by-siu-ping-chen/download?_ga=2.177602406.2130763402.1675176298-2108212797.1666365160

As noted at the beginning of this document, MCDHH seeks to develop a list of individuals to serve as Deaf Recovery Coaches (DRC) to service delivery to the populations of Deaf, deaf, DeafBlind, and hard of hearing individuals in need of the specialized recovery support services that Coaches can provide.

The Deaf Recovery Coach’s Roles and Functions: The Deaf Recovery Coach performs the following core functions and activities:

· A Recovery Coach serves as a recovery guide or role model in the management of recovery and assists the Recoveree to identify and overcome barriers to recovery, connects recoverees with recovery support services and encourages hope, optimism, and health.

· Recovery Coaching is a non-clinical service provided by an individual who has completed certain specialized trainings and is working toward, or may have already attained, certification in the field. A formal degree is not required.

· Recovery Coaching provides nonjudgmental, problem solving and advocacy skills to assist recoverees in defining and meeting their recovery goals.

· Recovery Coaches help recoverees develop a Wellness Plan, the core document guiding time spent with the recoveree.

· The Deaf Recovery Coach will accompany the recoveree to resources, appointments, and meetings. Each DRC may work with several Recoverees at any time.

· All DRCs will attend periodic supervision meetings and group trainings with the Program Director to discuss ongoing issues and promote Best Practices throughout the Program.

The Deaf Recovery Coach’s Contribution to MCDHH’s Program: The Deaf Recovery Coach will submit basic narrative and quantitative information about coaching activities on a regular and frequent basis in response to a standard data format provided by the Program Director. The type of information the Program Director may request might be:

· Number of recoverees assisted

· Number of hours of coaching services provided

· Geographical distribution of recoverees

· Number of hours of coaching services provided in each geographical region

· Types of coaching services provided (emergency intervention, twelve-step meetings, etc.)

· Number of hours of individual supervision received

· Number of group trainings and in-service meetings attended

· Other information as requested

Deaf Recovery Coach Levels: The current Recovery Coach Program for Deaf and Hard of Hearing Individuals is accepting applicants at two levels.

Entry-Level Candidates: Individuals interested in becoming a Deaf Recovery Coach must have experience as a Deaf or Hard of Hearing person in stable recovery. In addition, candidates must also complete certain trainings provided by MCDHH and/or the Massachusetts Department of Public Health (DPH) Bureau of Substance Abuse Services (BSAS) (see https://careersofsubstance.org/trainings-and-events/trainings). These trainings are:

· Ethical Training, 2.5 days

· Motivational Interviewing, 2 days

· Cultural Competencies, one day

· Recovery Coach Academy, 5 days The Entry-Level Candidate must also indicate intention to earn the Certified Addiction Recovery Coach (CARC) credential within five years of joining the Program[footnoteRef:2] [2: If attaining the CARC Certification is not possible within five years, the Entry-Level Candidate and the Program Director shall develop a plan for the Entry-Level Candidate to meet the requirements of CARC Certification.

Certified / Licensed Candidates: Certified or licensed candidates must meet the requirements of Entry-Level Candidates and, in addition, possess the Certified Addiction Recovery Coach (CARC) credential. Information is available from the Massachusetts Board of Substance Abuse Counselor Certification, https://www.mbsacc.com/carc.

Entry-Level DRCs who earn the CARC credential may petition the Program Director to become a CARC-Certified CARC.

Program Elements: The Recovery Coach Program for Deaf and Hard of Hearing Individuals consists of several key program elements:

Coaching Services: Non-clinical support services to help recoverees maintain a stable recovery or reduce harm associated with addictive behaviors by assisting the recoverees find resources for harm reduction, detox, treatment, family support and education, local or online support groups as part of the recoverees’ tailored Wellness Plan.[footnoteRef:3] [3: https://en.wikipedia.org/wiki/Recovery_coaching ]

Supervisory and Professional Development Services: One-to-one supervision, one-to-one mentorship, group supervision, and group professional development services provided on a scheduled or as-needed basis. These services may be provided by the Project Director(s) or CARC-credentialled Recovery Coaches. Occasionally group professional development may be offered by outside personnel and/or in conjunction with other programs as determined appropriate or valuable by the Project Director(s).

Scheduling:

· Entry-Level Deaf Recovery Coaches are limited to twelve (12) hours of coaching services per month; Entry-Level Deaf Recovery Coaches may provide more than twelve hours of coaching services with the written approval and guidance of the Project Director

· CARC-Credentialled Deaf Recovery Coaches are not limited in the number of hours of coaching services they may provide each month. However, they should check with the Project Director every three months to make sure their caseload and service load remains reasonable.

· Individual Supervision and Mentorship shall be provided to all Entry-Level DRCs at a frequency determined by the Project Director and to CARC-Credentialled DRCs as needed or as requested.

· Group Supervision and Group Professional Development shall be provided on an approximate quarterly basis or as needed based on the opinion of the Project Director

Compensation Policies and Rates: The compensation policies and current rates for the Recovery Coach Program for Deaf and Hard of Hearing Individuals are as follows:

Compensation Rates:

· Entry-Level Deaf Recovery Coaches - $20.00 per hour

· CARC-Credentialled Deaf Recovery Coaches - $23.00 per hour

· CARC-Credentialled Deaf Recovery Coaches - $3.00 per hour surcharge when providing mentorship, individual supervision, group training, group professional development, or other similar services on behalf of Program participants

Compensation Policies:

· Time Spent Traveling (“Travel Time”) – billed at DRC’s base hourly rate ($20.00 or $23.00 per hour)

· Mileage – reimbursed at the rate in effect for Commonwealth of Massachusetts staff travel at the date of the travel

· Billable Activities – DRCs may bill for time spent delivering services, in supervisory meetings, in Program-related trainings, and the travel / mileage to get to and from those activities

· Non-Billable Activities – The cost of CARC certification / re-certification is considered a professional / educational expense and is to be paid by the DRC unless directed otherwise

· Invoice Submission – Invoices shall be submitted to MCDHH’s Administration & Finance Department at MCDHHAP@mass.gov in accordance with standard A&F Policy

MCDHH reserves the right to adjust any of these compensation-related policies and rates during the duration of this Bid Solicitation. Any and all adjustments will be done through amendment to this Request for Response and will affect all contracts in effect at that time based on this solicitation.

9. Small Business Purchasing Program:

This section contains mandatory wording that must be retained in all bid solicitations even though it does not apply to RFR 23-10-MCD.

Program Background:

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference:

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility:

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements:

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance:

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

10. Supplier Diversity Program (SDP) Plan:

This solicitation is below $250,000 annually and therefore the Commonwealth’s Supplier Diversity Program Plan as set forth in Executive Order 565 is not required.

11. Environmentally Preferable Products:

This section contains mandatory wording that must be retained in all bid solicitations even though it does not apply to RFR 23-10-MCD.

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

12. Evaluation Criteria:

Application is by letter and resume. Conversational interviews will also be conducted.

Applicants must support the functions of Recovery Coaches of the Deaf and Hard of Hearing and must meet the qualifications of whichever level of DRC they are applying for (refer to Section 8).

Application Evaluation:

The following evaluation schema will be used to assess all responsive applications. [For purposes of illustration, the evaluation schema is formatted into an applicant scorecard to be used by members of the evaluation team.]

Each applicant’s overall response will be evaluated as “MEETS” or “DOES NOT MEET,” indicating whether it meets or does not meet the requirements or expectations of the Program for the “Qualification, Characteristic, or Experience” indicated.

Here is an example of the scoring system that will be used:

NAME OF APPLICANT:

APPLYING FOR WHICH DRC LEVEL:

DOES NOT MEET

1. Applicant meets requirements of DRC level he/she is applying for (Entry-Level or CARC-Certified)

2. Applicant has lived experience with addiction recovery and/or mental health recovery

3. Applicant’s recovery is of at least one year duration [Note any exception and whether application is approved by Project Director]

4. Applicant has access to reliable transportation and can travel statewide to accompany Recoveree as needed

5. Applicant, through interview, shows strong interpersonal skills and ability to develop rapport quickly

TOTAL POINTS AWARDED:

Application Evaluation Methodology: All applications from qualified applicants (see Section 8) will be read and examined by an evaluation team consisting of a small group of individuals from MCDHH.

13. Instructions for Submission of Responses:

In accordance with the policies of Operational Services Division, only electronic applications submitted via COMMBUYS will be accepted in response to this RFR. For instructions concerning how to submit a Quote, please see Appendix B.

Creating Bid Responses (Applications):

An individual may submit their application in English or in American Sign Language (ASL).

· English applications should be submitted using the COMMBUYS “Create a Quote” methodology noted in the preceding paragraph.

· American Sign Language (ASL) applications should consist of a letter or text document uploaded to COMMBUYS containing a YouTube link to an ASL video or Vlog containing the application itself.

Content of Bid Responses (Applications):

Applications, whether in English or in ASL, must consist of two parts and may contain an optional third part:

· Part One is a Letter of Application addressing each of the “Qualifications, Characteristics, or Experiences” in the Bid Evaluation Tool in Section 14. If the Bidder does not possess a particular “Qualification, Characteristic, or Experience” but believes they have something else that is similar, say so.

· Part Two is a Resume.

· Part Three, which is optional, is any additional information that the Bidder believes might be helpful for MCDHH to know.

What MCDHH Will Consider When Assessing Applications:

· Letter of Application

· Resume

· Optional Additional Information the Applicant Includes with Letter of Application and Resume

· Personal Interview, conducted via Zoom, Video Phone, Telephone, or other Communication Accessible Platform

MCDHH may, at its discretion, contact Bidders for clarification of information they submit.

COMMBUYS REGISTRATION

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 review the COMMBUYS Job Aide COMMBUYS Vendor Registration or go to www.COMMBUYS.com.

14. Estimated Procurement Calendar:

New Applicants – Within a month of submitting complete applications

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

15. Required Forms Successful Bidders will be required to complete the following Commonwealth documents:

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

All successful bidders will be required to undergo a CORI (Criminal Offender Records Investigation) check before being permitted to work.

16. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

17. Additional Information - MCDHH-Specific Terms

a) The Bidder is responsible for any and all costs associated with the preparation of the RFR response.

b) All response submissions, regardless of whether a contract is ultimately awarded to a particular Bidder, become the property of the Massachusetts Commission for the Deaf and Hard of Hearing.

c) The Agency may, during response review or at any time prior to selection, cancel a Request for Response or reject any or all responses if the Agency determines that such action is in the best interest of the Commonwealth.

d) The Commission for the Deaf and Hard of Hearing and the Commonwealth of Massachusetts make no guarantee that any commodities or services will be purchased from any contract resulting from this RFR.

e) MCDHH reserves the right to renegotiate and adjust rates, performance terms, and/or performance measures at any time during the life of the statewide contract.

f) All materials developed by the winning Contractors under this contract such as hand-outs, outlines, mailing lists, workshop agenda, publicity notices, and other materials will remain the property of the Massachusetts Commission for the Deaf and Hard of Hearing.

g) The Massachusetts Commission for the Deaf and Hard of Hearing anticipates monitoring and evaluating the Contractor’s performance on an ongoing basis. Any contract resulting from this solicitation may be terminated at any time if the Contractor is unable to meet performance standards after given a reasonable opportunity to improve performance.

h) This Request for Response is developed in good faith based on needs known at the time of document preparation. Should additional information become available during the term of this contract suggesting the advisability of a different strategy and/or additional contract goals or performance benchmarks, MCDHH reserves the right to modify the contract accordingly, including adjusting the contract term, dates of performance, and/or contract maximum obligation.

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

Updated: August XX, 2021