RFR DME Reuse FY20 revised 5.docx

The Commonwealth of Massachusetts Executive Office of Health & Human Services Massachusetts Rehabilitation Commission

600 Washington Street, Boston, Massachusetts

Request for Response (RFR)

Document Title: DURABLE MEDICAL EQUIPMENT REUSE PARTNER

COMMBUYS Bid#: BD-20-1071-AO-02021-44619

Agency Document Number: MRC DME 9-2020

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

Responses to questions will be posted on COMMBUYS by: October 25, 2019

COMMBUYS Helpdesk #: 1-888-627-8283 (8am - 5pm ET Monday - Friday)

Amendment History

Changed to “Invoices must be submitted by the 15th of the following month”

Section 8.5 PROPOSAL SPECIFICATIONS/ Reporting “Describe the monthly and annual reports your organization will provide and how you will generate the required information.”

Changed to “Describe the quarterly and annual reports your organization will provide and how you will generate the required information.”

DESCRIPTION OR PURPOSE OF PROCUREMENT

The Assistive Technology (AT) Act requires that states carry out assistive technology device reutilization programs that provide for the exchange, repair, recycling, or other reutilization of assistive technology devices. This may include redistribution through sales of devices, long-term loans of devices, rentals, or donations.

Device reassignment activities are those in which the Statewide AT Program accepts devices from donors and stores them until they can be given or sold to new owners. Some repair, sanitization, and/or refurbishment of the devices are done as needed, and then the devices are offered for sale, loan, rental, or given away to consumers. The service is called device reutilization.

The Massachusetts Rehabilitation Commission (MRC) seeks to qualify a pool of providers to offer reutilization /recycling of used durable medical equipment, on behalf of MassMATCH, the Massachusetts Assistive Technology Act Program. For the purpose of this procurement Durable Medical Equipment (DME) refers to items such as wheelchairs, scooters, sling lifts and standers as well as other items. A specific list of accepted devices is included in Attachment B, however this list may be changed at the discretion of MRC. Two types of partnerships are being procured: reuse partners and drop-off sites.

ACQUISITION METHOD:

Outright purchase

Fee for service

License

Tax exempt lease purchase (TELP)

Lease purchase

Term lease

Rental

Other – Individual Consideration (goods and commodities)

SINGLE OR MULTIPLE CONTRACTORS:

Single Contractor

Multiple Contractors

Single or Multiple Contractors, at MRC’s discretion, in order to provide best value in achieving this solicitation’s objectives

Multiple awards will be granted. MRC anticipates awarding two contracts for Reuse Partners, and three for Drop-off sites. Additional partners may be added during the life of the procurement depending on the availability of funding.

SINGLE OR MULTIPLE DEPARTMENT PARTICIPATION:

Only Procuring Department May Contract Under RFR

ANTICIPATED DATES

Due Date for Submissions Contract Start Date November 18, 2019 January 1, 2020

ANTICIPATED EXPENDITURES, FUNDING OR COMPENSATION FOR EXPECTED DURATION:

Contract(s) will NOT have a Maximum Obligation Amount (Rate Contract) (Individual Support and Community Habilitation)

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal funds be used to fund this contract?

No

Not anticipated at this point in time but possible during the total RFR duration as additional Agency needs are identified

CONTRACT SPECIFICATIONS AND CONTRACTOR QUALIFICATIONS

The Massachusetts Rehabilitation Commission (MRC) seeks to qualify a pool of not for profit providers to offer reutilization of used durable medical equipment, such as power wheelchairs and scooters and other devices on behalf of MassMATCH, the Massachusetts Assistive Technology Act Program. The goal of this program is to develop the capacity for reutilization and reassignment of DME devices across Massachusetts. The coordination of the Reuse program is centralized, with administrative staff at MRC’s DME Coordinating Entity coordinating the reassignment of donated devices to new recipients, tracking the receipt and delivery of devices, and communicating with partner organizations about program operations and policies. Reassigned devices are given to recipients at no charge, however MRC may institute reasonable charges for pick up or delivery of devices.

This RFR establishes two types of partners: Reuse partners will work within their identified areas to pick up or receive donated DME, clean and make minor repairs as needed, deliver reassigned devices to recipients as directed by Reuse administrative staff. Drop-off sites provide locations where donated durable medical equipment may be dropped off by donors and stored until they can be picked up and delivered to a DME Reuse partner for refurbishment.

Project Coordination: All Contractor(s) will work under the direction of the Director of Independent Living and Assistive Technology or her designee. The Contractor(s) may be requested to attend occasional in-person meetings and the Project Coordinator or other project staff may conduct periodic site visits and program reviews of the provider’s operations.

Providers will be reimbursed through cost reimbursement contracts, based on invoices submitted monthly. Invoices must be submitted by the 15th of the following month. MRC funds may be used for direct and administrative costs for operating the reutilization program. Costs may include staff time, office equipment, costs associated with rental of space, the purchase of replacement parts, operation of a vehicle to pick up donations, etc. The proposal shall indicate the cost categories and amounts that the bidder is requesting to operate the program. MRC funds may be used to support one time cost items required for program start-up or expansion; the proposed budget narrative should identify these expenses as such.

The responsibilities and requirements of each partner type are described below. Organizations may be either a Reuse partner or a Drop-off site, but may not be both types of partner.

A. REUSE PARTNER

Contract Specifications

Reuse partners will work within their identified areas to pick up or receive donated DME, clean and make minor repairs as needed, deliver reassigned devices to recipients as directed by Reuse administrative staff. Reuse partners will follow the policies and procedures developed by the Reuse program and will collaborate with MRC and other partners in the continuing enhancement of the program. Each Reuse partner will identify a Site Coordinator, who will be responsible for communicating with Reuse administrative staff about donations, pickups, posting and delivery of devices as well as other administrative functions. Reuse partners must also maintain staff to pick up and deliver donated devices, and to clean and make repairs to donated DME as needed.

The Reuse program establishes criteria for the type and quality of the DME to be accepted by the program. Reuse partners who wish to accept and reassign other types of DME may do so, but should segregate those operations so that devices and operations funded under this RFR may be distinguished from those handled through other funding sources.

Responsibilities

· Identify staff to fill two roles – Site Coordinator and Cleaner/Driver.

· Maintain the capacity to pick up and deliver devices in the partner’s service area.

· Coordinate pick-ups and deliveries of donated DME under the direction of Reuse administration staff.

· Pick-up of donated DME within the partner’s service area.

· Allow donors to drop off donated DME at the Reuse partner location.

· Distribution and receipt of donor receipts and other documents to and from donors and Reuse administrative staff.

· Cleaning and sanitizing donated devices in accordance with program standards.

· Refurbishing donated devices as needed.

· Storage of the donated devices.

· Delivery of refurbished devices to recipients.

· Utilizing the REquipment online system to maintain information on the inventory of devices and reuse activities.

· Distributing MassMATCH information (brochures and fact sheets) to individuals donating items and/or obtaining items.

· Involving MassMATCH staff in the planning and review of outreach materials prior to publication and distribution.

· Conducting at least four outreach activities per year about the DME Reuse program in the provider’s service area.

· Collaborating with MRC and other partners in the identification and application for private grants or other revenue sources for the program.

· Office and storage space must be accessible.

· Ensuring the accessibility of all program materials or communications.

· Maintaining the capacity to communicate with donors or recipients in languages other than English.

· A commitment to working towards meeting national performance standards, as indicated by Reuse administrative staff.

· Maintaining Workers Compensation and liability insurance coverage of at least $1 m.

Performance measures

Reuse partners are expected to meet the following performance measures:

· Pick up donated items within 2 weeks of contact.

· Refurbish and reassign at least 85 items per year based on annual funding of $35,000; MRC may negotiate other levels of activity with providers depending on the availability of funding.

· Post all refurbished items on the REquipment website at www.DMEREquipment.org (or other website as directed by MRC or DME Reuse Coordinating entity) within 2 weeks of items becoming available.

· Collect and submit required quarterly data by the 21st of the month following the end of the calendar quarter.

· Utilize MassMATCH logo and give attribution as a partial funding source to MassMATCH on outreach materials related to this program.

Contractor Qualifications

Reuse partners are expected to have the following qualifications:

· At least five years’ experience serving individuals with different types of physical disabilities, varying ages, and from diverse cultures.

· At least three years’ experience repairing a range of DME including different types of wheelchairs and scooters.

· Demonstrated experience conducting effective outreach activities.

MRC will award contracts with Reuse partners based on availability of funds and ratings awarded by RFR review team as well as other factors such as geographic location. Anticipated awards for federal FY20 (1/1/20 - 9/30/20) are between $4,000 - $22,000 for each Reuse partner, dependent on the availability of funds and number of applications accepted. MRC anticipates contracting with two Reuse partners in FY20.

B. DROP-OFF SITE

Responsibilities

Drop-off site providers will be responsible for the following;

· Receipt and storage of donated DME.

· Distribution of donor receipts and other documents to donors and/or Reuse program staff.

· Distributing MassMATCH information (brochures and fact sheets) to individuals donating items.

· Utilizing MassMATCH logo and giving attribution as a partial funding source to MassMATCH on outreach materials related to this program.

· Office and storage space must be accessible.

· Ensuring the accessibility of all program materials or communications created by the drop-off site.

· Maintaining the capacity to communicate with donors or recipients in languages other than English.

Contractor Qualifications

· Experience serving individuals with different types of physical disabilities, varying ages, and from diverse cultures.

· Demonstrated experience conducting effective outreach activities.

The MassMATCH program will award Drop-off site contracts based on availability of funds and ratings awarded by RFR review team as well as other factors such as geographic location. The anticipated award for federal FY20 (1/1/20 - 9/30/20) is between $4,000 - $7,500 per partner, dependent on availability of funds and number and locations of bids accepted. Awards may be adjusted for providers beginning operations after the start of a fiscal year.

PROPOSAL SPECIFICATIONS

Responses must be submitted to COMMBUYS (https://www.commbuys.com/bso/) by November 18, 2019 at 4:00 pm.

The proposal must not exceed 10 pages double-spaced, with 1-inch margins and a 12 pt. font. Additional materials such as: resumes, the required attachments, organizational charts, and Supplier Diversity Office certification are excluded from the page limit, but limited to 10 pages.

The RFR proposal should follow the template order and headings provided below. This template references the order and content of the proposal specifications (described later in this section), which in turn correspond to the evaluation criteria described in the Proposal Evaluation (section 9).

DME Reuse Partner Outline Template

1. Experience

2. Staffing

3. Implementation Plan

4. Budget

5. Reporting

6. Equal Employment Opportunity Plan

7. Supplier Diversity Office (SDO) certification

Providers should write their proposals with the following headings, in the following order, addressing the following areas of consideration.

1. Experience: Briefly describe your organization’s history and structure. Please also describe the extent of involvement, direction and/or control of the organization by persons with disabilities, and what procedures are in place to support such involvement. Please also describe your organization’s resources and experience relevant to the RFR’s performance requirements; this would include but not limited to:

a. Description of similar projects and/or contracts;

b. Demonstrated experience repairing a range of DME including different types of wheelchairs and scooters.

c. Experience serving individuals with different types of physical disabilities, varying ages, and from diverse cultures.

d. Experience working with disability organizations and/or people with disabilities;

e. Demonstrated experience conducting effective outreach activities.

2. Staffing: Description of how the bidder will staff this project including staffing pattern, staff qualifications, supervisor qualifications and level of involvement. Include specific FTEs and provide job descriptions and resumes of any staff expected to work on the project. If your organization would need to hire staff, please indicate what experience and qualifications you will require, proposed job titles, and full-time equivalencies that would be dedicated to providing the service.

3. Implementation Plan: Provide an implementation plan for the proposed service that includes:

a. A description of the start-up process of the proposed service, including specific timeframes required to implement the delivery of the proposed service and deliverables, and any factors affecting program start-up time (such as hiring of new staff, setting up space, purchase of equipment, tools etc.).

b. How bidder would carry out the responsibilities noted in this RFR, including: staff scheduling, description of any inventory tracking tools; current or proposed relationships with suppliers of parts, tools or other resources;

c. How bidder would ensure the accessibility of all physical sites, program materials or communications.

4. Budget: Itemized budget and a budget narrative that explains/justifies each budget line item. DME Reuse partners should submit a budget for $35,000; Drop-off site applicants should submit a budget for $10,000. These figures are for comparison only; actual funding levels will depend on the availability of funding.

5. Reporting: Describe the quarterly and annual reports your organization will provide and how you will generate the required information. Please provide a sample of each report.

6. Equal Employment Opportunity Plan: The provider should provide an equal opportunity plan that details their efforts to employ people with disabilities and minorities.

7. Supplier Diversity Office (SDO) Certificate: The provider will submit proof of a SDO (Supplier Diversity Office) certificate, if applicable.

Drop-off site partners which are approved under this RFR, may in the future apply to become Reuse partners. To do so they must submit a letter indicating their desire to do so, description of experience with DME reuse and a proposed $35,000 budget, along with any new forms adopted by the Commonwealth after the partner’s initial RFR submission.

RESPONSE EVALUATION

Submitted RFR responses will be evaluated by a review team with experience in DME Reuse and related services to individuals with disabilities. The RFR evaluation team will utilize the evaluation criteria and scoring process described below. Responses will be reviewed and awarded based on the scoring process and criteria described in this RFR. The minimum score to be considered for award per reviewer is 55.

Proof of Plan = 1 point

Proof of Certificate = 1 point

Total Potential Score

For criteria 1-5, a five-point scale will be used, and is defined as:

For criteria 6 (Equal Employment Opportunity Plan for People with Disabilities), proposals can receive a score of 1 (with proof of an Equal Opportunity Plan) or a score of 0 (if no proof of an Equal Opportunity Plan). For criteria 7 (Supplier Diversity Office Certificate), proposals can receive a score of 1 (with proof of a Supplier Diversity Office Certificate), or a score of 0 (if no proof of a Supplier Diversity Office Certificate).

CULTURAL COMPETENCE

MRC is committed to awarding contracts to providers that demonstrate cultural competency. Programs shall ensure equal access to services. The following strategies are recommended:

Agency Commitment: Agency Board of Directors and administrators make a commitment to creating an environment that clearly supports services for cultural and linguistic minority populations through the mission and goals of the agency.

Consumer Services: Program policies include language that contributes to enhancing equal access to services for all individuals residing in the Commonwealth. Program design, content, and materials are culturally and linguistically appropriate. Planning, implementation, and evaluation efforts include members of the target population. Where possible, prevention, treatment, and rehabilitation strategies are participatory in nature in order to provide opportunities for skill building and to facilitate self-empowerment. All consumers receive information on accessing health and human services including education on potential barriers and assistance in overcoming them. The program location and outreach activities are in settings that are most effective in reaching the target population.

Staff: All staff and volunteers, especially those who have direct contact with consumers, reflect the diversity of the culture and language of the community/target population. Services to non-English speaking clients are provided by bilingual/bicultural staff. Policies on recruitment, screening, and interviewing encourage hiring of individuals whose cultural and linguistic backgrounds are appropriate. If the program does not have bilingual/bicultural staff, there is extensive training to ensure sensitive and appropriate prevention, treatment, and rehabilitation services.

AUDIT

During the term of this Agreement and for a period of six years thereafter, the Massachusetts Rehabilitation Commission, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Contractor's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Contractor has materially overcharged the Massachusetts Rehabilitation Commission, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

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 M/WBEs and SDVOBEs, because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

In support of both Executive Orders, the state tracks SDP spending through POS contracts. As a result, providers that are issued a contract from this procurement will be required to submit a “Supplier Diversity Program (SDP) Plan Form for Purchase of Service (POS)” on a yearly basis with their Uniform Financial Report (UFR) through the Operational Services Division (OSD) eFiling site. Providers that file a UFR exemption request are required to submit the SDP Plan Form for POS with their exemption request. The plan will be evaluated yearly by the Commonwealth Department with the most Purchase of Service funding to a provider during the previous fiscal year. This Department is commonly referred to as the Principal Purchasing Agency (PPA).

Bidders are to submit a copy of their most recently submitted “SDP Plan Form for POS” with their proposal to signify to the Procurement Management Team that a form has been submitted. Bidders that do not currently hold POS contracts with Commonwealth Departments are required to complete the Form and include it with their proposal. The “SDP Plan for POS” can be found in the File Attachments Section of the respective Bid Solicitation on www.COMMBUYS.com

Resources available to assist providers in identifying SDP Certified Partners include:

DEBRIEFINGS AND APPEALS

Debriefing Any Bidder that has filed an Eligible Response, but that is not selected may request a debriefing to understand the basis for the decision, and review all materials relevant to the review and the qualification and selection process. The request must be in writing and received within 14 calendar days of notification of such being sent to the Bidder. A Bidder aggrieved by the decision must participate in a debriefing as a prerequisite to filing a request for an administrative appeal. All requests for a debriefing must be sent by certified mail and addressed to:

If a debriefing is properly requested, one will be scheduled within 14 calendar days of the date the request was received. If necessary, a brief extension shall be allowed by mutual agreement of the Bidder and MRC. At the debriefing, a Bidder shall be allowed to review public records directly related to the selection decision.

Administrative Appeals A Bidder that is not selected and who attends a debriefing may appeal the decision to the Deputy Commissioner of MRC. Requests for appeal must be sent by certified mail and addressed to:

The appeal must be filed within 14 calendar days of the debriefing meeting. The appeal must be in writing specifying the basis for the appeal and it must be based on one or more of the following grounds:

a. The procurement failed to comply with applicable regulations and guidelines. These are limited to the requirements of 801 CMR 21.00 or any successor regulations, the policies in the Operational Services Division (OSD) Procurement Information Center, subsequent policies and procedures issued by OSD and the specifications of the RFR; or

b. There was a fundamental unfairness in the procurement process.

The burden of proof rests with the Bidder to provide sufficient and specific evidence in support of its claim.

Requests for an appeal must specify in sufficient detail the basis for the appeal. Sufficient detail requires the identification of an applicable regulation or guideline that was not complied with or the specific facts that demonstrate that the procurement was unfair. MRC reserves the right to reject appeal requests based on grounds other than those stated above, or those submitted without sufficient detail on the basis for the appeal.

Administrative appeals are not subject to the formal procedures specified in M.G.L. c. 30A, §§ 10 & 11.

A pending appeal will not prohibit MRC from proceeding with the selected Bidder, awarding a contract or making referrals to the selected Bidder.

Acceptance/Denial of the Appeal Within 21 calendar days of the receipt of request for an appeal, MRC will schedule a hearing date or notify the Bidder that the appeal has been deemed without merit and that it will not be heard. The Bidder and the MRC may mutually agree to extend the date for the hearing. The Commissioner’s decision on the appeal will be put in writing and sent to the Bidder within 60 calendar days of the date of the hearing on the Bidder’s appeal.

Appeals to the Operational Services Division Non-successful Bidders who participate in the appeal process described in this Section and remain aggrieved by the decision of the Agency may appeal the decision to the Operational Services Division (OSD). The basis for an appeal to OSD is limited to the following grounds:

a. The competitive procurement conducted by MRC failed to comply with applicable regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 or any successor regulations, the policies in the OSD Procurement Information Center, subsequent policies and procedures issued by OSD and the specifications of the RFR; or

b. There was a fundamental unfairness in the procurement process. The allegation of unfairness or bias is one that is easier to allege than prove; consequently, the burden of proof rests with the Bidder to provide sufficient and specific evidence in support of its claim. OSD will presume that MRC conducted a fair procurement absent documentation to the contrary.

Requests for an appeal must be sent to OSD to the attention of the State Purchasing Agent at Room 1017, One Ashburton Place, Boston, MA 02108 and be received within 14 calendar days of the postmark of the notice of the Agency’s decision on the appeal. Appeal requests must specify in sufficient detail the basis for the appeal. Sufficient detail requires a description of the published policy or procedure which was applied and forms the basis for the appeal and presentation of all information that supports the claim under paragraphs a or b above. OSD reserves the right to reject appeal requests based on grounds other than those stated above or those submitted without sufficient detail on the basis for the appeal.

The decision of the State Purchasing Agent shall be rendered, in writing, setting forth the grounds for the decision within 60 calendar days of receipt of the appeal request. Pending appeals to the State Purchasing Agent shall not prohibit MRC from proceeding with executing contracts.

ADDITIONAL INFORMATION

a. The Bidder(s) 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 MRC.

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 MRC and the Commonwealth of Massachusetts make no guarantee that any commodities or services will be purchased from any contract resulting from this RFR.

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

f. All materials developed by the selected Contractor(s) under this contract will remain the property of MRC.

g. All bidders must comply with CORI (Criminal Offender Records Information) requirements identified with any contract awarded as a result of this procurement.

h. 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.

i. 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, MRC reserves the right to modify the contract accordingly, including adjusting the contract term, dates of performance, and/or contract rate structure or contract maximum obligation.

j. A Bidder unable to offer the exact commodity or service described in this RFR but believing a comparable one can be provided, is encouraged to respond and should fully explain why the substitute commodity or service meets the specifications set forth in this RFR.

k. The qualified provider must maintain an e-mail account capable of handling e-mails and attachments of appropriate size and of accessible formatting type.

l. Bidders are prohibited from communicating directly with any employee of MRC regarding this RFR, except as specified in this RFR; and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the Contact Person(s) for this RFR if this RFR is incomplete or the Bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

SUBMISSION COMPONENTS AND ATTACHMENTS

COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.COMMBUYS.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Additionally, bidders are responsible for posting their response (called “quote”) on the system. Bidders should review the “COMMBUYS Market Center” and “COMMBUYS Registration” sections in Appendix 2 of the Appendix document for an overview of electronic submission. Additional detail is provided in the “Instructions for Vendors Responding to Bids Electronically through COMMBUYS” section, found in Appendix 5.

COMMBUYS Registration. Bidders may elect to obtain a free COMMBUYS Seller registration which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account. If a Bidder requires assistance with the registration process, they may contact the COMMBUYS Help desk by email at COMMBUYS@state.ma.us or by phone at 1-888-627-8283.

Quote Submission Method. Online Quote Submission via COMMBUYS is required. All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

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 of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, 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.

The electronic response must include the following:

· RFR Cover Page

· Itemized Budget & Budget Narrative

· Original written proposal

· Resumes of key staff and job descriptions for positions to be filled

· Business Reference Form

· CORI Assurance letter

· Supplier Diversity Office (SDO) Certification (if applicable)

· Supplier Diversity Program (SDP) Form for POS or Supplier Diversity Program (SDP) Plan Form #1

· Copy of company liability insurance

· Prompt Payment Discount Form

· Environmentally Preferable Products / Practices Form

· Massachusetts Department of Revenue Certificate of Good Standing (https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Welcome.aspx )

· Financial Pre-Qualification requirements, as listed below in “Additional Requirements for Financial Pre-Qualification” section

The proposal must not exceed 10 pages double-spaced, with 1 inch margins, 12 pt. font, and must include page numbers. Additional materials such as: staff resumes, program brochures, organizational charts, support letters and Supplier Diversity Office certifications are excluded from the page limit.

Whenever possible, the forms listed above should be submitted as Microsoft Word or pdf documents.

Contact Help Desk with submission difficulties COMMBUYS@state.ma.us or 888-627-8283.

Additional Requirements for Financial Pre-Qualification Provider Organizations delivering services regulated by 808 CMR 1.00 must follow the pre-qualification procedures described in this regulation. Additional information is accessible through the links below:

As a prerequisite for an organization entering into a contract with MRC, a bidder must demonstrate that it meets minimum administrative and fiscal standards, or is “pre-qualified.” Pre-qualification is the process the Commonwealth uses to be assured it has minimized possible risks to consumers being served through purchased programs. Bidders who are already pre-qualified by the Commission or any other Executive Office of Health and Human Services (EOHHS) agency do not need to submit pre-qualification materials as part of the RFR process as long as they are fulfilling submission requirements for the current re-qualification process. That information will automatically be requested of the provider during the annual re-qualification process for current providers.

Bidders who are not pre-qualified must submit a completed package as part of the RFR response.

Pre-qualification requires the additional following documents:

Corporations/Organizations:

· Articles of Organization

· Resumes of Principals (i.e., Chief Executive, Financial and Clinical Program Offices)

· Board of Directors Information

· Current Financial Statements including notes prepared by an independent auditor

· Copy of Current Public Charities Annual Filing for non-profit organizations http://www.charities.ago.state.ma.us/

· Contractor Qualification Form

All required forms and related instructions can be found in the “File Attachments” section of the bid on COMMBUYS.

Ink Signatures Original ink signatures are required only after contracts have been awarded. The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms:

· Standard Contract Form

· Commonwealth Terms and Conditions for Human and Social Services

· Contractor Authorized Signatory Listing

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form)

· Electronic Funds Transfer Sign Up Form

Successful 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 within seven (7) calendar days of award notification or their contract may not be executed by the Commonwealth. Bidders who have previous contract(s) with the Commonwealth and have up-to-date, ink-signature versions of the Commonwealth Terms and Conditions and Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) on file with the Office of the State Comptroller may submit copies of the signed forms. However, a new Standard Contract Form and Contractor Authorized Signatory Listing with original ink signatures must be submitted for each new contract with the Commonwealth.

Upon selection, bidders will receive a Standard Contract packet for signature. No services should be rendered until the bidder is notified that the contract process is complete.

ADDITIONAL SPECIFICATIONS

This RFR includes additional specifications, as described in the Appendix document. The document includes the sections below:

ATTACHMENT 1

COVER PAGE / RFR RESPONSE SHEET

Durable Medical Equipment Reuse Partner

RFR MRC DME 9-2020

Type or Print

Organization Name:

Address:

City/State/Zip:

Telephone:

Federal Tax ID #:

DUNS #:

Primary Contact Person:

Primary Contact Person Job Title:

Primary Contact Phone:

Primary Contact E-mail:

Organization CEO/President Name:

Organization CEO/President E-mail:

Organization CEO/President Phone:

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ATTACHMENT 2

MRC DME Reuse – approved items for donation

8/1/2019

MRC’s Durable Medical Equipment (DME) Reuse Program accepts the following categories of equipment for refurbishment and reassignment.

DME Categories accepted by the Reuse program:

· Adapted Strollers

· Bath Benches

· Shower Chairs

· Tub seats

· Bed accessories such as railings

· Gait trainers

· Standers

· Sling Lifts (mechanical or electric)

· Portable ramps

· Rollator walkers

· Scooters

· Knee Scooters

· Wheelchair Accessories

· Wheelchairs (Power & Manual)

DME Categories NOT accepted by the DME Reuse Program:

· Assistive technology: AAC devices, adapted computers, vision and voice aids

· Commodes

· Crutches and canes

· Grab bars

· Hospital Beds

· Medical supplies

· Respiratory devices such as CPAP, bipap, nebulizers image1.jpeg