RFR Hogan Music Therapy Programming.pdf

THE COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF DEVELOPMENTAL SERVICES

NORTHEAST REGION

Address: 450 Maple St, Hathorne, MA 01937

Contact Name: Amanda Maniaci, Business Manager

Telephone #: 978-774-5000

Fax #:

Email: Amanda.D.Maniaci@mass.gov

Request for Response (RFR)

Document Title: Hogan Regional Center Music Therapy Services and Training - Onsite Programming

COMMBUYS BID Number: BD-24-1023-DMR30-DMRR3-101576

RFR Document Number: HRC_MUS_002

4/1/2024 https://www.commbuys.com/bso/bid/bidSummary.sdo?docId=BD-24-1023-DMR30-DMRR3-101576&mode=initial

1.1 Procurement Scope and Description:

The State of Massachusetts, through this Request for Response (RFR), seeks proposals from qualified and experienced vendors to provide ongoing music therapy services for our clients and individuals with developmental disabilities. Additional services will include staff consultation, programming, and resource development, as well as training for music therapists onsite at Hogan Regional Center. The selected vendor will be responsible for delivering onsite, high-quality therapeutic services, aligning with the goals of client ‘Individual Service Plans’ when appropriate, and to support the participating residents and staff at the center.

1.2 Background Information:

This Request for Response incorporates all relevant provisions of 801 CMR 21.00 Procurement of Commodities and Services, the Standard Contract Form and Instructions, the Commonwealth Terms and Conditions and the Operational Services Division’s Required Specifications.

1.3 Applicable Procurement Law

Check Appropriat e Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801

CMR 21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, §

52; 801 CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, §

22; and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17;

815 CMR 2.00

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

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

http://www.commbuys.com/

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

Check One (“X”):

Single Contractor

Multiple Contractors

1.5 Calendar Rule Type:

Check One (“X”): Type

Standard Procurement will not be reopened after the Bid Opening

Date (Response deadline date)

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

Rolling Bidders may submit unsolicited proposals during the entire contract period.

1.6 Acquisition Method: Check one

Check One (“X”): Category

Cost Reimbursement

X Unit Rate

Other Negotiated or Accommodation Rate

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

Check One (“X”):

Eligible Entities

Limited User Contract – Restricted to Use by Issuing Entity Only.

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:

• Identify additional Eligible Entities by name or type.

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

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: 3 Year Fixed Contract with option to extend annually for 2 additional years

Final End Date of this Contract: June 30, 2029

1.9 Anticipated Expenditures, Funding Or Compensation For Expected Duration

Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $ 470,000

Check One (“X”):

X Contract will have a Maximum Obligation

Rate Contract: Contract will NOT have a Maximum Obligation Amount

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

No

Yes* To What extent?

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

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

2.0 Specifications

Goals:

• Enhancing residents’ sklls and quality of life

• Proving staff training and support

• Proving program development

• Collaboratively define measurable metrics and outcomes

Scope of Services: The scope of services includes, but is not limited to, the following:

• On-site Music Therapy Services for residents and staff, including staff consultation and documentation o With reference, when appropriate, to client Individual Service Plans

• 9-11 hours per week onsite music therapy services for Residents and Staff

• 4-9 hours per week program development

• Program and Resource Development to enhance music therapy programs

• Participation in PABC Training for music therapists, as offered through the Department of

Developmental Services

3.0 Performance Requirements and Contract Monitoring

Performance Measures will be developed in negotiations between the awarded Bidder and Hogan Regional Center staff. Hogan Regional Center staff will monitor and evaluate the Awardee’s status in meeting negotiated performance measures on an ongoing basis. Performance Measures are subject to change during the life of this award.

The following four (4) performance measures will be required as of January 1, 2021:

• 100% compliance with Title XIX regulation for those medical benchmarks related to this contract,

• On an annual basis the awarded Bidder will meet the third-party reimbursement and other financial offset target amount negotiated with the Department as a means to reduce and/or maintain the DDS costs incurred to provide these services,

• Organize and implement agreed upon staff support and trainings,

• Provide quarterly update reports based on the awarded Bidder’s Quality Assurance program.

4.0 Contract Invoicing

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

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

5.0 Estimated Procurement Calendar

EVENT DATE

RFR Release Date 4/1/2024

Deadline for Questions and Answers

Questions must be submitted via email to DDS Procurement email no later than the date and time indicated in the Procurement Calendar. All Questions with answers will be posted on

COMMBUYS

5/15/2024

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

5/31/2024

Deadline for Forms that require Ink Signatures.

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

5/31/2024

Anticipated Vendor Award Date 6/7/2024

Anticipated Contract Start Date 7/1/2024

6.0 Required Forms: Submit with Response

1. RFR Cover Sheet

2. Response Document

3. Organizational Chart for Contracting Entity

4. SDP (Supplier Diversity Program) Plan Form *see section 11.0

5. Prompt Pay Discount

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

https://massfinance.state.ma.us/VendorWeb/eftRegisterfrm.asp

Additional Documentation Requirements for New Providers

Providers who have not done business with EOHHS agencies must submit the following signed forms to

• Commonwealth Terms and Conditions for Health and Human Services

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

• Authorization for Electronic Funds Payment

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

7.0 Evaluation Criteria and Questions

Question 1: Agency Mission and Service Principles Please explain how you intend to integrate your organization’s mission and service principles into service delivery and how these principles relate to your organization’s philosophy and values.

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

0—Not acceptable 1 to 3—Minimally acceptable; principles present but weak integration or implementation 4 to 6—Fair—some strengths and weaknesses 7 to 8—Good 9 to 10—Excellent; principles are well integrated into philosophy. Past history and proposed implementation strong

Question 2: Program Experience Please describe your experience in providing music therapy services to persons with needs similar to the individuals that you anticipate serving in this program. Please be as specific as possible and include program evaluation summaries and other relevant documentation that demonstrates the success of such service.

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

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

Question 3: Service Description Describe what services you will provide and how you will provide them to the individuals in this program.

Particular attention must be paid to a description of the medical supports you will provide. Please include a detailed description of each of the service elements and the activities your staff will perform to meet the needs of the individuals served, as well as a description of the overall service design. Include any changes to the design you envision over the life of the contract.

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

0—Not acceptable 1 to 3 points—Minimally acceptable; service design and medical supports lack comprehensiveness;

components could be better defined

4 to 8 points—Fair 9 to 15 points—Good 16 to 20 points—Excellent; addresses need through strong, comprehensive and integrated supports; bidder has indicated a thorough understanding of service delivery issues and the likely future evolution of the service system

Question 4: Quality Assurance Systems Please describe your organization’s system for Quality Assurance.

Assess the quality and comprehensiveness of the bidder’s proposed QA system.

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

Question 5: Budget Adequacy

Is the overall proposed budget, including both personnel and non-personnel items, sufficient to fund the services identified? Will the bidder be able to deliver the identified services within the proposed budget?

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

8.0 Instructions for Submission of Responses

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

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

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

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

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

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

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

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

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

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

9.0 COMMBUYS Support

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

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

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

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

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

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

10.0 Other Requirements Pertaining to this RFR:

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

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

http://www.mass.gov/osd/commbuys mailto:COMMBUYS@state.ma.us mailto:DDS.NationalBackgroundUnit@MassMail.State.MA.US

Virtual Gateway Business Services: The Executive Office of Health and Human Services (EOHHS) operates a number of online business services through the Virtual Gateway. These include but are not limited to, Provider Data Management (PDM), Common Intake (IE&R), Enterprise Invoice / Service Management (EIM/ESM), Home and Community Service Information System (HCSIS), Senior Information Management System (SIMS) Service and Transition Planning System (STARS)

These services permit users to access a variety of EOHHS programs and services. Virtual Gateway business Public Records: All information, documents, and attachments submitted as a response to this RFR are considered a public document 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.

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

Supplier Diversity Program (SDP): *See Section 11.0. The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September, 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division.

Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran- Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

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

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

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

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

http://www.mass.gov/courts/docs/lawlib/eo500-599/eo546.pdf

11.0 SDP Plan Mandatory Bid Form

Supplier Diversity Program (SDP) Plan - Declaration of SDP Partner(s) SDP Plan Form #2

Contract/RFR Document Number: NEHCS - 21

Instructions: Completing all parts of this form is mandatory. Please read all sections of the Bid related to the SDP. Complete one form and submit within a period of up to 30 days (or as stated in RFR) of Contract Execution. See SDP Resources information below to assist in partnering with certified businesses.

Important: Prime bidders that are certified as an M/WBE, M/WNPO, VBE, SDVOBE, DOBE or LGBTBE must also submit an SDP Plan Form and may not list themselves or their affiliates as SDP Partners.

Supplier Diversity Program (SDP) Resources:

• Lists of M/WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs and LGBTBEs certified or verified by the Supplier Diversity Office (SDO) are located at www.mass.gov/sdo.

• Resources to assist Prime Bidders in finding potential Certified Partners can be found at www.mass.gov/sdp.

Part I Contractor Information and Annual Financial Commitment (Required)

Business Name: Click here to enter text.

Contact Name: Click here to enter text.

Phone #: Click here to enter phone number.

Email address: Click here to enter email address.

Provide a specific final percentage of Bidder/Contractor sales derived from this contract to be spent with all certified SDP Partners on a Massachusetts fiscal year (July 1-June 30) basis.

Final Annual SDP Percentage Committed for Life of Contract:

Click here to enter percentage.%

Part II Contractor’s SDP Partners (Required) (Fill in Applicable Lines; Insert Additional Rows as Needed)

Planned SDP Partner Company Name

Check Planned SDP Partner’s Certification(s)

Certifying Organization

Functions to be Performed by the Partner (optional unless otherwise stated in the RFR)

Click here to enter text. Choose an item. Choose an item. Click here to enter text.

Click here to enter text. Choose an item. Choose an item. Click here to enter text.

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Alternative to Contractor Providing List of SDP Partners:

☐ If specifically authorized in the Request for Response (RFR) to utilize this option, by checking this box, the

Contractor acknowledges that they do not yet have any SDP Partners but will meet the percentage commitment in Part I (above) and all other contract requirements and will work with the SDO to identify and establish business relationships with SDO Partners.

Part III Under the pains and penalties of perjury I certify that the information provided on this form is accurate. (Required)

Name: Click here to enter text.

Title: Click here to enter text.

Signature:

(May be left blank if submitted electronically)

Date: Click here to enter a date.

http://www.mass.gov/sdo http://www.mass.gov/sdp