RFR_RECSHIP_25_6.10.25.docx

THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of Health and Human Services MassAbility

40 Broad Street, 9th Fl, Boston, Massachusetts, 02109

Request for Response (RFR)

Recreation Services for Individuals with Brain Injury

COMMBUYS Bid #: BD-25-1071-AO-02021-117815

Agency Doc #: RECSHIP-25

RELEASE DATE: 06/10/2025

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 OSD Helpdesk at osdhelpdesk@mass.gov or the OSD Helpdesk line 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.

CONTACT INFORMATION

PROCUREMENT INFORMATION

IMPORTANT DATES & INFORMATION

Location: Zoom Meeting Link: https://mass-gov-massability.zoom.us/j/92167910584

Meeting ID:921 6791 0584

One tap mobile

+13092053325,,92167910584# US

+13126266799,,92167910584# US (Chicago)

Questions & Answers (Bidder Submissions):

Date & Time: Friday, June 20, 2025, by 4PM Questions must be posted on COMMBUYS.

Question & Answers (MassAbility Responses):

Date & Time: Friday, June 27, 2025, by 4PM Responses to questions received via COMMBUYS will be posted on COMMBUYS.

Response Submission:

The vendor should register & submit electronic proposals only to COMMBUYS.

Estimated Time Frame: 11 Business Days

I. Procurement and Contract Structure This Request for Response (RFR) incorporates all relevant provisions of 801 CMR 21.00 Procurement of Commodities or 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), and any amendments and/or additions to these documents during the life of this BID.

All Bidders determined qualified must sign a standard contract form and will be placed on a Master Agreement. Proposals will be reviewed and scored by a Proposal Review Team composed of MassAbility staff. This is a rolling enrollment RFR, as such bidders may continue to submit proposals up to six (6) months prior to the end of the procurement period.

Receiving a Master Agreement contract does not guarantee a Provider a specific level of funding or referrals awarded. Funding encumbrance will be managed by MassAbility through a Statement of Work, and any amendments agreed by both parties thereafter. Awarded Bidders must receive written authorization from MassAbility prior to delivering services under this RFR.

II. Applicable Procurement Law

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

☐ SINGLE CONTRACTOR

☒ MULTIPLE CONTRACTORS

MassAbility, in its sole discretion, will determine the number of contracts awarded in the best interests of the Commonwealth.

IV. Calendar Rule Type

V. Acquisition Method

☒ COST REIMBURSEMENT

☐ UNIT RATE (CH 257)

☐ UNIT RATE (NON-NEGOTIABLE)

☒ UNIT RATE (NEGOTIABLE, Fee-for-Service)

☐ ALL-INCLUSIVE RATE (PROJECT-BASED)

☐ Other: Specify Here

VI. Entities Eligible to Use the Resulting Contract

☒ 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 only by the issuing Purchasing Department

· 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.

VII. Expected Duration of Contract:

CONTRACT DURATION

VIII. Anticipated Expenditures, Funding or Compensation Estimated Total Value of Procurement: Up to $700,000.00 annually.

All services procured under this RFR are subject to the annual appropriation by the Massachusetts Legislature. Should funding levels be adjusted significantly, MassAbility will amend this RFR and post a notification on COMMBUYS. MassAbility may seek provider re-affirmation of willingness to continue under modified program requirements, when applicable.

At any time during the duration of the contract, MassAbility may conduct reviews of services and may consider taking corrective action, up to and including suspension or termination of all or part of the services covered under the Contract. Reasons for taking corrective action and/or terminating a contract include: the Provider has not satisfactorily achieved performance goals; the Provider is unable to meet applicable licensing or certification standards; or other issues or circumstances that result in a determination by MassAbility that a significant change in services is no longer in the best interests of the individuals served or MassAbility. 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. Where a Corrective Action Plan is implemented, MassAbility reserves the right to determine the terms of the Plan including timelines. MassAbility reserves the right to make contract awards for a shorter duration when it is in the best interest of individuals, MassAbility, or the Commonwealth.

CHECK ONE (“X”)

☐ Rate Contract: Contract will NOT have a Maximum Obligation Amount

☒ Contract will have a Maximum Obligation

☒ No

Any funds designated in each annual budget, including within individual contracts awarded, that are unspent in its applicable fiscal year will not be available for expenditure in the subsequent fiscal year.

Table of Contents

Procurement Introduction 1.0 Procurement Scope and Description MassAbility, via its Statewide Head Injury Program (SHIP), seeks to provide a broad range of social and recreational activities and services to people who have sustained an acquired brain injury. The goals of these services and activities are to increase individual participation within their local community, develop social connections, reduce social isolation, and strengthen leisure options and social skills. This procurement provides an opportunity for providers to support individuals with acquired brain injury to identify leisure interests, enhance their independence and enrich the quality of their lives. It is often by participating in the services procured through this RFR that individuals impacted by brain injury begin to learn about and access the other brain injury-related supports and services, for themselves and/or their family members.

Procurement Purpose and Background Together with partners, allies and stakeholders, MassAbility works to expand what is possible in the lives of people with disabilities. We collaborate, problem-solve, innovate, and bring about a better Massachusetts for everyone – one that is truly equitable, accessible, and inclusive.

MassAbility provides services that break down barriers and empower people with disabilities to live life on their own terms. We are innovators, change agents, and community builders who put the people we serve at the heart of everything we do. Our programs focus on training and employment, community living, and disability determination for federal benefit programs – interconnected services that are essential to the Commonwealth.

MassAbility employs approximately 800 individuals who serve over 128,000 people with disabilities across Massachusetts, providing services and support that include vocational counseling, training and employment support, job placement, benefits counseling, independent living support, assistive technology, community-based case management and life skills training, brain injury services, home care assistance, and disability determinations. MassAbility services are provided through three primary divisions: (1) Career Services; (2) Home & Community Life; and (3) Disability Determination Services. Funding to support MassAbility services is provided from multiple sources including federal funds, state funds, and grant awards. Additionally, MassAbility has multiple employers, vendors, and provider partners from across the Commonwealth.

MassAbility’s Statewide Head Injury Program (SHIP), part of the Home & Community Life Division, is a publicly funded program within the Commonwealth of Massachusetts established to identify, cultivate and develop resources and services for Massachusetts residents who have sustained brain injury. SHIP is a completely state-funded program whose budget is determined annually by the Massachusetts legislature. SHIP has a forty-year history of providing social and recreational services to individuals with brain injury. Past programming has provided individuals with brain injury opportunities to participate in community activities, identify leisure interests, develop social connections, and improve the quality of their lives. Many individuals have also had opportunities to improve their planning skills, decision-making skills, and leadership skills by working with service providers designing and planning many of the events that have been offered. In FY 24, over 500 people were served through the various social and recreation programs offered throughout the Commonwealth.

Despite a significant positive impact, there continues to be service gaps in Recreation Services programming across the Commonwealth. These gaps include a lack of sufficient services in specific geographic areas of the state, in areas where transportation to and from events is very challenging and in communities and areas that represent more culturally diverse populations and historically underserved communities.

Description of Goals and Objectives The goal of SHIP’s Recreational Services program is to decrease the social isolation of individuals with brain injury across Massachusetts by providing opportunities to make meaningful connections; learn new leisure-related skills; improve social, communication, and/or cognitive skills; and, in many cases, introduce individuals and their family members and friends to a network of other supports and services offered to people with brain injuries. To achieve this goal MassAbility will qualify several providers who are able to provide a variety of recreational programs throughout Massachusetts. The role of the service provider is to offer high-interest recreational services, delivered with the accessibility and success of the participants with brain injury at the forefront. Additionally, providers will be required to identify potentially underserved and under-supported community members and provide recreation program promotion and outreach to these groups to expand recreation services access and participation within their respective regions.

Individuals who have sustained brain injuries may experience a wide variety of challenges including physical, medical, cognitive, interpersonal, sensory and/or behavioral difficulty. Social isolation is frequently cited as a major challenge for people living with brain injury. This isolation alone is detrimental, which can also impact and complicate other challenges and life areas negatively. Those who were injured when they were young, for example, may have remained dependent on their families for years, which becomes increasingly problematic as they both age. Individuals who were injured as adults may struggle with a new and intense adjustment to their disability, including reshaping their roles in work, family, relationships, and community.

The recreation services programs promote community integration, social relationship development, and social skill development. Recreation services promote access and exposure to new leisure activities and broaden individual ideas related to leisure interests, productive activity options, adaptive recreation possibilities, community access practice, etc. Recreation services provide an opportunity, regionally and community-based, to reach out and connect to individuals with brain injury with whom MassAbility and SHIP may not yet have a relationship. Recreation services may be the only service that an individual receives from MassAbility, and/or it can be a starting point for learning more about additional support and services available to them and individuals who support them.

MassAbility is seeking bidders statewide and encourages all responses from community organizations and sole proprietors. Bidders experienced in working with people from diverse cultural and linguistic backgrounds are strongly encouraged to apply. MassAbility is also very interested in bidders who are able to provide recreation services in specific geographic areas where pockets of the brain injury community have been underserved. These regions include the city of Boston, Haverhill-Lawrence-Methuen, Framingham-Natick, Gardner-Leominster-Fitchburg, and the Northampton-Greenfield areas.

Description of Individuals to be Served Providers will serve adults, 18 years of age or older who are no longer enrolled in a high school program, who have sustained brain injuries, and who are interested in participating in social and recreational activities. Some individuals may have mobility or medical needs, or they may require personal care assistance for eating or toileting. A personal care assistant or other support person may be required to accompany those individuals participating in recreation program services, as the recreational services programs are not required to provide personal care.

1. Scope of Services MassAbility seeks to qualify community organizations and sole proprietors to provide recreation services to individuals with brain injury. Providers have in the past offered a wide array of offerings, including but not limited to: adaptive sports events such as biking, boating, and skiing; arts & crafts and other creative groups and/or classes; bowling; dining at restaurants; attendance at sports events, theater events, and concerts; going to the movies; going to regional fairs such as the Big E; pizza parties, game and movie nights; book clubs; exercise, gym classes; attending or creating cultural celebrations or events; group health and wellness activities; going on fishing trips; horseback riding; making ceramics; hosting holiday events, such as Halloween costume party, and other holiday events and /or dinners; karaoke events; and dances. . During and since the COVID-19 pandemic some providers have offered virtual recreation activities including meditation and speakers’ groups, virtual tours of museums, book clubs, gaming activities and the like. These activities have allowed individuals from across the state to develop appropriate social connections online and have eliminated transportation logistics for such events.

MassAbility encourages bidders to present creative, innovative ideas that will increase opportunities for individuals with brain injuries to participate in recreational services in their own communities. These recreation services can broaden the scope of what recreation and leisure encompasses and includes. The successful implementation of the recreational service will result in decreased isolation among participants, increased awareness of additional community-based services available to people with brain injuries, and observed and/or reported improvements in social, recreation, and leisure-related confidence and skills.

More broadly, a provider’s successful implementation of the program will result in new members joining and participating in each of the established recreation services programs, and new programs will begin and remain active in several high-need gap areas, as noted above.

In its response, all bidders must provide annualized proposals for specific recreation services, along with associated costs and budget information. Acceptable responses to this RFR will qualify a bidder as a provider of SHIP (Statewide Head Injury Program) recreation services. MassAbility will only award contracts to providers who have been qualified through this RFR. Selection as a qualified provider does not guarantee the qualified provider an awarded contract. Qualified providers awarded a contract will be required to submit service proposals with costs and budget information for the following fiscal year no later than 60 days prior to the start of every fiscal year thereafter. Funding of annual proposals is not guaranteed and is subject to the availability of resources. Because financial contribution from program participants is expected for at least some program events, bidders should include identified services and its proposed costs in its response. While this amount can be nominal, these contributions can help support the notion of overall shared responsibility in the events offered.

Annual proposals may include activities that occur over the course of the entire fiscal year, or they may occur on a less regular basis. For example, a bidder may propose weekly events, varied locations and focus, provided throughout the entire year, offering a monthly book club meeting, a six-session adapted yoga class, or even a one-time activity such as a party event, weekend on the Cape, a course of adaptive sports training/ activity.

Transportation to and from events has been identified as an issue with past recreation activities, particularly in areas where limited or no public transportation exists. Proposals will address this issue and provide innovative ideas for tackling any relevant and regional transportation gaps. Bidder proposals for anticipated transportation funding to particular and specifically planned events must be included. No provider may expend contract funding for transportation costs without prior approval from MassAbility Requests for unanticipated transportation costs may only be approved based on the availability of resources.

Providers will be expected to develop a consistent intake process for individuals participating in their programs. This process should evaluate individual needs for program adaptation and support, including mobility and other physical needs, medical, cognitive, and emotional or behavioral considerations.

Providers are expected to incorporate participant input and direction into all aspects of recreation service provision, including brainstorming of activity ideas, activity planning, implementation and coordination, and problem-solving of logistics.

Providers awarded contracts through this RFR, may be responsible for providing some or all services specified under this program. Response Requirements for qualification are listed in the attachment ‘RFR Vendor Response Template’ on the COMMBUYS posting with respective scoring procedures detailed in Section 8.0 Evaluation Criteria of this RFR.

0.1 Service Components and Definitions

As noted above recreation services may fall into one of several identified components. It may be helpful to think of your bidder responses in terms of what you will be offering. Examples are below; though recreational services may not necessarily be limited to these areas.

I. Recreational Outings: Group social events that include going out to and attending an activity at a community location. Examples include dining out at restaurants, museum visits, attending community events, fairs, concerts, cultural events, indoor and outdoor sporting events, community center classes.

II. Recreational Activities: Events that take place, generally at the provider or program home base, and include activities such as arts and crafts, movie or game nights, parties, fitness and exercise classes or activities, a class or speaker event.

III. Workshops: Events that provide targeted learning for the attendees in a specific area and are often time limited. The skill area can be social and recreation-related &/or self-improvement oriented such as social skills, communication, relationship building, and social pragmatics. The learning area could also be hobbies or leisure skills based such as creative writing, woodworking, travel/ trip planning, photography, theatre/ improv.

IV. Virtual Workshops: Events as described above in workshops, that take place virtually, and online, rather than in person.

V. Community Outreach Provider activity that focuses on sharing information about recreation services to potential new members. Examples include promoting the program & services on social media, in-services, articles, posters, local community partner phone and email outreach. The outreach efforts should result in new recreation services for participants in the provider service area. Outreach can be a collaborative activity between program staff and recreation services attendees when interest supports participation.

0.2 General Requirements

0.2.1 Staff Training

Providers will be required to review and adhere to the protocols set forth in the MassAbility Provider Manual. Training Requirements for Provider Organizations include:

· Accessing and utilization of On-Call Personnel

· Protocols, including relevant training, developed by the provider include, but may not be limited to:

· Responding to Medical Emergencies

· Psychiatric/Behavioral Emergencies

· Risk Protocols (as applicable)

· CPR

· Filing reports related to abuse and neglect

· Fire Safety

· First Aid, including intervention for choking

· Procedures for transporting individuals and use of program vehicle(s), if applicable

· Seizure responses, management

· Universal Precautions

0.2.2 Cultural Competency

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

· Provider Commitment: The Provider must be committed to creating an environment that clearly supports services for cultural and linguistic minority populations through the mission and goals of its entity.

· Participant Services: Provider policies should include language that contributes to enhancing equal access to services for all individuals with brain injuries 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 to provide opportunities for skill building and to facilitate self-empowerment. All participants 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 participants, reflect on 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 the 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.

0.3 Compensation Structure

The Recreation Services for Individuals with Brain Injury contracts will be paid for on a cost-reimbursement basis. Providers are expected to propose an annual recreation services plan and a related program budget. Reimbursement will be based upon the costs incurred for allowable program activities. It is the responsibility of all awarded providers to seek prior approval of program activities not contemplated in its annual program services and budget plan. MassAbility will not reimburse providers for costs incurred for program activities not included and not approved in the annual program services and budget plan. (801 CMR 21.08). MassAbility reserves the right to deny any reimbursement for costs incurred which reasonably could have been avoided. Reimbursed costs are directly related to negotiated and approved annual line-item budget amounts. A detailed budget for the proposed funding amount must be submitted with the RFR bid, as detailed in Section 4.4.

Non-reimbursable costs should not be included in the annual budget proposal or in submitted invoices. Non-reimbursable costs include, but are not limited to, state, federal, or local taxes; sales tax; gift cards; or any items prohibited by 801 CMR 21.0 &or 808 CMR 1.00.

0.4 Purchasing of Service Terms & Conditions

Each year, prior to the start of the fiscal year the qualified providers will submit an annual proposal of recreation services and related costs, budget. Proposals will be reviewed by the SHIP Recreational Services Contract Manager at MassAbility and will confirm in writing with each provider the annual services and contract amount approved.

Following the completion of each month of recreational activities/services the provider must submit an invoice to MassAbility. After a successful evaluation by the Contract Manager at MassAbility of the work performed, the invoices will be processed to complete payment for the work performed. Processing of the payments requires the approval of MassAbility’s assigned Contract Manager.

All payments for recreation services are processed by MassAbility’s Office of Finance & Administration (OFA). All invoices must be submitted in accordance with OFA guidelines consistent with the regulations set forth by the Massachusetts Executive Office of Administration and Finance and applicable state and federal regulations.

Performance Requirements and Monitoring MassAbility is seeking the best value to facilitate the desired outcomes of this RFR and invites creative and flexible proposals, inclusive of best practices towards that end. In addition, specific measures of the provider’s performance will be utilized to ensure the provider complies with what has been requested and what the provider has proposed and has offered in this RFR. The following performance areas will be subject to monitoring, feedback and/or measurement:

1. Ability to Achieve the Service Outputs & Outcomes Described in the RFR

2. Timely Delivery of Services

3. Quality of Delivered Services

4. Responsiveness to Contracting/ Funding Department Inquiries

5. Adherence to Service Level Agreements

6. Attendance at Scheduled Meetings

7. Prompt and Thorough Billing, Invoicing

8. Prompt and Accurate Monthly Reports, Statistics Provider performance and utilization will be reviewed by MassAbility Program Managers or designated staff annually, or more frequently as MassAbility solely decides.

Providers of human and social services to Participants must file their Uniform Financial Statements (UFR) and Independent Auditor’s Report with the OSD on a yearly basis as outlined under Other Requirements. Providers must also submit a copy of the current Supplier Diversity Plan (SDP) Plan Form for POS that reflects yearly spending with their UFR as a condition of continuing to do business with the Commonwealth.

Providers are required to provide updates to MassAbility, participate in periodic utilization reviews, and submit reports, as requested. Providers may be expected to provide MassAbility with 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. Provider contracts may be terminated based on performance or quality of service issues or lack of professional conduct, including billing delays. Additionally, a Provider may be placed on corrective action plans or issued sanctions, depending on the severity of issues.

3.0 1.0 1.1

3.1 Contract Performance Specifications

The following outcome and output measures will serve as the primary basis for assessing the quality and performance of Providers awarded a contract under this RFR. Effectiveness metrics will be used to measure the degree providers reach the defined outcomes and outputs. A provider’s ability to effectively communicate and collaborate with MassAbility SHIP partners as well as its timely and thorough submission of financial and reimbursement documentation (including invoices) may be measured.

Outcomes and Outputs will be reviewed on an annual basis, or as frequent as MassAbility determines. Information regarding the goals will be gathered monthly via program reports and the specifications of quality will be defined as the following:

Online survey with participants, and/or family member

Each program will meet the target goals established annually with the Contract Manager

1. Monthly Recreation Service Reports

2. Contract Manager, Provider Collaborative Reviews

3. Participants Survey Provider

Monthly Recreation Service Reports

Semi-Annual Provider Collaboration/ Reviews

Annualized Satisfaction Surveys.

Reduction in feelings of isolation. > 75% of survey respondents will report decreased experiences of social isolation, since they are participating in the program.

2.List of participants at the events/activities each month Provider and MassAbility

Monthly, due by the 10th of each month for the prior month’s data.

2.0

3.2 Contract Management Procedures

As part of MassAbility’s commitment to improved outcomes, SHIP will actively and regularly collaborate with awarded providers to enhance contract management, improve results, and adjust service delivery based on learning what works. Reliable and relevant data is necessary to drive service improvements, facilitate compliance, inform trends to be monitored, and evaluate results and performance. As such, SHIP reserves the right to request and collect other key data and metrics from providers.

Awarded providers will be held to the contract performance stated at 3.1 and must also follow the additional performance expectations listed at 3.3 and 3.43. Desk audits and compliance reviews may be conducted by MassAbility on a periodic basis.

3.3 Additional Performance Expectations

In addition to the information noted above, provider performance will also be measured by:

1.Number of activities offered, the number of individuals participating in those activities, and the determination that services were provided in a manner consistent with the approved Annual Recreation Program Proposal.

2. Demonstrated commitment to and programming delivery consistent with the following values and practices:

· Respect for the dignity of everyone

· Community integration, independence, and self-direction

· Ethnic, cultural and linguistic characteristics are recognized, valued and taken into consideration in terms of service delivery

· Understanding that people’s interests, needs, and preferences fluctuate

· Services are provided by qualified, trained personnel who are well supervised

· Health and safety standards are anticipated and upheld

· The environment where services are delivered is safe and adapted for participants’ needs.

3. The provider has a consistent system for intake related to recreation services and interested participants.

4. Outreach and recreational services promotion, to identify and support new community members who have sustained brain injury, is part of the purpose and provision of recreation services.

5. The provider must have a written policy and mechanism for individuals to report dissatisfaction of services and provide a system for conflict resolution.

6. All providers who receive funding through this RFR must comply with SHIP Incident Reporting requirements (per MassAbility Provider Manual) and follow all mandated reporting protocols.

7. Prompt and thorough completion of Monthly Recreation Services reports, due by the 10th of each month following service delivery. Issues and errors raised by MassAbility/the Department must be acknowledged and answered within 10 (ten) business days of inquiry.

MassAbility may be available to provide technical assistance to providers in completing paperwork, and clarifying provider responsibilities, and meeting other expectations related to services provided under this RFR, if requested.

1.0

3.4 Documentation and Record Keeping Requirements

In accordance with requirements established in the Commonwealth Terms and Conditions for Health and Human Services, providers must maintain records, books, files, and other data as required by 808 CMR 1.04 and as specified in this RFR 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 MassAbility upon request.

MassAbility further defines the requirement to maintain records necessary to substantiate billing with the following:

· Attendance records/logs which are signed and dated by provider.

· Brief summaries of the nature of service and date provided such as progress notes, daily logs, service encounter summaries, or other descriptions of each service encounter that is consistent with the services intended by this RFR and the approved budget plan.

Providers are required 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 information & files

· Emergency Fact Sheets including contact information

· Individual Service Plan (ISP) support strategies, goals, and data (if applicable)

The provider must have systems to identify, report, and respond to the following:

· Medication administration issues (if applicable)

· Incident reporting

· Emergency situations and procedures

· Safety Plan and Fire Drills

· Grievances

· Mandated reporting requirements

· Complaints and actions related to allegations of potential mistreatment

1. Questions and Evaluation Criteria

4.0 4.0 Mandatory Minimum Criteria The Mandatory Minimum Requirements to be considered for scoring include:

1. Bidder completed and signed the required documents listed on the Bidder’s Checklist

2. Bidders must be qualified to conduct business in Massachusetts. MassAbility will not award vendors that have been debarred by federal, state, or local government.

All requirements are stated in the Bidder’s Checklist attachment. A completed and marked checklist is a required form of the RFR response. The Business Response questions/items can be found in the Vendor Response Template attachment. Bidders must input their responses directly into the template and include this document as part of the submission. MassAbility’s procurement staff will review Mandatory Minimum Criteria to verify compliance prior to sending full RFR business responses to the Proposal Review Team.

Business Response (Scored Criteria) Bidders will be evaluated based on their responses to the requirements outlined in the Vendor Response Template provided. Each item will be scored on a 1-5 scale and weighed based on importance to the defined scope.

Two templates for responding are posted on COMMBUYS alongside this bid. The ‘Vendor Response Template’ will be the primary response document, containing placeholders for each of the 9-criterion listed below. The ‘Vendor Budget Worksheet’ must be used by bidders to respond to the quantitative response component of last criterion (see #9 below). Each vendor seeking to deliver services under this procurement should directly and clearly address each of the response areas listed below with particular attention to the twelve pages limits. Attachments or appendices not requested and any program descriptions beyond the page limit will not be reviewed.

Qualification Criteria:

To qualify for consideration as a potential service provider under this RFR the bidder, sole proprietors and community organizations must submit for review a response that addresses and includes all of the following information through narrative and attachments:

1. Describe your prior experience with providing services for people with disabilities and people with brain injuries in particular.

2. Describe your experience in providing social / recreation activities in the community, or detail clear plans for doing so.

3. Describe your knowledge of local resources that might be utilized to provide recreation services proposed. These might include transportation resources, local community attractions, or other such resources.

4. Describe a plan for outreach and marketing within the communities you propose to serve, specifically mechanisms for identifying new individuals with whom SHIP may not yet have contact.

5. Describe your plans to identify accessible space that you can use within the communities you propose to serve.

6. Describe your experience working with people from diverse cultural and linguistic backgrounds or plans to accommodate individuals from diverse backgrounds.

7. Describe your ability to fund upfront costs (such as advance purchase of event tickets, purchase of supplies to be used in an event or project, etc.) before receiving SHIP reimbursement for those event costs.

8. Provide information regarding any in-kind contributions or resources you can offer, including providing transportation, use of a building, staffing, etc.

9. All providers qualified and awarded through this RFR process will be required to submit an Annual Recreation Program Proposal to be considered for SHIP funding. Proposals may be submitted throughout the procurement cycle as funding allows. As part of your initial Bid Response, you MUST include a sample Annual Recreation Program Proposal that represents the first fiscal year of anticipated programming (anticipated start date: October 1, 2025). This sample proposal will serve as a basis for understanding your agency’s approach to designing, staffing, budgeting, and delivering recreation services. Your submission should be divided into two parts as outlined below:

a) PART A (Complete in Vendor Response Template): Qualitative Narrative (maximum 5 pages, double-spaced, 12-point font) This section should provide a detailed description of the proposed recreation services and activities. Please include the following:

i. Program Overview: Describe the goals and intended outcomes of the program.

ii. Activities Description: Describe the intended event(s) or activity(ies). Indicate which activities are planned as in-person or virtual. List where the events or activities will take place.

iii. Participant Experience: Estimate how many participants could attend each event or activity. Describe how the activities are designed to be inclusive, engaging and appropriate for the target community.

iv. Transportation & Accessibility: Explain how participants will access the event or activities including any planned transportation support. Provide assurance that buildings and bathrooms are accessible for all in-person activities.

v. Staffing Plan: Describe the staffing for the events proposed. Include details of how many staff will support each event and describe the emergency response staffing plan (medical, behavioral, accidental)

vi. Outreach & Engagement: Describe all outreach and marketing activities designed to attract new members and to increase attendance related to program events.

vii. In-Kind Contributions: Identify any non-cash or in-kind resources your agency will contribute (e.g., staff time, venue space, supplies).

b) PART B (Complete in Vendor Budget Worksheet): Provide an Annual Recreation Program Budget Proposal, which will detail the associated costs to provide proposed services.

i. Provide a detailed budget with a breakdown itemizing how requested monies will be spent. Suggested cost have been included within the template including staffing FTEs, hourly rates, materials and supplies (arts and crafts materials, groceries, etc.), facility rental fees, facilitator or speaker stipends, client admission fees, meals, fringe benefits and administration fees. Justification for costs declared within the template should be based upon the number of anticipated participants per event, the number of events or activities, required staffing levels, and transportation needs. Any anticipated in-kind contributions should be noted in the worksheet.

ii. Budget Narrative: A budget narrative must be included as well to explain all costs the bidder has outlined in the Vendor Budget Worksheet as necessary to deliver the events. This can be completed by filling out the ‘Description/Activities’ and ‘Justification’ columns. Following this initial RFR related proposal, and throughout the procurement, an annual recreational services proposal can be submitted at any time for review, feedback, and possible approval, subject to available funding. The budget narrative should be included within the Vendor Response Template.

Supplier Diversity Program Supplier Diversity Plan Form: 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 enterprises or non-profit organizations. Bidders that do not have any Human and Social Services/Purchase of Service (POS) OR Goods and Services contracts currently 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 9.0.

Scored Criteria The Proposal Review Team members will individually rate each Scored Criteria based on the materials submitted within the page limitations. No proposal will be accepted as “qualified” without meeting the standards for every required response item receiving a score of at least 3 for each criterion.

The Proposal Review Team members will rate the Scored Requirements based on the required materials submitted. Any materials submitted not asked will not be considered. Any information contained in pages beyond any set page limit will not be considered. All bid responses must meet the mandatory minimum criteria referenced above to be scored. In certain cases, the Bidder may be notified that the submitted response is unacceptable and may be given an opportunity to submit an additional or revised response to correct the original submission. If applicable, this process will be handled via a Request for Clarification, as outlined in Section 4.8.

Rating Scale

Requests for Correction or Clarification Terms MassAbility, in its sole discretion and pursuant to 801 CMR 21.06(8), may determine whether a Bidder is eligible for a Response correction or clarification.

MassAbility shall determine whether to allow a correction of minor informalities in a Response. Minor informalities are matters of form rather than substance and include clerical errors or minimal or insignificant mistakes that can be corrected without prejudice to other Bidders. MassAbility may, upon the written request of a Bidder, allow a correction of a minor informality in a Response which is clearly evident, such as a typographical error, transposition error or arithmetical error where the correct answer is obvious, or if the mistake is discovered by MassAbility, MassAbility may note the correction on the Response. If MassAbility requires a clarification of any particular section of a Response, MassAbility will provide all Bidders that submitted Responses with the same notice and opportunity for clarification of the identified section in the Response. Clarifications are explanations of what is stated in a Response and may not be used as an opportunity to submit supplemental information or a change to a Response, unless MassAbility specifically requests these submissions or changes as part of the clarification of all Responses. No correction or clarification of Response prices, terms and conditions or the submission of supplemental information prejudicial to the interests of other Bidders or to fair competition shall be permitted.

5.0 5.0 Contract Invoicing Payments will be withheld if required documentation is not submitted with the invoice. Inaccurate billing and/or backup documentation may lead to desk audits and corrective action plans.

Providers will be expected to submit bills for services pursuant to MassAbility’s requirements. MassAbility establishes special billing requirements relative to the end of fiscal year (state and federal) billing.

Providers shall submit invoices and applicable supporting documentation either through paper Payment Vouchers or the EIM system, as applicable, for expenditures incurred under this contract within fifteen (15) calendar days following the end of the month during which services were provided. Providers must maintain all records of actual expenses and must provide any such record to MassAbility upon request. MassAbility expects a payment schedule with the vendors’ quote.

6.0 Required Forms Responses to this RFR must contain the following documents: