Shared Living 2025 Question and Answers.docx

SharedLiving-25 Questions and Answers

BD-24-1023-1023C-1023L-98547

Bidders Conference February 28, 2024, at 1:00 pm

The Q&A only includes answers to questions related to this RFR/BID and the ability of a BIDDER to respond to the RFR.

1. Will the slide show be shared.

The slideshow from the Bidders’ Conference will be posted in COMMBUYS.

2. We were financially qualified 3 years ago, but never bid on any contract, do we have to go through qualifications again? How often an agency must recertify financially?

Yes. To receive forms and instructions regarding the POS Qualification Process, new providers should send an email to the following address: DDSPOSProcurement@mass.gov. More details can be found in section 10.7, EOHHS Qualification Process.

Once a provider is financially qualified and holds current contracts with DDS, providers are required to submit their Uniform Financial Statements (UFR) and Independent Auditor’s Report annually. This annual process confirms an agency’s ability to financially fulfill its contractual obligations. More details can be found in Section 4.0, Performance Requirements and Contract Monitoring.

3. At the Bidders’ Conference, it was mentioned that Bidders had to be unconditionally financially pre-qualified through the POS system in order to be evaluated. Does an agency only qualify once or is this something that we have to recertify? I believe our annual UFR satisfies the recertification process.

Please see question 2. DDS unconditionally requalifies current providers every year unless there are major/significant findings from the auditor that are stated in UFR documents. In that case, the Department normally requalifies, but may also issue a Corrective Action Plan.

4. Is the correct terminology to use going forward caregiver and not care provider?

Yes, the correct terminology is caregiver, and the agency is the Shared Living provider.

5. I am working with an agency to respond to the Shared Living RFR. Could you please confirm for me that there is no budgetary requirement?

There is no budgetary requirement for this RFR. Refer to Section 1.9, Contract Structure, for more details related to the rates as outlined in 101 CMR 411.00 and the methodology for compensation for this RFR.

6. Section 2.4, Medical and Behavioral Health Care Management Requirements states, “A Registered Nurse and a Senior Positive Behavior Supports (PBS) qualified clinician should be available to oversee medical and behavioral / clinical needs of all individuals supported.” Our current shared living program is small and would not support hiring a FT RN, could oversite be provided by an RN from another of our programs? How is clinician defined - is this a licensed professional with advanced PBS trainings?

RN resources are to be available to oversee the medical needs of individuals. These resources can be provided by a RN currently on staff. Positive Behavioral Qualified Clinician requirements and duties staff can be found in 115 CMR 5.14 (10).

7. Is it the expectation that all Caregivers are Human Rights Officers?"

No, caregivers are not required to be Human Right Officers. The requirement is that caregivers must be trained in human rights. Shared Living providers must have a Human Rights Officer at the agency that is assigned to the Shared Living providers and individuals.

8. You stated 18 years of age for staff, but 21 for caregiver. Did I read that correctly?

Per section 2.5, Staff and Caregiver Qualifications and Training, yes, caregivers must be 21 years of age per 115 CMR 7.11(1)(c). Shared Living provider staff, supplemental add-on staff, and respite staff would need to be 18 years of age or older.

9. Confirming that all household members aged 15 or older must have a CORI rather than age 18? This requirement severely limits Caregiver recruitment as parents are unwilling to CORI their kids. Most don't even have legal ID to CORI them. Is there a specific CORI form for someone under the age of 18? And not all 15 years old have an ID, what happens in that instance.

Yes, per section 2.5, Staff and Caregiver Qualifications and Training, any household members, age 15 or older, or persons regularly on the premises of the home that are age 15 or older, shall be subject to a MA criminal offender record information check as well as a fingerprint-based check of state and national criminal history databases under 115 CMR 12.00.

For individuals without an acceptable form of government identification, such as driver’s license, these other forms of identification may be used:

· Birth Certificate bearing an official seal (or certified copy) issued by a State, county, municipal authority (or outlying possession of the U.S.),

· Social Security Card and/or

· Student ID with photo

10. How do you define a frequent visitor to the home?

“Regularly on the premises” is defined in DDS regulations at 115 CMR 12.04. Regularly on the premises means “usual or common presence in a location, surpassing access by invitation-only, in which the person has authorization to enter and remain in the location unmonitored on an ordinary basis. For the purposes of 115 CMR 12.00, family members or social contacts visiting with DDS clients at a location where they receive supports are not considered to be regularly on the premises.” The Hiring Authority (HA) is responsible to make this determination. Also, DDS national criminal background check regulations further provide that anyone with the potential for unsupervised contact are required to undergo a DDS fingerprint-based background check. (115 CMR 12.00).

11. Is the National Background Check for all caregivers, or just new one going forth. How often do CORI checks be conducted?

A state CORI check pursuant to 101 CMR 15.00 should be completed before the candidate is eligible for referral to the Background Check System (BCS) and fingerprinting. Once a determination is issued by the DDS national criminal background check unit (NBCU) currently additional national fingerprint-based checks are not required unless: (1) the hiring authority or the NBCU have reason to believe the person had criminal charges filed against them since the most recent finger-print based check or (2) there has been is a break or separation (not a termination) of one year or more from working in their DDS licensed, approved and/or funded employment or break in their status of having to undergo fingerprint checks in accordance with governing law 115 CMR 12.07. In those circumstances a new state CORI check and fingerprint-based check would be required. The NCBU encourages providers to complete a CORI check at minimum every 3 years with most providers completing a CORI check annually as criminal histories can change.

12. Does a caregiver need a GED or HS diploma?

Yes, per section 2.5, Staff and Caregiver Qualifications and Training, a caregiver must have a High school diploma, GED or equivalent, or relevant experience or competencies

13. If a caregiver is going away and he/she is not leaving with the consumer, can he or she place the consumer to a respite home?

Section 2.5, Staff and Caregiver Qualifications and Training, includes information related to Respite. Additional details related to written plans for ensuring continuity of care can be found in the last paragraph of Section 2.6, Shared Living Caregivers and Provider Expectations. Yes, a Shared Living provider can arrange placement in a respite home at no additional cost to DDS. Respite is built into the operation rate paid to Shared Living provider. See Section 1.9, Contracting Structure, for more details.

Respite homes would need to be approved by the DDS Area Office and must meet the same standard as regular caregiver home.

DDS expected providers to include details concerning their contingency planning with an emphasize on respite in their response to this RFR. Shared Living providers must have plans in place for unexpected contingencies.

14. How will remote services be implemented in shared living?

Remote services are still in a pilot stage and more information will be forthcoming as the pilot continues. Details can be found in section 2.8, Provision of Direct Supports Through Remote Technology.

15. Do providers need to create the assistive technology and risk assessment referenced on page 17 or will a template be provided?

Shared Living Qualified providers do not need to create risk assessments. The Department has released an Assistive Technology BID that will identify providers qualified to complete these consultation and evaluation services.

16. Is it the expectation that Shared Living Caregivers will be providing transportation to Day programs? Transportation to employment/day supports is new, will there be reimbursement for this taken into consideration? To clarify, SL caregivers will need to provide transportation to work or day programs if there are no other options.

If transportation cannot be provided through traditional means, yes, DDS expects the Shared Living provider or caregiver to provide transportation. DDS Area Office staff and Shared Living providers can discuss details pertaining to these situations when they arise and if additional compensation is required. DDS expects Shared Living providers to educate caregiver that transportation might be necessary. Please see section 2.10, Transportation, in the RFR for more details.

17. RFR states Provider agency is required to ensure Caregiver's vehicle is appropriately maintained. What is the expectation for the agency to prove a Caregiver’s vehicle is properly maintained?

Per section 2.10, Transportation, if a caregiver providers transportation to an individual, Shared Living providers are required to ensure these vehicles are appropriately maintained, such a complying with yearly inspection stickers.

18. If a provider agency doesn't provide rep payee services can individuals pay a Rep Payee agency for their services.

Section 2.11, Financial Management Supports, states that Shared Living providers must be willing to service as corporate representative payee for individuals choose to name the Shared Living provider as their representative payee. If a Shared Living provider does not provide these services, it is expected that the provider would work with another agency to provide these services at no additional cost to DDS or the individual. An individual would only be expected to pay for outside Rep Payee agency if the individual chooses to use another service and not name the Shared Living provider as their representative payee.

19. The wording on furnace inspections appears as if yearly/ (every 15months) is no longer required, is that accurate?

Oil or gas furnaces are required to have an annual inspection. Electric heat does not require annual inspections.

20. Are septic systems required to be inspected? The RFR mentions this.

Section 3.2, Maintenance, stipulates that septic system receive regular maintenance that includes inspection and pumping.

21. Is it expected that a DDS representative needs to visit a potential caregiver home /meet the caregivers and approve before finalizing a placement.

Shared Living providers must have a process to screen homes to ensure they meet all the requirements found in Section 3.1, General Physical Requirements of Shared Living Homes. A caregiver home visit by DDS staff is not a requirement in this RFR. However, on a case-by-case basis, it is possible that a DDS representative might visit a potential caregiver home before approving the placement.

22. What is the contact info for OQE Licensing?

There is no need to contact OQE Licensing as part of responding to this RFR. Bidders should follow all requirements to respond to the RFR and if qualified, work with DDS Contracts Office regarding the contract process. Regional and Area Office staff will work with qualified Shared Living providers and connect them with the appropriate OQE team when necessary.

23. In section 4.1 Documentation and Record Keeping Requirements, it notes “Attendance records/logs which are signed and dated.” Do SL caregivers need to keep a daily care log?

Logs that verify when an individual is in a Shared Living placement, or has an approved absence, must be maintained. This information is required when a provider invoices for services in the Enterprise Invoice Management (EIM) system.

24. In review of the above mentioned RFR for SL Services, the required form indicates: Please make sure to use the SDP Form for POS dated October 2023. Our fiscal year runs January-December and my business office indicated next SDP filing would be when the URF is next due April/May. Is the SDP dated 2022 acceptable for submission?

Please use the SDP form provided with the RFR, dated October 2023. The updated form has changed since 2022. Information can be taken from the SDP dated 2022 and inputted into the form dated October 2023.

25. How can we confirm that our agency has all its master documents on file with DDS? Our information in COMMBUYS is current?

We are unclear what is meant by all master documents. In the BID, the Department outlines required documents to be uploaded to COMMBUYS in response to the posting. Please refer to section 7.0 Required Forms and 7.1 Other Forms.