SL-25 Bidders Conference PP.pptx

February 28, 2024

Shared Living 2025 Bidders Conference

Document type Date

CONFIDENTIAL AND PROPRIETARY

Any use of this material without specific permission is strictly prohibited

TRACKER

Unit of measure 1 Footnote Source: Source Title Unit of measure Confidential – for policy development purposes only Legend

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PRELIMINARY

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Begin with introductions of those speaking at the bidders conference

Bidders Conference Welcome and Housekeeping

Please mute yourself Enter your first and last name and the vendor you represent in the Chat function Enter all questions in the Chat function If you have a question after the Conference, you can submit questions until 5:00 pm on March 1, 2024 by:

Email: DDSPOSProcurement@mass.gov Submit: COMMBUYS

Slide ‹#›

WHO: Contracts Team

COMMBUYS Update

The following items will be posted to COMMBUYS Slides presented in the Bidders Conference Responses to questions posed at the Bidders Conference Answers to questions submitted by email or COMMBUYS

All items will be posted per the RFR on March 8, 2024 by 5 pm

Agenda

Provide an overview of the RFR Process for responding to the RFR Process of evaluation of the submitted responses Provide guidance that vendors may need to respond to the RFR Opportunity for bidders to ask questions about RFR and request clarifications

Just say the “not’s” – we will not discuss or provide feedback on rates of payments, how programs will be operationalized or policies that may be established during the life of the procurement.

Award, Contract, and Payment Structure

Multiple awards to qualified Bidders to provide the services outlined in the RFR Contract Start Date: July 1, 2024 DDS Central Office will execute a Master Agreement Standard Contract form with qualified providers Master Agreement Contract does not guarantee a provider a specific level of funding Regional Contract Offices will execute Service Summary Forms with qualified providers once the Master Agreement is signed

WHO: contracts team

SharedLiving-25 replaces PS-15; contracts issued as a result of PS-15 will terminate on June 30, 2024 New Document IDs will be issued. Current provider PS-15 DocIDs will terminate on 6/30/2024 Programs are reimbursed according to rates set in 101 CMR 411.00. Rates for Placement Services/Shared Living will update for July 1, 2024.

Shared Living-25 is a DDS only procurement. The MA Rehabilitation Commission and MA Commission for the Blind can contract separately with any DDS Qualified provider

All existing PS-15 providers that wish to continue to provide Shared Living services as of 7/1/2024 must respond with a qualified proposal by March 28, 2024 This rolling enrollment BID will remain open, and providers can continue to upload proposals, but DDS cannot guarantee a 7/1/2024 contract start date for proposals submitted after March 28th

Contract Terminations

Termination of Sites/Termination of Master Agreement:

Defines responsibilities of DDS and Providers when there is a termination of services with a specific individual or at a caregiver site/s. The timelines and processes outlined are similar to those defined for contract termination in the Terms and Conditions for Human and Social Services.

As a condition of contracting: Provider must maintain certification or licensing status. If a provider is unable to maintain, the department may decide to terminate services at specific sites/s or terminate the Master Agreement contract

WHO: Contract Team

Overview of RFR/BID

Shared Living – 25 includes changes/updates from PS-14. Bidders should carefully review the BID/RFR.

The BID/RFR incorporates requirements from:

OQE Licensing CMS Core Competencies for Staff CMS Community Rule Positive Behavioral Supports Person Center Planning The intent was to incorporate various requirements into one document.

WHO: Michelle SL

Shared Living is a 24 hour, 7 days a week residential support option that matches an individual with a Shared Living caregiver and is intended to be long-term in nature

Shared Living qualified providers recruit caregivers, assess their abilities, provide training, coordinate the matching and placement of individuals with caregivers and provide ongoing supports

Bidders new to the Purchase of Services (POS) system must complete the EHS financial qualification process. Only proposals from Bidders that have been Unconditionally financial pre-qualified will be evaluated

All staff who are employed to deliver services must meet the following:

18 years or older High school diploma, GED or equivalent, or related experience or competencies Criminal Offender Records Information (CORI) National Background Check (NBC) Disabled Persons Protection Commission (DPPC)

In addition to staff requirements noted on Slide 11, the following also apply:

Caregivers must be 21 years of age or older in accordance with 115 CMR 7.11(1) 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 criminal offender record information check pursuant to Public Law 92–544.

WHO: Michelle SL

Technology Forward Initiative Promote the use of Assistive Technology in residential services.

Establish a framework for utilizing remote technology to provide a portion of direct services where it is determined safe and appropriate for the individual(s).

DDS is piloting the provision of direct supports through remote technology. The Department anticipates an incremental roll out of this service model based on findings from the pilot and the development of policies and rates of payment.

WHO: Michelle SL & Sharon

Respite SL models have respite embedded in the operational rate to ensure Caregivers are supported and given the opportunity to fully utilize this respite; SL providers must develop plans/strategies to obtain and train respite providers for each Shared Living placement

Transportation Transportation to medical appointments, employment/day supports, and/or community recreational time must be arranged and/or provided by the Caregiver/Shared Living provider

Financial Management Supports SL provers must have written procedure/plan for ensuring individual's funds are utilized and accounted for; includes maintaining a financial transaction record for all spending money with receipts kept for any expenses over $25.

WHO: Jen

Shared Living Caregivers and Provider Expectations Shared Living providers are responsible for providing an appropriate level of supports to ensure each Individual’s health and safety, while maximizing personal choice and independence, and not restricting individual rights and freedoms, except as minimally necessary and in accordance with the Community Rule.

Shared Living services are preferably provided for up to two (2) individuals in a home but no more than a maximum of three (3) individuals per 115 CMR 7.08(3). A third individual may be placed in a home only after clinical review and approval by DDS. This includes all placements by other agencies (DCF, DMH, MCB, AFC, MRC etc.) and private pay arrangements.

WHO: Jen

Responding to the RFR/BID

All required documents must be uploaded to COMMBUYS. DDS cannot accept paper submissions.

Do not upload a signed standard contract form or a Contractor Authorized Signatory form.

If Bidder is awarded a contact, DDS will email forms via Adobe Sign to the individual you designate as contact on the first page of the response document.

Required Forms DDS Provided Cover Page & Response Document The Cover Page MUST be signed and dated Organization Chart for Contracting Entity Supplier Diversity Plan Form for POS. Be sure to use the form posted with the RFRF/BID on COMMBUYS

Other Forms* W-9 Form Authorization for Electronic Funds Transfer *submit if not on file or if updated forms differ from those on file with the Office of the State Comptroller

Proposal Requirements Bidders have one page to respond to each question, except for Question 5. Each response must include sufficient detail to respond to sub-bullets Font should be12-point Times New Roman font or larger, single-spaced, on 8 ½” x 11” page Attachments and documentation specifically requested are not counted towards question page limit Attachments not requested and responses that exceed page limits will not be reviewed

Evaluation of the RFR/BID

Evaluation Process Questions 1-12: Narrative Questions Question 13: Optional. Provision of Direct Staffing Supports Utilizing Remote Technology Qualified Providers may upload a response to Q13 at a later date.

Supplier Diversity Plan for POS Scoring To qualify, a Bidder must receive a score of 1 on each question Bidder must also receive a score of 1 on their SDP Form for POS to be awarded a contract

Evaluation of the RFR/BID

Bidder who fail to score a 1 on any question may be given one opportunity to submit additional or revised responses through COMMBUYS to correct/clarify the original submission

Bidders will be given 5 days to respond by uploading clarifications/corrections to COMMBUYS

Bidders who still fail to meet the thresholds will be deemed not qualified and may reapply at a later date

Questions

Thank you

We will now open the Conference to questions that have been submitted through the Chat function.

WHO:contracts team image13.jpg image1.png oleObject7.bin image10.emf image3.jpeg image4.png image5.png oleObject1.bin oleObject4.bin