SRate-25 RFR FINAL 12-24.pdf

THE COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF DEVELOPMENTAL SERVICES (DDS)

CENTRAL OFFICE

Address: 1000 Washington Street Suite 410 Boston, MA 02108

Contact Name: Tim Cahill

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: Specialized Behavioral ALTR Homes

COMMBUYS BID Number:

BD-25-1023-1023C-1023L-110728

DDS RFR Document Number: SRate-25

Date: December 16, 2024

It is the responsibility of the prospective Provider and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Provider’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 Provider’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Provider’s/awarded Contractor’s computer, network, or internet service provider cause email communications sent to/from the prospective Provider/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 Providers 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. DDS is not responsible for delays encountered by Providers or their agents, or for a Provider’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.

To receive a contract with the Commonwealth, a Provider must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a Provider will be issued a Vendor Customer Code number or a “VC” number. This VC number is used for all contracts that a contractor has with state agencies. An organization with existing state contracts, or a Provider who has had state contracts with any state agency in the past, has been registered in MMARS and does not need to re-submit paperwork unless existing information in MMARS will need to be updated. Providers that don’t have a Vendor Customer Code or have changes to information or forms currently on file should send an email to:

DDSPOSProcurement@mass.gov

Public Records: All information, documents, and attachments submitted as a response to this RFR are 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.

http://www.commbuys.com/

Contents

1.0 Procurement Scope and Description

1.1 Procurement and Contract Structure

1.2 Applicable Procurement Law

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

1.4 Calendar Rule Type

1.5 Acquisition Method

1.6 Use of Procurement by a Single or Multiple Departments

1.7 Expected Duration of Contract

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

2.0 Overview

2.1 Assessment of Individual Needs for S-Rate Services

2.2 Medical and Behavioral Health Care Management Requirements for S-Rate Services

2.3 Provider Competencies

2.4 Additional Staff Qualifications and Training for S-Rate Services

2.5 Referral Process

3.0 Performance Requirements and Contract Monitoring

4.0 Contract Invoicing

5.0 Questions and Evaluation Criteria

5.1 Questions

5.2 Evaluation Criteria

6.0 Estimated Procurement Calendar

7.0 Required Forms

7.1 Other Forms

7.2 Instructions for Submission of Forms and Questions

7.3 Public Records

7.4 COMMBUYS Support

8.0 Other Requirements Pertaining to this RFR

8.1 Debriefings/Appeals

8.2 Debarment

8.3 Enterprise Invoice / Service Management (EIM/ESM)

8.4 Criminal Offender Record Checks (“CORI”)

8.5 Disabled Persons Protection Commission (“DPPC”) – Registry of Abusive Care Providers

8.6 National Criminal Background Check

8.7 EOHHS Qualification Process

8.8 Privacy and Security

8.9 Virtual Gateway Business Services

9.0 Supplier Diversity Program for Purchase of Service (POS)

1.0 Procurement Scope and Description

The Department of Developmental Services (DDS) is issuing this Request for Response (RFR) to identify qualified providers with substantial clinical resources and expertise to deliver behavioral health services. This category of Adult Long Term Residential (ALTR) service model delivers additional supports, when compared to the intermediate models, by using staff with specialized training and expertise. These services will be aimed at individuals with significant behavioral challenges who require a high level of staffing expertise and access to advanced clinical resources.

To submit a response/quote, providers must be qualified under the ALTR-24 RFR (COMMBUYS Bid D-23- 1023-1023C-1023L-85261) and licensed by DDS to provide residential services. All terms and conditions of ALTR-24 are incorporated herein and made a part hereof of this procurement. This RFR is to qualify providers for the new ALTR specialized behavioral (S-rate) service models created in the promulgation of 101 CMR 420.00, Rates for Adult Long-Term Residential Services, effective July 1, 2024.

It is the intention of this RFR that qualified providers for S-Rate services will engage in new program development. The use and development of a current program to meet the standards of this service model as set forth in this RFR will only be allowed with DDS approval.

Scope of Services:

1. Target Population: Providers will be expected to serve individuals who exhibit significant behavioral presentations such as aggression, self-harm, elopement, PICA, or other complex behavioral health issues. These individuals often require intensive supervision, specialized interventions and environmental modifications, making it critical that providers demonstrate experience in managing such cases effectively. Individuals served in this program must be eligible for ALTR-24 services and have DDS adult eligibility for Intellectual / Developmental Disability (I/DD) or be enrolled in the Acquired Brain Injury (ABI) Residential Habilitation Waiver or Moving Forward Plan (MFP) Residential Supports Waiver. Individuals may also exhibit co-morbid conditions, such as diagnosis of autism spectrum disorder (ASD), psychiatric/behavioral disorder, and/or significant medical needs.

2. Clinical Expertise: Providers must have access to a multidisciplinary team with specialized training and expertise in supporting individuals with complex behavioral health needs. This includes but is not limited to:

• Psychiatrists, psychologists, and behavioral therapists with advanced certifications in managing complex behavioral disorders.

• Expertise in applied behavior analysis (ABA), trauma-informed care, de-escalation techniques, harm reduction techniques, and other evidence-based interventions.

• In-house clinical oversight to ensure care plans are consistently monitored and adjusted as needed.

3. Staff with a High Level of Expertise: Providers must demonstrate the capacity to deliver high levels of staff supervision and support, including:

• Highly trained direct care staff with experience in crisis intervention, positive behavioral support, and managing behavioral escalations.

• A staffing ratio that ensures individualized care and the ability to respond quickly to changes in an individual’s needs or behavior.

• Regular staff training and continuing education programs focused on behavior management, safety protocols, and clinical intervention strategies.

4. Comprehensive Clinical Resources: Providers must have access to comprehensive clinical resources, including:

• 24/7 access to on-call clinicians, ensuring immediate response to behavioral crises.

• Specialized clinical tools for behavioral assessment, intervention, and progress monitoring.

• Integration of services with primary care, psychiatry, and other medical services as needed for holistic care.

https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-23-1023-1023C-1023L-85261&external=true&parentUrl=close https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-23-1023-1023C-1023L-85261&external=true&parentUrl=close https://www.mass.gov/regulations/101-CMR-42000-rates-for-adult-long-term-residential-services https://www.mass.gov/regulations/101-CMR-42000-rates-for-adult-long-term-residential-services

5. Care Coordination: Providers must demonstrate expertise in collaborating with other care professionals, including medical staff; with families; and with external agencies. Care coordination is crucial to ensure seamless and consistent care for the individual.

6. Compliance and Accreditation: Providers must meet all regulatory and accreditation standards required to serve individuals with complex behavioral health needs. This includes adherence to all state and federal regulations and maintaining accreditation from reputable behavioral health accreditation bodies.

1.1 Procurement and Contract Structure

This RFR 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 for Human and Social Services, the Operational Services Division (OSD) REQUIRED SPECIFICATIONS for Purchase of Service (POS) from September 18, 2024, Attachment C, and any amendments and/or additions to these documents and those of ALTR-24 during the life of this BID.

This procurement will result in a Master List of providers who have been deemed qualified and awarded a contract. Proposals will be reviewed and scored by a Procurement Management Teams (PMT) composed of members of the DDS Central, Regional, and Area Offices. This is a rolling enrollment RFR, and providers may continue to submit proposals up to June 30, 2032. DDS will evaluate proposals on a quarterly basis.

Providers whose scores are below the required threshold will be deemed not qualified and may resubmit.

Providers may not seek qualification more than three times during the lifetime of this procurement.

All providers found qualified to deliver ALTR S-Rate services will sign a standard contract form and be placed on a Master Agreement. The Master Agreement contract does not guarantee the awarded provider a specific level of funding. Funding will be managed by the DDS Regional Offices either through a Service Summary Form or other mechanism determined by the Department to track authorized units of service and the rate of service/s. Providers must receive written authorization from DDS prior to delivering services under this RFR.

1.2 Applicable Procurement Law

Check Appropriate Box (“X”)

Type of Purchase Applicable Laws

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

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

Check One (“X”) Single Contractor Multiple Contractors

1.4 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.

No responses will be received after the bid open date unless the Department choses to reopen the RFR at a later date.

Rolling

Providers may submit unsolicited proposals up to June 30, 2032. Proposals submitted after the initial due date will be reviewed and scored on a quarterly basis unless otherwise noted in the RFR/BID.

1.5 Acquisition Method

Check One (“X”) Category Cost Reimbursement Unit Rate Other: Accommodation Rate

1.6 Use of 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*:

Massachusetts Commission for the Blind Massachusetts Rehabilitation Commission

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

*Criteria and standards for residential care may differ from those stated in this RFR

1.7 Expected Duration of Contract

Anticipated Duration up to: eight (8) years and four (4) months

Final End Date of this Contract: June 20, 2033

1.8 Anticipated Expenditure, Funding or Compensation for Expected Duration

Estimated Total Value of Procurement over the life of the Contract: $3,800,000,000

All services in this RFR are subject to appropriation. Should funding levels be adjusted significantly, the Department may seek provider re-affirmation of willingness to continue under modified program requirements.

At any time during the duration of the contract, the Department may conduct reviews of services and may consider taking corrective action, up to and including cessation or termination of all or part of the services covered under the Contract. Reasons for taking corrective action include: the provider has not satisfactorily achieved performance goals; the needs of the individuals change to the extent that they can no longer be appropriately served under the original terms of this procurement; a provider is unable to meet licensing or certification standards; or other issues or circumstances arise that result in a determination by the Department that a significant change in services is in the best interests of the individuals served or the Department.

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. The Department reserves the right to make contract awards for a shorter duration when it is in the best interests of individuals, the Department, or the Commonwealth.

Check One (“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?

Providers receiving federal funds may be considered sub-recipients for federal grant purposes and will be required to comply with applicable federal requirements, including but not limited to sub-recipient audit requirements under OMB Circular A-133.

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.

Notice concerning rates of payment: M.G.L. c 118E An Act Relative to Rates for Human and Social Service programs provides that the Secretary of Health and Human Services has the sole responsibility for established rates of payment for social service programs purchased by governmental units of the Executive Office. Providers will be reimbursed on a unit rate or accommodation rate based on rates established by the Executive Office Health and Human Services as stated in 101 CMR 420.00 Rates for ALTR Services and other applicable rate regulations as may be amended from time to time during the duration of the Contract. The rates of payment and reimbursement structures may change during the life of the Contract.

2.0 Overview

The S-Rate residential model represents more intensive layer in the continuum of ALTR services. This 24-hour placement will assess individuals’ needs for support with the provisions of a multi-disciplinary staffing model built into the program. Providers will engage a team of direct support professionals, licensed nurses, and/or behavioral and other clinical professionals to effectively coordinate to provide the support to meet individual needs and the collective needs of the small group of individuals living together. It is expected that providers who qualify under this RFR will accept all referrals and not discharge without approval of DDS. All settings must comply with the Home and Community Based Settings Rule.

The service is defined as 24-hour staffing support to individuals in need of increased therapeutic interventions and supervision that focus on identifying individuals’ triggers and precipitant behaviors; teaching coping skills;

improving communication skills; and identifying and resolving barriers to less restrictive living alternatives.

Additional elements include:

• increased supervision to support the behavioral needs of the individual, including one-to-one supervision and checks as indicated by individuals’ assessed needs

• environmental modifications that offer supports to mitigate challenging behaviors

• stable therapeutic relationships and maintenance of community provider connections

• strong in-house clinical and behavioral expertise and use of evidence-based practices

• supports to actively participate in connections with family and friends

• skills training (e.g., problem-solving skills, community safety, problem solving)

• community inclusion

• positive behavior supports

• safety/crisis planning

• mental health symptom management

• medical monitoring and coordination

• harm reduction

Providers must possess experience in supporting this population and must have operational systems to track, monitor, and respond to psychiatric and/or behavioral challenges.

The primary focus of these supports will be enhanced structure along with clinical and behavioral supports with the goal of increased stabilization and improved overall health and safety for individuals referred. Supports may also include facilitating improvement in these areas: communication strategies, reliable participation in regular ADL skills and household management, productive community involvement, medication and medical management, and financial management. This service also includes 24-hour supervision, transportation, and transition planning to less restrictive residential settings.

Providers should explore the use of Supportive Technology in accordance with the principles and practices of the DDS Technology Forward initiative. Supportive Technology to increase opportunities for individuals to achieve greater independence and control over their lives will be identified by the provider. Supportive Technology in conjunction with the design of the home should meet individuals’ environmental accessibility needs with the goal of allowing individuals to be as independent as possible. This may include outfitting homes with individual specific assistive technology devices identified through an assistive technology assessment.

2.1 Assessment of Individual Needs for S-Rate Services

In addition to Section 2.3 of ALTR-24, Assessment of Individual Needs, providers must consider the following when (1) comprehensively evaluating individual needs and (2) determining the overall staffing plan:

• Elopement/Bolting/Wandering: What type of support and/or environmental modifications will be needed to ensure the individual is safe. Any restrictive interventions must be documented in the Plan of Care and agreed to by the participant/guardian. Further, documentation must include attempts at less restrictive options and be reviewed periodically.

• Medication Management: Whether the individual can safely self-administer or needs medication to administered by MAP certified staff or appropriately licensed staff.

• Clinical / Behavioral: The individual’s support needs for behavioral or mental health symptoms that pose a risk to self/ others or adversely impact their quality of life, including the ability to maintain community tenure without interruptions by emergency department visits, inpatient stays and interactions with police and the court system.

• Community Stabilization: The type and level of support an individual needs to manage mental health and behavioral challenges successfully in the community and transition to a less restrictive residential model.

2.2 Medical and Behavioral Health Care Management Requirements for S-Rate Services In addition to ALTR-24 Section 2.4, Medical and Behavioral Care Management Requirements, providers must have the organizational capacity to provide behavioral and clinical support to individuals. Providers should have a strong in-house clinical capacity with variety of clinical providers and subject matter experts such as social workers, psychologists, assistive technology professionals, counselors, board-certified behavioral analysts, speech and language pathologist, occupational therapists, etc. These positions should be on staff, and/or have documented connections to local behavioral health and therapeutic resources. In addition to a strong in-house behavioral health component, providers will require strong case management, nursing, and community support infrastructure sufficient to meet the needs of the individuals served. Providers must employ other qualified clinicians with significant experience with this population to oversee the medical and behavioral / clinical needs of all individuals supported in addition to the registered nurse and senior positive behavior supports (PBS) qualified clinician required in ALTR-24.

2.3 Provider Competencies

• Safety/Crisis Planning – individuals living in these homes will have a Safety or Crisis Response Plan to respond to behavior that presents a danger to self or others. Specific steps along the escalation continuum, key team members, and criteria for contacting local crisis teams and more intensive support. The plan is developed by the provider’s positive behavioral support team in consultation with DDS case management staff when the individual moves into the home and is updated at their ISP meeting or more frequently as needed.

• Clinical/Behavioral Expertise – Providers must have staff who are skilled in working with individuals who have complex presentations. Staff must be trained to work with individuals who may be aggressive, assaultive, self-injurious, or likely to exploit others. An approved Crisis Prevention, Response, and restraint curriculum is required, and all staff must be trained in accordance with that curriculum. Staff must use restraints only as permitted under DDS regulations, policy, and procedures.

Provider clinicians, either on staff or in consulting roles, must possess specific expertise in working with this population and must develop and maintain active relationships with relevant community resources. Providers must understand current guidelines for treatment and use of medications, including psychotropic medications, and must provide related specialized training and supervision to staff working in these programs.

• Providers must have a strong risk management system, and work in conjunction with DDS’s incident and risk management systems.

• Provider staff will participate actively in the annual Individual Support Planning and comply with 115 CMR 6.20- 6.25, as may be amended or promulgated over the lifetime of this procurement.

• Providers must identify individualized criteria to determine when the team can begin planning a supported return of an individual to a less intensive setting.

• Provider staff must have the ability to provide support to individuals for community integration, travel training, and safety skill training as identified in their ISP. Training and/or assistance with money management and budgeting skills are also to be provided as needed based on individualized assessment.

• Providers must demonstrate systems to ensure that medication management per MAP Regulations and management of medical support needs (including daily protocols, ongoing medical appointments, and follow-up) are identified, tracked, and responded to as needed in a timely manner.

• If an individual requires day staffing/ support, DDS will negotiate with the provider on a case-by-case basis and based on need.

2.4 Additional Staff Qualifications and Training for S-Rate Services Staff providing these services must meet the minimum experience and training requirements established in ALTR-24, Section 2.5, Staff Qualifications and Training.

The individuals served through this RFR present with behavioral support needs that will require an enhanced level of staffing in terms of experience and specific expertise to promote success. S-rate residential service models utilize a team of support and clinical professionals that have a variety of skills and qualifications. S-rate services will typically include the following types of professionals:

• Direct Support Professionals with enhanced training and consultation and two (2) years of experience working with individuals served by this RFR (Registered Behavior Technician (RBT), etc.)

(approximately 25% of total direct care staff)

• Behavior Analyst with two (2) years of experience working with individuals served by this RFR (BCBA, BCaBA, bachelor’s degree in psychology or closely related field, etc.) (approximately 75% of total direct care Staff)

• House Managers with significant experience supporting individuals with behavioral needs

• Licensed Practical Nurses

• Registered Nurses

• Senior Positive Behavior Supports (PBS) qualified clinician

• Clinical Services Staff (BCBA, Psych, OT, ST, PT, Dietician, LICSW)

Training Requirements for S-Rate Services The following is a list of training require for S-rate services are in addition to the training requirements found in ALTR-24, Section 2.5, under the heading Training Requirement.

• DPPC/Mandated Reporter Training

• De-escalation training and emergency situations potentially requiring restraint

• Trauma Informed Care

• Motivational Interviewing

• Harm Reduction Strategies

It is expected that the staff will possess or be trained to understand several core areas of Applied Behavior Analysis (ABA) and individualized care. Foundations in ABA, including understanding the ABC’s (Antecedent- Behavior-Consequence) and Motivational Operations/ Setting Events, are essential to recognize factors that trigger or influence behavior. It is expected that staff will be proficient or gain proficiency in data collection systems to track behavior patterns and ensure that all programs are implemented consistently and with integrity.

Staff training should include topics such as substance use, acquired brain injuries, ASD, forensics, and mental health disorders that can impact an individual’s behavior. Staff must be able to follow ISP goals and objectives and implement behavior plans.

On-going professional development along with consistent on-site clinical supervision is essential. Staff are required to receive training at least twice a year, and more frequently when training needs are identified.

Additional Requirements for House Managers for S-rate Models

• Bachelor’s degree and two (2) years’ experience working with adults as outlined in Section 1.0, Target Population

• BCBA preferred

• Knowledge and experience with ABA principles, PBS, de-escalation techniques and physical restraint

• Supervisory experience and ability to guide Direct Support Professionals

• Organizational skills/case management and care coordination

• Proficiency in efficiently managing and coordinating schedules for multiple team members to ensure that Agency/ Relief staff are minimally utilized

• Ability to manage and monitor spending to meet resident and program needs

• Familiarity with Centers for Medicaid and Medicare Services (CMS) Direct Service Workforce (DSW)

Core Competencies

• Ability to monitor data collection and provide feedback on interventions and data (work collaboratively with multidisciplinary team)

PBS Qualified Clinician for S-Rate Providers must employ a Senior PBS-qualified clinician with at least five (5) years of experience with adults, as outlined in Section 1.0, Target Population, to provide oversight of the behavioral/clinical needs of individuals, implementation of clinical and behavioral supports, and supervision of all clinical staff providing pilot services. PBS qualified clinicians must meet the standards defined in 115 CMR 5.14(10) or other such regulations as may be amended or promulgated over the lifetime of this procurement.

An essential component of the PBS initiative is the establishment of the PBS Leadership Team. As indicated in 115 CMR 5.14(10), membership of the PBS Leadership Team must include: an individual in an executive leadership position with authority to implement changes in management, content, resources and/or training, a Senior PBS qualified clinician, and other agency personnel representing different functional units within the organization, such as human rights, quality assurance or clinical staff. The Leadership Team is expected to be in place prior to the first individual moving into the home.

2.5 Referral Process

Referrals for this program will come through a two-step process. The first step is a DDS-generated referral process in which Area and Regional Offices will submit candidates to a Centralized DDS Review Committee. The committee will assess referrals to determine if individuals meet program criteria. Upon determination of suitability and priority for the program, second step referrals will be forwarded to the provider with current capacity. It is the expectation that providers accept all referrals, initiate contact, and begin the support planning process within three (3) to five (5) business days of receiving a referral. Providers will not discharge individuals without the explicit approval of DDS.

2.6 Staffing Plans for S-Rate Services

Due to the intensive nature of these services, DDS and providers will work together to establish appropriate levels of staffing supports for each site. It is anticipated that many of these individuals will not have established day programs, and this should be considered when designing the staffing plan.

S-rate residential homes are designed for four (4) individuals living together. A fifth individual may be placed in a home only after a clinical review and approval by DDS.

In addition to requirements found in Section 2.3 of ALTR-24, Determination of Staffing Plan, providers shall develop their own back-up workforce for these S-rate homes and shall use independent contractors and temporary agency staff only when they’ve exhausted their internal back-up pool. When requested by DDS, agencies are responsible for sharing data on the use of agency staff and internal staff. Excessive use of agency staffing could lead to a review of the contract.

3.0 Performance Requirements and Contract Monitoring

In addition to the requirements of ALTR-24 Section 5.0, Performance Requirements and Contract Monitoring, all programs shall be responsible for implementing an internal quality review and monitoring process.

Additionally, the peer consultation and peer review systems will be established to ensure compliance with regulatory standards.

4.0 Contract Invoicing

All invoicing for services provided under this contract shall be conducted through the Enterprise Invoice Management (EIM) system. Awarded providers are required to establish and maintain user accounts within EIM and maintain up-to-date organizational information and must appropriately terminate accounts for staff that are no longer employed by the providers or do not need to maintain access to EIM.

A provider may not begin services or incur any obligation in any form until a Standard Contract Form with any supplements thereto has been signed by authorized representatives of DDS and the provider.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

5.0 Questions and Evaluation Criteria

Providers seeking to deliver services under this procurement should directly and clearly address each of the response areas listed below. Do not exceed page limitations. Each item will be scored in keeping with the values and guidance contained in the Evaluation Criteria that appear below. Attachments or appendices not requested and any program descriptions beyond the page limit will not be reviewed.

Providers should consider the following evaluation criteria while drafting answers to the following questions:

Experience and Qualifications: Providers must submit details of their clinical experience, including case studies or examples of managing clients with similar behavioral challenges.

Staffing Plan: Providers should detail their staffing model, including staff qualifications, staff-to-client ratios, and training programs.

Clinical Resources: Providers must outline their clinical resources and how they plan to apply them to the care of the target population.

Accreditation and Compliance: Providers must include documentation of their compliance with relevant laws and certifications.

5.1 Questions

Question 1 – Experience (maximum 3 pages) This RFR seeks to provide intensive support to individuals who exhibit significant behavioral presentations such as aggression, self-harm, elopement, PICA, or other complex behavioral health issues, and for whom traditional supports have been ineffective. How does your agency’s experience match the goals outlined in this proposal? Include in your response information on the following bullets:

• Experience in providing intensive support to individuals with ID, ASD and significant behavioral challenges (including elopement, PICA, SIB, etc.), or individuals with an Acquired Brain Injury (ABI) or other disability and significant behavioral challenges giving specific information about the number of individuals served and years of service.

• What specific services are you currently contracted to provide for DDS?

Question 2 – Organizational Structure (maximum 2 pages, plus Organization Chart(s) and Key Staff Resumes) Share how this residential model fits into your agency's organizational structure. What resources and expertise will your organization be able to provide to support the development and delivery of this new service? If the PBS leadership team has been developed, who is on the team and what are their qualifications? If the PBS leadership team is being developed, what will the team look like?

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

Question 3 – Staffing Qualifications and Training (maximum 4 pages) Describe the key staff who will be involved in this program’s operation, their qualifications, and their experience working with individuals served in this model, as described in Section 1.0, Target Population.

• Describe staff positions that will be involved in this program’s operation.

• How do you envision blending the various skills sets of team members into a collaborative whole for effective service delivery?

• Describe the training and qualifications of the staff who will be providing these services. How will your clinical team provide effective consultation and support to your residential team?

• Provide case examples that demonstrate a team-based approach in working with individuals with significant behavioral challenges. What are the key services that were provided?

• What is your agency’s internal and external training resources? Describe how you will meet the identified training requirements and subject matter expertise described in the RFR.

• Please identify the methods that you will use to recruit and retain quality staff for this program.

Question 4: Staffing Plans and Oversite at Each Home (maximum 3 pages) Explain how your agency will manage and supervise the services at each site location. In the narrative, specifically discuss how your agency will:

• Assess and determine the collective needs of all individuals in the home, and the expectations for site services based on these cumulative needs.

• Maintain the specified number of direct support professionals to meet individual needs and support goal development, skill-building, safety, and independence.

• Track designed staffing schedules and modality of supports and fulfill these for each home/site on an ongoing basis.

• Maintain an objective, quantified system for assessing the performance of the house manager and direct care, clinical, and nursing staff in the delivery of service in accordance with each agency’s service plan using standardized measures.

• Conduct frequent direct observation and supervision of the services provided at each home, and how the outcomes of the monitoring will be utilized.

• Utilize monitoring outcome data to improve the delivery of support.

• Maintain an on-call system and mechanisms that will be utilized in responding to medical and behavioral/psychiatric emergencies and physical plant issues.

Question 5 – Clinical (maximum 3 pages) As clinical support will be key to the success of individuals in this program, familiarity with behavioral approaches is critical.

• Describe what clinical resources you currently have in your organization to devote to this programming. Do you anticipate the need to hire additional clinical resources to staff this project, and if so what type? What are your treatment strategies or specific methodologies for supporting individuals with significant behavioral challenges?

• How does your agency determine and manage risk?

• Describe the clinical frameworks your agency employs to understand and treat a variety of issues, such as:

o Aggression o Self-harm o Elopement o Trauma o Anxiety o Dysregulation

• Describe your agency’s philosophy about balancing risk management and individual rights.

Question 6 – Service Delivery (maximum 3 pages) The expectation is that the provider will successfully facilitate a team approach to service delivery.

• How will your clinical and nursing staff train and support the direct care professionals working in the program? How often will direct staff have access to troubleshooting and support?

• What is the crucial characteristic of a successful group setting for adults as described in Section 1.0, Target Population?

• How will you structure the days of individuals who don’t have a regular day program when referred?

Question 7 – Community Partnerships/Linkages (maximum 3 pages, plus Memo of Understanding (MOU) or Formal Affiliation, if applicable)

• Describe your experience working with mental health supports in the community such as Mobile Crisis Intervention teams, inpatient and outpatient supports. What is the density and proximity of clinical resources in your proposed service area?

• What relationships do you have, or will you develop, within the community (neighbors, community generic services, law enforcement, etc.), and how would you leverage these relationships to improve services?

• Include Memo of Understanding (MOU) or Formal Affiliation with Community Mental Health providers if you plan to rely on them as part of your application.

Question 8 – Crisis Stabilization (maximum 3 pages) One of the goals of this model is to minimize the number of trips and/or time spent in the ED, and/or involvement of law enforcement. Describe how you will:

• develop and implement crisis plans with an individual to prevent or minimize ED trips or inpatient stays and/or involvement of law enforcement.

• how the team structure will provide support during times of crisis to stabilize individuals and minimize ED trips or inpatient stays and/or involvement of law enforcement.

• have your existing crisis prevention and intervention structure support this program.

Question 9 – Diversity (maximum 2 pages) How does your agency ensure diversity and inclusion in its support services for individuals with significant behavioral challenges, considering the unique needs and experiences of various cultural, ethnic, and socioeconomic backgrounds?

• How do you foster an inclusive workplace?

• How will you evaluate and support individuals for whom English is not their primary language?

• How will your agency be responsive to the specific cultural and linguistic diversity of the individuals to receive services?

Supplier Diversity Plan Form for POS (SDP Form Submission Requirement) All providers 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 enterprise or non-profit organization. Providers that don’t have any POS contracts, 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.

To be awarded a contract, providers must, at a minimum, commit to at least one SDP Partner, prior-year spending information, and a current year financial commitment.

5.2 Evaluation Criteria

Procurement Management Team (PMT) members will rate the questions based on the materials submitted. No proposal can be accepted as “qualified” without meeting the standards for every required response item. In order to be qualified, a provider must receive a score of 2 points for each required question. In addition, the provider’s Supplier Diversity Plan must receive a score of 2 for the entire proposal to be deemed acceptable. In cases in which a provider’s response or SDP plan scores less than 2 points, the provider may be notified that the submitted response is unacceptable and will be given an opportunity to submit an additional or revised response to correct the original submission.

Rating Scale 0 points—Fails to Meet Standard or Insufficient Information: There is no description, or the description is materially incomplete, not relevant to the services to be provided, or fails to meet standards and expectations laid out in this RFR.

1 point—Minimally Acceptable/Incomplete: Information provided addresses some but not all elements of the question posed and/or addresses elements in an incomplete or unclear manner. Information does not fully meet the standards and expectations laid out in this RFR.

2 points—Acceptable: Information provided addresses all elements of the question posed fully and completely. The responses reflect understanding of the expectations for this service model, the needs of the individuals who may be supported through this procurement, and the capacity to arrange and deliver the services to be provided.

3 points—Exceptional: Information provided addresses all elements of the question posed fully and completely and, in addition, the response demonstrates that the applicant has an exceptional understanding of and experience with provision of the services they seek to provide.

6.0 Estimated Procurement Calendar

Event Date

RFR Release Date December 16, 2024

Provider Conference Via Zoom

Zoom Link:

https://zoom.us/j/98925940967

Meeting ID: 989 2594 0967

January 7, 2025

At 11 am

Deadline for Questions All Questions must be submitted to DDS POSProcurement@mass.gov or through COMMBUYS by the date and time indicated.

All Questions with answers will be posted on COMMBUYS. The Department is not bound by any oral comments or representations made by the Contact Person(s) and/or any other Department employee. Telephone calls will NOT be accepted regarding this

RFR.

January 8, 2025 by 5pm EST https://zoom.us/j/98925940967 mailto:POSProcurement@mass.gov

Providers are prohibited from communicating directly with any employee of the Department except as specified in this RFR.

All Questions with answers will be posted on the COMMBUYS.

BID Opening Date/Deadline for Electronic Submissions All responses must be submitted electronically using the online submission tools available to Vendors registered in

COMMBUYS.

January 28, 2025 by 5 pm EST

Estimated Contract Start Date March 1, 2025

7.0 Required Forms

Check if applicable (“X”)

Form/Document Notes/Instructions

Cover Page & Response Document Include with Electronic Submission

Organizational Chart for Contracting Entity

Include with Electronic Submission

Key Staff Resumes Included with Electronic Submission

Memo of Understanding (MOU) or Formal Affiliation, if applicable

Include with Electronic Submission

Supplier Diversity Plan Form for POS Include with Electronic Submission

Standard Contract Form and Instructions For information purposes only; do not fill out

Contractor Authorized Signatory Listing For information purposes only; do not fill out

7.1 Other Forms

If the following signed documents are not on file with the Office of the State Comptroller, or there are changes to forms current on file, the provider must submit electronic versions of these forms to the email address noted on the cover page of this BID.

• Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

• EFT Form

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

7.2 Instructions for Submission of Forms and Questions

All responses to be submitted electronically using the online submission tools available to providers 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.

The Department is processing the standard contract form electronically when possible. Providers should not submit signed copies of the standard contract form or the contractor authorized signatory listing posted on COMMBUYS with their proposal. These forms are posted for informational purposes only.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the provider or the provider’s agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Providers 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 they are an agent of the provider with authority to sign on the provider’s behalf, and that they have read and assented to each document’s terms.

To be considered, complete package must be submitted electronically using the online submission tools available to Providers registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click to the Commonwealth must on the “Register” link on the front page.

All providers 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. DDS is not responsible for delays encountered by providers or their agents, or for a provider’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

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.

DDS requires that all response attachments that are uploaded in COMMBUYS include the company name of the provider and the RFR document identifier found on page 1.

Amendments to BID The Department reserves the right to make amendments to the Bid after the initial publication. It is each provider’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 providers who submit a quote based on an out-of-date Bid or on information received from a source other than

COMMBUYS.

Alterations Providers may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a Bid.

Ownership of Submitted Quotes The PMT shall be under no obligation to return materials submitted by a provider in response to this Bid. All materials submitted by providers become the property of the Commonwealth of Massachusetts and will not be returned to the provider. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a provider’s quote, whether or not the quote is selected for contract award.

Quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Providers retain access to a “read-only” copy of this submission via COMMBUYS, as long as their account remains active. Providers also may retain a traditional paper copy or electronic copy on a separate computer, or network drive or separate media, such as CD or DVD, as a backup.

7.3 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.

7.4 COMMBUYS Support

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.