SSQUAL-23 Questions and Answers - Bidders Conference FINAL 3.11.22.docx

Support Services Qualification 2023 (SSQUAL-23) RFR Bidders Conference: March 8, 2022 Questions and Answers

Posted: March 11, 2022 The following document is a summary of questions and answers from the SSQUAL-23 Bidders’ Conference held on March 8, 2022. This document also includes questions submitted in writing after the Bidders’ Conference. In some cases, questions have been edited for clarity and duplicative questions have been combined.

1. When will In Home Supports (activity code 3798) be up for procurement?

A. In Home Support services were procured under the In Home Supports – 16 RFR which expires June 30, 2026.

2. Current activity code 3798 for Individual Support Services (ISS) provides individual supports to individuals in their own apartments. Is DDS in the SSQUAL-23 BID/RFR removing individual supports to people living in their own homes or will that service be out for bid at another time? Per the DDS SSQUAL-23 RFR Individual Home Supports can only be provided to an individual who resides in their caregiver/family’s home.

A. DDS has separate procurements for In Home Supports (3798) and Individualized Home Supports (3703). Only the 3703 service is being procured as part of SSQUAL-23. 3703 services are intended for individuals who live with their family/caregiver, and 3798 services are intended for individuals who live independently. The delivery of 3798 services are not impacted by this procurement.

3. Our program is already providing DDS IHS under 3798 - how are SSQUAL services different? If we are already qualified for 3798, do we need to submit for 3703?

A. Individualized Home Supports (3703) are intended for individuals who live with their family/caregiver. 3798 services are intended for individuals who live independently. Providers do not need to qualify for 3703 under SSQUAL-23 to continue providing services to individuals authorized for 3798 services. However, providers will need to qualify in order to continue providing 3703 services and/or to receive new referrals for individuals who live with their family/caregiver.

4. How will clients already being served in SSQUAL be managed? Will we continue to serve them, or will the area office have to refer again?

A. Individuals currently receiving SSQUAL services will continue to receive those services from the same provider, so long as that provider qualifies for services under the new procurement. Providers do not need a re-authorization of services from DDS. Due to the new procurement, DDS will be issuing new contract numbers in FY23. Enrollments for all individuals will be moved from the old contract to the new one.

5. We already provide family navigation through DESE contract. Do we need to respond to this RFR to continue DESE family navigation?

A. No. Agencies who are providing family navigation through the DESE program, agency with choice, or through a family / autism support center do not need to qualify for family navigation under SSQUAL-23. Providers do need to qualify under SSQUAL-23 if you intend to do additional family navigation services outside of those programs.

6. For IHS in SSQUAL-23, must those services be provided in the parents'/family home, or could they be provided to an adult who lives in their own apartment? It seems SSQUAL-10 (current RFR about to expire) allowed for that, but SSQUAL-23 specifies maintaining "a living arrangement in the family home"

A. Individualized Home Supports under SSQUAL-23 are intended for individuals living with their family/caregiver. There may be existing cases where individuals living independently have been authorized for this service. At this time DDS will not be re-determining those authorizations and intends for them to continue receiving services. New authorizations will be limited to those with a living arrangement in the family home. And new individuals who live more independently will be referred to and authorized for IHS services through 3798.

7. Can you please define Navigation vs. Family Support Navigation?

A. These terms are used interchangeably.

8. Are all services in this RFR unit rate contracts?

A. All services except for Site Based Respite are unit rate. Site Based Respite will be contracted as an accommodation rate.

9. Are we choosing specific regions?

A. The Service Location Checklist is for informational purposes only to identify where providers intend to provide services. This is not a geographical restriction and providers may expand to other regions over the life of the contract.

10. Do we continue to provide in-person services?

A. All services are intended to be primarily delivered in-person. Certain services allow for limited virtual service delivery with prior approval from DDS. Further guidance on delivery and billing for virtual services will be issued by the Department in FY23.

11. Please clarify 3707 (Adult Companion) will use 3731 (Respite in Recipient’s Home) 15 minute rates.

A. Yes. Adult Companion (3707) will be reimbursed using rates titled “Respite in Recipient’s Home” as stated in 101 CMR 414. These are the same rates used for services under activity code 3731.

12. For the SSQUAL services out to bid, does an organization needs to have a professional who oversees positive behavioral supports?

A. Yes, Behavioral Supports and Consultation are provided by professionals in the fields of psychology, social work, mental health, or special education. Organizations must have a professional that meets the requirements of a Qualified Clinician as defined in the RFR on page 13.

13. For site-based respite do you have to have an identified site or is it something that you could develop after qualification?

A. Providers do not need to have an identified site to become qualified. DDS will engage qualified providers to develop site-based respite locations at such time that DDS wishes to open new site-based respite programs.

14. The following services require licensure: adult site-based respite, adult respite provided in a caregiver's home, and IHS if provider is serving individual(s) 15 hours a week or more. Will this require that participants are part of the OQE enhancement survey, or simply that a provider must have an active license to provide these services?

A. As part of Licensure & Certification providers would go through the licensing process for these particular services, and individuals participating in these services could potentially be selected as part of the random sample selection process during the Licensure survey.

15. The RFR says "providers of SSQUAL services that only require re-qualification will need to return a Renewal Form and complete all sections stating: interest in renewing, whether the agency has a current DDS license, and attestation." Can you please confirm if this means that applicable agencies do not need to submit a full narrative and required attachments? I did no see a Renewal Form on COMMBUYS. Can you please clarify exactly what needs to be submitted?

A. This language refers to re-qualification for services by the DDS Office of Quality Enhancement – a process that occurs every two years. This process is separate from the RFR process. All providers of SSQUAL services must submit a complete response, including all forms and narratives, in order to be qualified under the SSQUAL-23 RFR and continue services in FY23.

16. Is the Rate for Respite being looked at as well as the Adult Companion?

A. Rates for Respite and Adult Companion were reviewed and promulgated effective January 1, 2022. These rates are contained in 101 CMR 414. These rates will remain in effect during FY23.

17. Can you explain further why respite for children is not offered in the respite worker's home? There may be times when a caregiver would like a child to spend time in someone else's home rather than in the family's home or at a community activity even it if is as simple as going to the respite worker's home for a meal between activities or perhaps an overnight away from home.

A. DDS intends to re-procure respite services for children provided in a caregiver’s home and in a site-based respite program during FY23. Any current providers of these services should contact DDS regarding continuity of services in the interim. Due to different site licensure requirements for children’s services established by the Department of Early Education and Care, these services were excluded from SSQUAL-23 procurement. Respite for Children in the Recipient/Family Home does include providing services in community settings. Respite workers may be used to accompany children and provide supervision to them in order to participate in community activities. Refer to service definition on page 23.

18. Is a high school diploma not required?

A. Education requirements are listed under the program and staff requirements section for each service.

19. Is there travel reimbursement included in the adult companion rates?

A. Payment rates are considered payment in full for program services, including all related expenses. Providers may refer to the Executive Office of Health and Human Services for additional detail on rate development.

20. Can you clarify what documentation is required for clinicians? Is a licensing document necessary?

A. Clinicians must list license numbers in their resumes, but do not need to submit copies of licensing documents.

21. For Behavioral Supports and Consultation, are Qualified Clinicians limited to the titles stated in the RFR, or can similar professionals/credentials (e.g. OTR/L) be considered?

A. Yes, clinicians are limited to those titles. Clinicians are limited to the credentials stated in Chapter 5 of the DDS regulations (115 CMR 5.00), which are re-stated in the RFR.

22. If there are multiple clinicians providing Behavioral Supports and Consultation, do we need to submit all resumes?

A. Yes.

23. Does each service response submitted require its own individual org chart?

A. Providers must submit organizational charts that clearly identify where programs are situated within the organization, including key staff and reporting structures. Depending on how programs are organized, this may be accomplished with a single or multiple charts. Submissions will be considered acceptable so long as each service that provider wishes to be qualified for is clearly identified in the charts.

24. Will Rates be posted for all these services?

A. DDS maintains a chart of payment rates on the DDS POS website. Providers may also refer directly to the rate regulations, which are maintained on this EOHHS website.

25. Will you be posting or sharing these slides?

A. Slides from the bidders’ conference will be posted on Commbuys.

26. Are the Standard Contract Form and Contractor Authorized Signatory required to be submitted if already on file with the Commonwealth? If so, do we need to submit electronic copies through COMMBUYS and a hard copy via postal mail?

A. All providers must mail completed, original copies of the Standard Contract Form and Contractor Authorized Signatory Listing to the address listed in the RFR. Providers may optionally include electronic copies in their submission on Commbuys. This procurement will result in the award of new contracts that have to be co-signed by the Department in order to be considered fully executed.

27. In preparing the response to this RFR are there any guidelines for "font size" and spacing? Should the written response be single spaced? Double Spaced?

A. Providers must respond to the RFR using the response document templates posted on Commbuys. These documents are pre-formatted with the appropriate fonts/sizing/spacing. This format is Times New Roman, 12 pt. font, single spaced.

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