Vehicle_Modification_RFR_FY22 Amendment 1.docx

The Commonwealth of Massachusetts

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

MASSACHUSETTS REHABILITATION COMMISSION

600 WASHINGTON STREET, BOSTON, MASSACHUSETTS

Request for Response (RFR)

Document Title: Vehicle Modification Services

COMMBUYS Bid#: BD-22-1071-AO-02021-71827

Agency Document Number: MRC VEHICLE MOD 22

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 COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline 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.

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RFR: MRC VEHICLE MOD 22

Boston, MA 02111

Procurement Questions:

Questions must be posted on COMMBUYS by: March 18, 2022 at 4:00 p.m. in COMMBUYS.

Responses to the questions received via COMMBUY will be posted on COMMBUYS no later than March 25, 2022 at 4:00 p.m. in COMMBUYS.

March 14th at 3:00pm Join Zoom Meeting https://massrehabcommission.zoom.us/j/95094878418?pwd=WU80WWgxVGJ2c2dkaGU0VXNZT3dVUT09&from=addon Meeting ID: 950 9487 8418 Passcode: 65345

Dial in: +1 929 436 2866 US (New York) Meeting ID: 950 9487 8418 Passcode: 65345

COMMBUYS Helpdesk #: 1-888-627-8283 (8am - 5pm ET Monday - Friday)

Awarded bidders will be added to the list of qualified providers

Total Estimated Annual Award:

Total annual expenditures are estimated at about $1.5Million up to about $15Million for the total duration of this RFR

Estimated Procurement Calendar:

3:00 pm

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

Official Answers for Bid Q&A published

Deadline for Quotes/Bid Responses

Negotiations (Estimated)

May 18- June 15, 2022

Estimated Contract Start Date *subject to the availability of funds.

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

AMENDMENT HISTORY

Amendment 1

March 17, 2022 page 13

Updated “FORMS REQUIRED FOR RESPONSE” section (added text below)

1. If providing services to MRC/CL Consumers within the ABI/MFP/TBI Waiver programs, submission must include:

0. Disclosure Form for Entities

0. Provider Type 35

0. MA Medicaid Provider Agreement and Acknowledgement of Terms of Participation

ACQUISITION METHOD

MRC will qualify providers to provide services through this RFR. Qualifying to provide services does not guarantee referrals to services. This is a rolling RFR and will be open to new providers throughout the life of the RFR. The acquisition method to acquire goods and services from this Solicitation is Fee for Service.

SINGLE OR MULTIPLE CONTRACTS

Multiple providers will be qualified. As stated above, this is a rolling RFR. For providers wishing to start as of July 1, 2022, responses are due no later than April 15, 2022 at 3:00 p.m.

SINGLE OR MULTIPLE DEPARTMENT PARTICIPATION

Only Procuring Department May Contract Under RFR

X Option to Allow Other Departments to Contract Under Terms of RFR using separate contracts

ANTICIPATED DURATION OF CONTRACT AND ANY RENEWAL OPTIONS

MRC also reserves the right to amend this contract if needed.

ANTICIPATED EXPENDITURES, FUNDING OR COMPENSATION FOR EXPECTED DURATION

The amounts indicated are estimates. Contract amounts during any contract period are subject to a selected Bidder’s response, and may increase or decrease based upon contract negotiation, performance, appropriation, and/or the availability of funds.

Estimated Total Annual Funds: $1.5 million annually.

Will Federal funds be used to fund this contract? Yes.

APPLICABLE PROCUREMENT LAW

MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

DESCRIPTION AND PURPOSE OF PROCUREMENT

Massachusetts Rehabilitation Commission (MRC).

MRC is a state agency dedicated to helping individuals with disabilities live and work independently. The mission and vision of the Massachusetts Rehabilitation Commission is to promote equality, empowerment, and independence of individuals with disabilities. MRC achieves this mission by providing comprehensive services to people with disabilities in order to maximize their quality of life and social and economic self-sufficiency. MRC employs approximately 800 individuals who serve over 128,000 people with disabilities across Massachusetts, providing services and supports that include vocational counseling, training and employment supports, job placement, benefits counseling, independent living supports, assistive technology, home modification, brain injury services, and home care assistance. Services are provided through three primary divisions: (1) Vocational Rehabilitation; (2) Community Living; and (3) Disability Determination Services. Funding for MRC is provided from multiple sources including federal funds, state funds, and grant awards.

Together with stakeholders, partners, and allies, the Massachusetts Rehabilitation Commission (MRC) works to expand what’s 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. MRC provides services that break down barriers and empower people with disabilities to live life on their own terms. Our programs focus on vocational rehabilitation, community living, and disability determination for federal benefit programs. We are change agents and community builders. And we put the people we serve at the heart of everything we do. For too long, people with disabilities have faced social and physical barriers in their path to independence and self-determination. But we cannot reach our true potential unless everyone can participate fully and contribute their talent, will, and ingenuity. Inclusivity is good for society, good for business, good for our culture. When we break down barriers, we make life better for all.

The MRC Vocational Rehabilitation Division (MRC/VR) is a federal and state partnership designed to assist eligible individuals with significant physical and/or mental disabilities attain part or full-time employment in the community. The MRC/VR program provides a wide range of services necessary for eligible individuals to attain or retain gainful employment. The VR Division includes the Assistive Technology (AT) Department that manages three AT programs: Individually Authorized AT Services (previously known as Adaptive Assistance), Vehicle Modification Program (VR-VM) and Adaptive Housing Program (VR-AH). The purchase under any such program and services is subject to the procurement rules and regulations of the Commonwealth of Massachusetts.

The AT Department is also tasked with providing the American Rescue Plan Act (ARPA) funded vehicle modifications to eligible MA consumers. This RFR will include the ARPA-funded Vehicle Modification Program (ARPA-VM). The funding for the ARPA-VM program will be available for limited time and likely would not be extended.

This RFR is also open to usage related to special funding and/or time sensitive projects that are related to the American Rescue Plan Act (ARPA) or any future initiatives. Some of these may be limited in nature and not active for the entire period of an RFR. Any ARPA or special initiatives will not be able to exceed the allowable duration of this RFR. If the service is exactly the same as stated in the core of this RFR, but has a special funding component, MRC may directly contract for it. However, if MRC determines some additional related needs require additional information prior to being able to contract with eligible entities under this RFR, a Request for Quote may be issued to the eligible entities under this RFR.

The MRC Community Living Division (MRC/CL) has a wide variety of programs and services that meet the diverse needs of people with significant disabilities and enable them to live independently. The purchase of any such program and services is subject to the procurement rules and regulations of the Commonwealth of Massachusetts. Within the MRC/CL Division, the following programs are anticipated to utilize qualified vendors under this procurement:

· MRC’s Community Based Services includes the Acquired Brain Injury Non-Residential Habilitation Waiver, the Moving Forward Plan Community Living Waiver, and the MFP Demonstration Waiver. The MFP Demonstration Waiver is a five-year, federal Medicaid demonstration program designed to support elders and individuals with disabilities ages eighteen and older to successfully transition from institutional facilities and live in their own homes or other community settings. The MFP Demonstration waiver and the two Home and Community Based Services Waivers will allow the Commonwealth to offer an expanded array of Medicaid funded community services to participants.

· The Statewide Head Injury Program (MRC/SHIP) provides services and supports for individuals with traumatic brain injury. SHIP supports the Traumatic Brain Injury Waiver, a Home and Community Based Services Waiver program. Individuals with externally caused brain injury who meet qualifications receive support from the SHIP program to remain in and engage with the community.

As noted above, these programs are currently anticipated to utilize qualified vendors under this procurement. The procurement is open to any MRC program.

DESCRIPTION OF THE PROCUREMENT

MRC is seeking responses for the purpose of procuring modifications to vehicles to be used by eligible individuals with severe disabilities who will require motor vehicle modifications to drive independently or be safely transported as passengers. The types of disabilities vehicle modification services may include but are not limited to mobility, neurological and neuromuscular disabilities. "Motor Vehicle Modifications" refers to any alteration to a vehicle to assist a person with a disability to drive independently or be safely transported as a passenger.

The Commission provides modifications to motor vehicle through the procurement of approved providers who purchase and install equipment within the motor vehicles to be used by eligible clients for whom this service has been authorized, or vehicles owned by the Commission, other state agencies/entities or the Commonwealth. Therefore, the term “the Commission” will refer to any agency/entity authorized to procure motor vehicle modifications under this RFR. Other agencies/entities will use separate funding sources and their utilization of this contract would not affect the spending ceiling established in this RFR.

Modification of a vehicle to be used by consumers are specific to the functional capacity and limitations of the individual. All modifications will be competitively procured. Individual procurements typically range from $150 to about $115,000.

A Master Agreement contract will only be authorized for vendors who attain an approved status to perform such modifications on behalf of the Commonwealth.

Response Requirements to be eligible to be added to the Master Agreement are listed in “Proposal Submission” and Contractor Selection” section of this RFR.

They include but are not limited to vendor experience modifying vehicles with adaptive equipment and modifications, experience working and representing manufacturers of adaptive equipment, licensing, registration, certifications and memberships in relevant associations and their quality improvement programs, geographical area covered and participation in the Supplier Diversity Program.

The Commission will provide modifications to motor vehicles to be used by participants in three programs. The nature and extent of services provided differs between the programs. Vehicle modifications may be purchased through other programs established in the future.

Eligible clients of the Commission’s Vocational Rehabilitation Division may be approved for vehicle modification services as allowed under the Rehabilitation Act as rehabilitation technology services or as services potentially eliminating transportation barriers to vocational rehabilitation services and/or enhancing employment opportunities. VR program clients may receive services subject to the eligibility requirements, regulations and policies of MRC’s Vocational Rehabilitation Division.

As authorized through an approved 1915 (c) Home and Community Based Services Waiver authorizing such services, individuals enrolled in the Moving Forward Plan-Community Living (MFP) Waiver, the Acquired Brain Injury Non-Residential Habilitation Waiver or the Traumatic Brain Injury Waiver may receive Vehicle Modification services to enable the participant to integrate more fully into the community and to ensure the health, welfare and safety of the Waiver participant. Additionally, participants in an approved 1115 Demonstration Waiver authorizing such services may receive Vehicle Modification services to enable the participant to integrate more fully into the community and to ensure the health, welfare and safety of the Waiver participant. Modifications must be specified in the participant’s service plan. Adaptations may be made to an automobile or van that is the waiver participant’s primary means of transportation. Examples of such adaptations include van lift, tie downs, ramp and lowered floor, specialized seating equipment or safety restraint. Vehicle modification services within any of these waivers may not exceed the spending cap as specified in the waiver the individual has enrolled in, and exclude:

1 Adaptations or improvements to the vehicle that are of general utility and are not of direct medical or remedial benefit to the individual.

2 Purchase or lease of a vehicle 3 Regularly scheduled upkeep and maintenance of a vehicle, except upkeep, maintenance or repair of the adaptations.

4 Modifications to a paid caregiver’s vehicle or provider agency vehicle.

Individuals enrolled in the ARPA-funded Vehicle Modification Program (ARPA-VM) may receive the same modifications offered by the VR-VM Program. The funding is limited to $50,000 per consumer subject of any waivers allowed under or future changes in the program regulations and policies.

Under the ARPA initiative, the Commission anticipates acquiring and modifying at least one vehicle that would be used for driver evaluation and driver training of eligible participants. The host (s) of that vehicle (s) will be determined by MRC based on competitive procurement.

If the rules change during the lifetime of this procurement, either via direction from the Rehabilitation Services Administration (RSA) or authorized entity based on the funding source, like MA ARPA Administrator, MRC will follow and expand eligibility.

This RFR specifically allows MRC Vehicle Modification Program to acquire for and modify vehicles owned by the Commonwealth or by other authorized entities as it may be allowed by funding authorities.

NON-STRUCTURAL VEHICLE MODIFICATIONS

Non-structural/Minor motor vehicle modifications are the addition of adaptive equipment to a vehicle that does not significantly alter the structure or integrity of the vehicle. Non-structural motor vehicle modifications may include but are not limited to approved hand controls; wheelchair carriers or trunk loaders; pedal blocks; left foot brake and accelerator pedals; extensions to turn signals or shift lever; electric parking brakes; and wide-angle mirrors.

BID PROCESS

Structural/Major vehicle modifications are procured through an open competitive bid process that includes a provision for consumer choice.

Because of the unique nature of high-tech Vehicle Modifications, and the level of their customization, for subsequent high-tech Vehicle Modifications eligible clients have the option of specifying the vendor to be used prior to the bidding process as long as it is the vendor who completed the previous high-tech modifications for that client, and as long as the vendor is still an approved MRC vendor under the Vehicle Modifications Master Agreement. In such a case, the Commission will accept the lowest responsive reasonable bid from that vendor.

Each bid details the required modifications and related equipment specific to the individual client. All bid requests are sent by email to all approved contractors and will be posted for at least two weeks, except for subsequent high-tech vehicle modifications where the eligible client has expressed preference for a specific approved vendor.

Bids are awarded to vendors based on a combination of the lowest responsive bid(s) and client preference (which takes precedence in cases of subsequent high-tech modifications). For all cases of non-subsequent high-tech bids consumers who choose a higher bidding vendor under consumer choice policy are responsible for paying the difference in the bid amounts directly to their chosen vendor.

All bids may be subject to negotiation before an award is made, based on the cost of previous similar modifications, costs for comparable modifications from other states and other related factors. All procurements are subject to internal agency policies, procedures and approval requirements. This may include, but is not limited to the condition, age and mileage of the vehicle to be modified.

Vehicle Modifications for MFP Waiver clients are subject to a current limit of $25,000 over a three-year period. This limit and other parameters of MFP-VM Program may change in the future. In all instances, modifications may not exceed the limitations specified in the approved 1915 (c) or 1115 Waiver.

Vehicle modifications for ARPA-VM consumers are limited to $50,000 per consumer or as may be amended or waived by ARPA administrators in the future.

Award letters will notify winning vendors of successful bids. The award may be reduced by the eligible client's portion of payments, if any, including, but not limited to the client's contribution (based on required financial participation), manufacturers' mobility rebates, transportation costs etc.

Solicitation, evaluation of bids and award of each job will take approximately 30 business days.

Following the completion of all approved modifications the vendor will submit payment voucher(s)/invoices to the AT Department. After a successful inspection by the Principal Engineer of all work performed, the invoices will be processed to complete payment for work performed. Processing of the payments requires approval of the Commission's Principal Engineer.

All payments for MFP and other Waiver jobs are processed by the Waiver Department.

All invoices must be submitted in accordance with the regulations set forth by Massachusetts Executive Office of Administration and Finance.

NON-STRUCTURAL VEHICLE MODIFICATIONS

Non-structural/Minor motor vehicle modifications are the addition of adaptive equipment to a vehicle that does not significantly alter the structure or integrity of the vehicle. Non-structural motor vehicle modifications may include but are not limited to approved hand controls; wheelchair carriers or trunk loaders; pedal blocks; left foot brake and accelerator pedals; extensions to turn signals or shift lever; electric parking brakes; and wide-angle mirrors.

BID PROCESS

The bid (quote requests) and payment process for non-structural modifications is the same as for structural ones. The bids (quote requests) are sent by email to all eligible vendors and they are posted for five business days.

Award letters will notify winning vendors of successful bids. The award may be reduced by the eligible client's portion of payments, if any, including, but not limited to the client's contribution (based on required financial participation), manufacturers' mobility rebates, transportation costs etc.

Solicitation, evaluation of bids and award of each job will take approximately 15 business days.

Following the completion of all approved modifications the vendor will submit payment voucher(s)/invoices to the AT Department. After a successful inspection by the Principal Engineer of all work performed, the invoices will be processed to complete payment for work performed. Processing of the payments requires approval of the Commission's Principal Engineer.

All payments for MFP and other Waiver jobs are processed by the Waiver Department.

All invoices must be submitted in accordance with the regulations set forth by Massachusetts Executive Office of Administration and Finance.

BILLING REQUIREMENTS

Contractor shall submit invoices and applicable supporting documentation (submitted 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

CONTRACT SPECIFICATIONS

Qualified contractors must:

1. Examine the condition of existing vehicles for structural/major modifications before submitting individual bid responses.

2. Maintain at least the following insurance coverage levels:

· Workers Compensation for all employees

· Minimum statutory required automobile insurance

· General Liability - $1,000,000/occurrence; $3,000,000 aggregate

· Hired/Non-Owned Auto Liability - $1,000,000; $3,000,000 aggregate

· Garage Liability including coverage for Premises & Products & Completed Operations

· Insurance certificates must list MRC employees, clients and agents as covered by the insurance.

MRC reserves the right to amend above insurance requirements in accordance with requirements established by the Commonwealth.

3. Provide the labor, materials, and equipment required to satisfactorily complete work as described in bid specifications or requests for quotes.

4. Provide only new materials and equipment (unless pre-authorized otherwise by the Commission). Both materials and workmanship shall be of reasonable quality.

5. Assume responsibility for damage occurring in performance of work and repair such damages at the expense of contractor.

6. Guarantee work, materials, and equipment to be free from defects for one year from date of acceptance, as described in bid specifications – two years for high-tech jobs. If any defects are discovered during this period the contractor shall correct these defects at the contractor's expense (including necessary transportation, labor and associated fuel costs). Vendors are encouraged to offer extended warranties to MRC clients.

7. Provide equipment and devices conforming to all applicable health and safety standards, and installations shall conform to manufacturer specifications.

8. Provide all incidental labor and parts necessary for completion of work at no additional charge to the Commission. Any requests for additional payments due to changes in specifications, client’s condition and the like may be considered in accordance with the Commission Policies. All such requests must be approved by the Principal Engineer before work is undertaken or will not be approved for payment.

9. Inform the Commission immediately of any changes in equipment design or manufacturing affecting clients of the Commission.

10. Monitor accident and recall data and inform the Commission immediately of any issues which may affect vehicle or equipment safety or reliability.

11. Provide necessary demonstration and training to the clients on the use of the equipment installed and modifications performed.

12. Provide all information to the clients which may be required for insurance matters, obtaining financing or rebates for modifications, etc. For insurance purposes, such information should include the replacement cost of modifications if specifically requested by consumers.;

13. Maintain technology including, but not limited to, telephone, facsimile, internet, and e-mail necessary to assure reliable and speedy communications with MRC staff, agents, and clients.

14. Maintain the capacity to provide maintenance or repairs to modifications as requested by MRC clients or their agents.

15. Conduct all repairs in accordance with the Motor Vehicle Regulations promulgated by the Office of the Attorney General at 940 CMR 5.05.

16. Maintain accessible waiting facilities for clients, including restrooms.

17. Submit payment invoices for completed work within 21 days of completion

18. Final invoices in any fiscal year must be submitted no later than August 15 for performance made and received (goods delivered, services completed) prior to June 30, in order to make payment for that performance prior to the close of the fiscal year to prevent reversion of appropriated funds. If funds revert due to the Contractor’s failure to submit timely invoices, or for disputing an estimated payment, MRC will deduct up to 10% from any final payment in the next fiscal year for failure to submit timely invoices.

CONTRACTOR QUALIFICATIONS

Qualified contractors must:

1. Maintain all required local and state business licenses.

2. Employ mechanics and tradesmen skilled in applicable mechanical, electrical, welding, and electronics trades who have current applicable licenses and/or certifications required in the state in which the vendor is based.

3. Be located in Massachusetts or in a contiguous state.

CULTURAL COMPETENCE

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

Agency Commitment: Agency Board of Directors and administrators make a commitment to creating an environment that clearly supports services for cultural and linguistic minority populations through the mission and goals of the agency.

Consumer Services: Program policies include language that contributes to enhancing equal access to services for all individuals 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 in order to provide opportunities for skill building and to facilitate self-empowerment. All consumers 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 consumers, reflect 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 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.

PERFORMANCE MEASURES

1. All work is performed in compliance and accordance with the regulations, guidelines, and bid request language of the Massachusetts Rehabilitation Commission, "Performance Criteria and Technical Specifications for Automotive Adaptive Equipment and Vehicle Modifications", and in conformance with the applicable requirements including but not limited to, standards issued by the National Highway Traffic Safety Administration (NHTSA), Veteran's Administration (VA), Society of Automotive Engineers (SAE), and National Mobility Equipment Dealers Association (NMEDA) Quality Insurance Program Specifications. Vendors and their suppliers are encouraged to participate in activities of all organizations involved in vehicle modifications for people with disabilities.

2. The contractor cooperates with the Commission, its staff and its designated persons (including outside consultants, notably driver evaluators) in all issues related to this RFR.

3. All structural modification work is completed within 120 days of the award letter date unless an extension is authorized by the Commission. All non-structural modification work is completed within 30 days of the award letter date unless an extension is authorized by the Commission. MRC reserves the right to process payments for partial completion (upon inspection) in cases of the jobs crossing the State or Federal Fiscal Year.

4. At least 80% of the consumers served by a contractor express satisfaction with customer service and quality of vehicle modification based upon a survey conducted by the Massachusetts Rehabilitation Commission.

Failure to meet any of these standards may result in temporary or permanent suspension from future bidding. The Commission reserves the right to take any reasonable actions necessary to assure proper compliance by the vendors.

PROPOSAL SUBMISSION AND CONTRACTOR SELECTION

Interested Bidders are invited to submit a proposal package consisting of the following:

A. RFR Cover Page B. Letter Summarizing Bidder’s interest in and qualifications for this Contract.

C. Resumes/curriculum vitae of Principals or description of experience in vehicle modification for individuals with disabilities.

D. Credentials of key personnel including copies of applicable licenses and/or certifications and NMEDA membership if applicable E. Description of equipment which vendor is authorized to install and/or service, including copies of the vendor’s certifications from the manufacturer.

F. Description of the Massachusetts geographical area covered by the bidder.

G. Insurance Certificates with applicable limits and coverage stated. Massachusetts Rehabilitation Commission employees, clients, and agents must be listed as covered by the insurance.

SUBMISSION COMPONENTS AND ATTACHMENTS

COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.COMMBUYS.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Additionally, bidders are responsible for posting their response (called “quote”) on the system. Bidders should review the “COMMBUYS Market Center” and “COMMBUYS Registration” sections in Appendix 2 of the Appendix document for an overview of electronic submission. Additional detail is provided in the “Instructions for Vendors Responding to Bids Electronically through COMMBUYS” section, found in the Appendix.

COMMBUYS Registration. Bidders may elect to obtain a free COMMBUYS Seller registration which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account. If a Bidder requires assistance with the registration process, they may contact the COMMBUYS Help desk by email at COMMBUYS@state.ma.us or by phone at 1-888-627-8283.

Quote Submission Method. Online Quote Submission via COMMBUYS is required. All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms

Responses must be submitted to COMMBUYS (https://www.commbuys.com/bso/) by April 15, 2022, 3 pm for contracts starting July 1, 2022. The deadline time is based on the time according to the COMMBUYS system.

The electronic response must include the following:

· RFR Cover Page

· Business Reference Form

· Prompt Payment Discount Form

· CORI Form for Individuals (for sole proprietors) OR

· CORI Assurance Form (for Organizations)

· Supplier Diversity Office (SDO) Certification (if applicable)

· Supplier Diversity Program (SDP) Form

· Massachusetts Department of Revenue Certificate of Good Standing (https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Welcome.aspx ) or

· A certificate from the taxing authority of the state in which the Bidder has its principal office

· Letter Summarizing Bidder’s interest in and qualifications for this Contract.

· Resumes/curriculum vitae of Principals or description of experience in Adaptive Housing for individuals with disabilities.

· Credentials of key personnel including copies of applicable licenses and/or certifications.

· Description of equipment which vendor is authorized to install and/or service, including copies of the vendor’s certifications from the manufacturer.

· Description of the Massachusetts geographical area covered by the bidder.

· Insurance Certificates with applicable limits and coverage stated. Massachusetts Rehabilitation Commission employees, clients, and agents must be listed as covered by the insurance.

· Bidder Current Environmentally Preferable Products/Practices

· Copy of Organization liability insurance

· Financial Pre-Qualification requirements, as listed below in “Additional Requirements for Financial Pre-Qualification” section

ADDED - AMENDMENT 1 - MARCH 17, 2022

· If providing services to MRC/CL Consumers within the ABI/MFP/TBI Waiver programs, submission must include:

· Disclosure Form for Entities

· Provider Type 35

· MA Medicaid Provider Agreement and Acknowledgement of Terms of Participation

FORMS REQUIRED FOR FINANCIAL PREQUALIFICATION FOR ORGANIZATIONS

· Organization Chart

· Copy of Articles of Organization / Articles of Incorporation (issued by Secretary of the Commonwealth or state of incorporation)

· Copy of Corrective Action Plan required by any state agency within the last 5 years, if any, along with evidence of its current status

· Bidder must also meet all conditions listed below in the “Fiscal Requirements” section

FORMS REQUIRED AT CONTRACT AWARD

· Commonwealth of Massachusetts Standard Contract Form Please note that the Standard Contract Form, the Contractor Certifications and the Commonwealth Terms and Conditions are incorporated by reference into the Standard Contract Form. By submission of a Response to this RFR, Bidders agree to abide by the terms of the Commonwealth Terms and Conditions and the Standard Contract Form.

· W9

· EFT

· Contractor Authorized Signatory Listing For the Standard Contract Form and Contractor Authorized Signatory Listing, MRC will only accept signatures in formats that are allowed by the Comptroller at the time of contract execution. Currently, the Comptroller will allow the formats below.

· Traditional “wet signature” (ink on paper);

· An electronic signature that is either:

· Hand drawn using a mouse or finger if working from a touch screen device; or

· An uploaded picture of the signatory’s hand-drawn signature

· Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign.

· If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date.

· Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

MRC has recently transitioned to an electronic signatory method for W9 and EFT forms, and may ask vendors to complete the forms online in Docusign, upon receipt of an email from MRC.

Fiscal Requirements

Bidders must meet the requirements set forth in this Subsection when filing bids and if awarded Contracts as Contractors. If MRC becomes aware that the bidder has knowingly failed to disclose any of the conditions below, MRC may withdraw an offer of bid award, and/or terminate a contract.

A. Sound Fiscal Condition. Bidders/Contractors must be of sound financial condition as determined by MRC. MRC may request financial information from a Bidder/Contractor at any time throughout the procurement, to determine if the Bidder/ Contractor meets this standard.

B. Solvency.

a.Bidders/Contractors must not have been in bankruptcy and/or receivership within the last three (3) calendar years.

b.Bidders/Contractors must have at least three (3) months of adequate reserves.

C. Good Standing. If incorporated, Bidders/Contractors must be in good standing and in compliance with all filing requirements of the state of incorporation and with the Commonwealth of Massachusetts.

D. Debarment. Bidders/Contractors must not be subject to a federal or state debarment order. MRC cannot award a Contract to a provider that is currently subject to a Massachusetts or federal debarment order.

E. Electronic Funds Transfer (EFT). A Contractor must participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments.

F. Tax Compliance. Bidders/Contractors must be in good standing with both State and Federal Tax Laws.

All required forms and related instructions can be found in the “File Attachments” section of the bid on COMMBUYS.

REVIEW AND SELECTION PROCESS

Bidders’ responses to the questions in the preceding section will be reviewed and scored according to the following guidelines. The minimum qualifying score: 60 points. The scoring will be based on the following scale 0 (lowest score) through 5 (highest score)

· 0 – did not provide requirement

· 1 – provided something but well below the standard

· 2 – slightly below the standard requirement

· 3 – met the standard requirement (100%)

· 4 – 25% above the standard requirement

· 5 – provided extensive (over 25%) evidence in submission for these criteria

Criterion are weighted:

· Criterion 2 and 3 will be multiplied by 4

· Criteria 4, 5, and 6 will be multiplied by 2

Criterion 7: Scoring scale is as follows for SDP Evaluation:

· 0 - Not in compliance with the Commonwealth’s Supplier Diversity Program Requirement and vendor cannot be awarded a contract

· 15 – met 100% of the requirement (Total SDP Commitment shall be 1% of this solicitation)

· 20 – provided within 1.01% to 1.24% of the SDP Commitment requirement

· 25 – provided .25%+ above the SDP Commitment requirement.

SCORE

7. Supplier Diversity Plan Form (25% of total score)

The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

SDP Commitment of 1% = 3 points

SDP Commitment of 1.01% - 1.24% = 4 points

SDP Commitment of 1.25%+ = 5 points

TOTAL

______ of possible 100 points

Bidders must receive a minimum score of 60 points when evaluated by the review team in order to be considered for qualification along with complying with the SDP requirement. Bidders receiving less than the minimum qualifying score may request feedback and may reapply at any time during the duration of the procurement.

Requirement:

Insurance Certificates with applicable limits and coverage stated. Massachusetts Rehabilitation Commission employees, clients, and agents must be listed as covered by the insurance.

REVIEW PROCESS

Consumer Privacy: By submitting this RFR, Adaptive Housing vendors agree not to disclose any information regarding MRC clients referred for home modification services to anyone except employees of the respondent who are directly involved in said services, and who require the information to carry out their work.

Review Committees. MRC will create one Review Committee to review the responses submitted. A Review Committee may consist of MRC personnel, MRC consumers, consumers’ family members, and/or other non-MRC personnel, including representatives from BIA-MA.

Evaluation Criteria. The Review Committee(s) will evaluate the Response Packages in accordance with the relevant criteria set forth in the Evaluation Tool developed for the RFR. The Evaluation Tool will be posted on COMMBUYS before the Bidder’s Conference, in the “File Attachments” section of the bid.

In addition to the Bidder’s response, a Review Committee may consider any relevant information about the Bidder known to MRC. Any additional information that is considered will be noted by the Review Committee in the Evaluation Tool

Findings and Recommendations to the Commissioner of MRC. The Review Committees rates all the applicable Response Packages and forward its completed Evaluation Tools to the RFR Procurement Management Team (PMT), or designated staff. Upon receipt of the Review Committees’ completed Evaluation Tools, the PMT or designated staff, will compile for each Response the scores and comments of the applicable Review Committees and forward the results and copies of the completed Evaluation Tools to the Commissioner of MRC.

SELECTION

The Commissioner of MRC shall review the completed Evaluation Tools and make decisions regarding award of notices of qualification. The bidders qualified will be placed on a qualified bidder list made available to MRC staff.

Selection Decision and Notification

The decision to select or not select a Contractor is the decision of the Commissioner of MRC. All Bidders that submitted a response to the RFR will be notified in writing of the selection decision and notice will be provided on COMMBUYS.

Pursuant to 801 CMR 21.06(13), no Bidder shall have any press conferences, or make any news releases or announcements concerning its selection or non-selection, prior to MRC’s public release of said information, or prior to the written approval of MRC.

ADA AND 504 COMPLIANCE

The proposal should provide a straightforward, concise description of the applicant’s capabilities to satisfy the requirements of the RFR.

AUDIT

Applicable Laws: The Vendor/Provider/Bidder/Contractor shall comply with all applicable state laws and regulations including but not limited to the applicable Massachusetts General Laws; the Official Code of Massachusetts Regulations; Code of Massachusetts Regulations (unofficial); 801 CMR 21.00 (Procurement of Commodity and Service Procurements, Including Human and Social Services); 815 CMR 2.00 (Grants and Subsidies); 808 CMR 1.00 (Compliance, Reporting and Auditing for Human And Social Services); AICPA Standards; confidentiality of Department records under G.L. c. 66A; and the Massachusetts Constitution Article XVIII if applicable.

The Vendor/Provider/Bidder/Contractor shall also comply with Federal Anti-Lobbying and Other Federal Requirements such as, but not limited to, 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, the so-called Uniform Guidance.

The providers that MRC contracts with agree to submit Uniform Financial Reports accurately and on a timely basis as required by regulation.

During the term of this Agreement and for a period of six years thereafter, the Massachusetts Rehabilitation Commission, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Provider's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Provider has materially overcharged the Massachusetts Rehabilitation Commission, then the Provider shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

SUPPLIER DIVERSITY LANGUAGE (SDP)

Program Background. Pursuant to Executive Order 565, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

Financial Commitment Requirements. All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

· Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

Eligible Types of Business-to-Business Relationships. Bidders and Contractors may engage SDP Partners as follows:

· Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

Program Flexibility. The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

· SDP Partners are not required to be subcontractors.

· SDP Partners are not required to be Massachusetts-based businesses.

· SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

SDP Plan Form Requirements. All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, or their subsidiaries or affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

· Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the U.S.