WDC Habilitative Services Bidders Conference Minutes 3 18 21.docx

Bidders’ Conference

RFR# BD-20-1023-DMR50-S5972-48993

Judi Lydon-Ruby and Toni Gustus

Attendees (Name, Title, Email, Phone Company)

Tim Baker – Hope Clinical Care Jennifer Thoren, Asst. Fac. Dir., WDC

Sue Cavallari – Shriver Clinical Services Kathy Tonry, Director of Nursing, WDC

Jacki Clark – Shore Educational Collaborative Anna Vvanti, Hope Clinical Care

Rae Dinardo – Hope Clinical Care

Ann Flynn – Director, Shriver Clinical Services

Toni Gustus – Director, Contracts, DDS

Craig Humphrey, Hope Clinical Care

Judi Lydon-Ruby, Facility Director, Wrentham Developmental Center

Skylar – Hope Clinical Care

Handouts Provided

PowerPoint presentation via Webex

Questions & Answer Log

1. Question:

Is there a specific format used to submit the budget? It is a 10-year contract.

Answer:

No, there is no formatted template in the RFR .

2. Question Are therapists part of the ISP team? Who does the hiring, pay the salaries? Are they part of state retirement?

Answer:

Yes, the therapists are part of the ISP team. The current contracted vendor does the hiring, and the therapists are paid through the contracted vendor. Any promotions are within the vendor organization, not through Wrentham.

Yes, the current therapists contribute to the Commonwealth of MA retirement system.

3. Question:

Does contract holder receive office space? Do they provide their own office equipment?

Answer:

Yes, they receive their own dedicated office space.

As far as equipment, it is mixed. WDC provides computer and phones and some supplies. The contract holder also purchases supplies they need.

4. Question:

Is there an online platform for documentation and record keeping?

Are ISP’s done through Meditech?

Answer:

We use Meditech and HCSIS.

The ISP’s, medical information and progress notes are completed in Meditech.

5. Question:

Are you satisfied with Meditech, will you go to any other systems soon?

Answer:

Meditech is the system that is currently used by the state. Any decisions to transition to a new system would be communicated in advance with the awarded vendor.

6. Question Are there employees still in the positions?

Answer:

Yes they are.

7. Question:

What is the expectation re: census?

Answer:

Wrentham is one of two ICF/IID facilities remaining in the Commonwealth. Wrentham Developmental Center will be the last facility to close.

8. Question:

Are nursing ratios used at Wrentham Developmental Center?

Answer:

Wrentham Developmental Center nursing is based on minimums.

9. Question:

What is the level of need for orientation and mobility, as it seems many have vision issues but the target in the RFR is 12. What is the average number of residents receiving services?

Answer:

The target number has been updated to sixteen residents. These residents have ISP objectives or goals and receive hands-on, direct service. There are a number of other residents who wear eyeglasses or sunglasses and receive consultative or indirect services.

10. Question Who determines when there is a decrease/increase need in (e.g. PT, OT) service hours?

Answer:

It is a collaborative decision. The contracted therapists make recommendations. The Individuals team, including medical staff also gets involved in that decision. Facility Administration meets regularly with the contracted vendor to discuss caseloads.

11. Question:

Are you satisfied with services currently provided?

Answer:

Yes.

This is an open and competitive bid. Interested parties are encouraged to submit a proposal through COMMBUYS.

12. Question In regards to Meditech, are there any considerations for an alternative platform.

Answer:

That is determined at the state level.

Currently, the contracted therapists are utilizing a program to track all caseload data. The spreadsheet is not proprietary to the current vendor. It is an Excel spreadsheet with formulas.

13. Question:

The RFP talked of specialty services within the community.

Answer:

These are community referrals from a group home, generated through DDS Area Offices. For example, if a wheelchair doesn’t fit an individual properly, a PT/OT would go to the home, complete an assessment and then work with WDC Assistive Technology Resource Center staff to correct the issue. The Referral would then be closed.

14. Question:

Documentation for progress reports?

Answer:

All progress reports are entered into Meditech.

15. Question:

When do you anticipate award? If the start date is July 1, what is enough time for wet signatures?

Answer:

The anticipated award date is sometime after the bid opening on April 2. The wet signature date is by May 3 and the start date is July 1. The awarded vendor must have a Vendor Customer Code which requires the submission of signed Terms and Conditions, W-9 and EFT form.

In order to ensure continuity of care, it is anticipated that there will be at least a 60-day transition period prior to a new provider assuming full responsibility for this program, if applicable.

16. Question Do you have a training department?

Answer:

Yes, we have a Learning and Development Department.

17. Question:

What is expectation for administrative support i.e. someone who represents connection to you and WDC?

Answer:

The current provider has part-time project manager. It can be negotiated.

18. Question How many FTE’s are employed and are they in a union?

Answer:

Approximately 30, but may be down a few due to retirements. They are not in a union.

19. Question:

Through a public records request, EDCO has listed a “D. C. Program Staff III” at over 10 FTE’s in FY19. What exactly were these positions? Just from the title it seems outside of the services proposed in the RFP – OT, PT, OMS, etc.

Answer:

The line item DC Program Staff III refers to number of COTA and PTA staff, at that time.

Bidders Conference Report Page 5