WDC Habilitative Services RFR 2020 Extension Oct 30 2020.docx

The Commonwealth of Massachusetts Department of developmental services

WRENTHAM DEVELOPMENTAL CENTER

Address: 131 Emerald Street, Wrentham MA 02093

Contact Name: Judi Lydon-Ruby

Telephone #: 508-384-3114

Fax #: 508-384-1619

Email: Judi.Lydon-Ruby@mass.gov

Request for Response (RFR)

Document Title: Habilitative Services – Wrentham Developmental Center

COMMBUYS Requisition Number: RQ-20-1023-DMR50-DMRR5-284877

COMMBUYS BID Number: BD-20-1023-DMR50-S5972-48993

RFR Document Number: WDC Habilitation 2020

February 24, 2020

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

0. Procurement Scope and Description:

The Massachusetts Department of Developmental Services (DDS) is engaged in a dynamic, significant commitment to improve health care for recipients of DDS community living services, consistent with the state’s “Community First” long-term care policy. This procurement will result in a purchase of Habilitative Services for individuals living at the Wrentham Developmental Center, either delivered directly or accessed by the provider. This includes support services and consultation to the community, as resources allow; and, assistance and consultation within the agency in the design and/or delivery of habilitative services to medically complex individuals served by the Department of Developmental Services. These services must be comprehensive, addressing the full spectrum of needs across the life continuum.

0.1 Background Information:

This Request for Response 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 and the Operational Services Division’s Required Specifications.

1.3 Applicable Procurement Law

Executive Branch Goods and Services

1.4 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

1.5 Calendar Rule Type:

1.6 Acquisition Method:

1.7 Use of a Procurement by a Single or Multiple Departments:

· Identify additional Eligible Entities by name or type.

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

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: 10 years

Final End Date of this Contract: June 30, 2031

1.9 Anticipated Expenditures, Funding Or Compensation For Expected Duration

Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount: $20,000,000.00

Will Federal Funds be used to fund any part of Contract(s)?

*These awards are subject to all relevant OMB circulars and federal and state grant requirements.

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.

2.0 Specifications

Services at the Wrentham Developmental Center (WDC):

The Wrentham Developmental Center is a state-operated (Title XIX) intermediate care residential facility currently serving 210 adults with intellectual disabilities and a capacity to serve 210 individuals. WDC opened in 1907 and has always been a facility serving this population. It is located 35 miles southeast of Boston on the Route 495 belt and rests on 400 acres of open and wooded lands.

The configuration of the facility includes three residential units comprising a total of 12 residences. Each of these residential units consists of at least one large building housing several smaller apartments of one and two-bed rooms. In addition to the larger buildings, two of the units also have one or more smaller, multi-bedroom homes. In total, there are six large buildings and six smaller, multi-bedroom homes across the three units, at present.

The facility also has a 12-bed, acute care medical center (The May Center.) This facility fulfills healthcare needs that are better addressed within a medical setting. Although emergency cases are dispatched to outside hospitals, The May Center provides non-urgent care, post-operative follow-up and rehabilitation, overnight observation, and respite. Individuals in need of psychiatric/behavioral intervention and/or assessment may also be admitted to the medical center, upon confirmation of need, by an assigned group of interdisciplinary professionals.

As our medically-fragile and behaviorally-challenged population continues to age (mean age 68 years), we will continue to review our levels of habilitative support and service need contained within this RFR.

Upon award of this contract, Wrentham Developmental Center will continue to:

· Provide clinical and administrative supervision of all Wrentham-assigned contract staff in the areas of Occupational Therapy, Physical Therapy, Adaptive Physical Education, Orientation and Mobility and Massage Therapy;

· Assume direct responsibility for providing cooperative state-staff assistance and support in areas of joint participation;

· Assume direct responsibility for state employees carrying out duties and instructions assigned to them by contract personnel;

· Assume responsibility for advice and consent in the contractor's selection of personnel for key positions;

· Assume responsibility for advice and consent to contract staff pertaining to contract planning, major equipment leasing, fiscal procedures, data gathering, and personnel selection;

· Assume direct responsibility for assisting in on-site orientation of new personnel employed under the contract, and,

· Provide administrative office and clinical space, utilities, telephone, and environmental services to the contractor for use by employees associated with this contract.

Transition

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. This program should be fully operational by July 1, 2021.

Expansion/Contraction

Over the course/life of this contract, additional funding may become available, new individuals may transfer into the facility, existing resources may be reassigned, service needs of individuals funded from the contract may change, or service delivery costs of the provider may change. The Wrentham Developmental Center’s contract resulting from this RFR may be amended to accommodate any of these needs, subject to the service delivery goals expressed in this RFR.

3.0 Desired Program Outcomes

The following are the general goals, service principles and primary objectives for habilitative services. Bidders should be cognizant of these when preparing their responses.

General Habilitative Services Principles

1. Every individual with developmental support needs must have access to quality habilitative services without financial, cultural, geographical, or other barriers.

2. Habilitative services must respond to the unique needs of individuals with intellectual/developmental support needs during each stage of their lives.

3. Individuals’ habilitative services must be selected based on their needs, not on what is currently available.

4. Individuals with intellectual/developmental support needs, by and large, have the same need for habilitative services as other individuals. Consequently, some specialized habilitative services and/or supports must be developed for these individuals to address their special needs.

5. Individuals with intellectual/developmental support needs must be provided with the necessary supports to make informed choices regarding their habilitative services. This includes education to enable individuals to become informed, consenting parties to their own services. Concurrently, service providers must learn to accept and respect decisions made by informed individuals, even when those decisions may differ from their own.

6. Quality habilitative services must promote maximum independent functioning and wellness. Prevention and early detection of problems are essential to the maintenance of wellness for all individuals, including individuals with intellectual/developmental support needs.

7. It is essential that mainstream providers understand the Department’s mission relative to social integration. It is important that providers are sensitive to the many ways in which they talk to, talk about, interact with, and otherwise communicate with individuals with intellectual/developmental support needs. Lack of sensitivity to the nuances of communication or failure to provide special supports when necessary may limit individuals’ growth and autonomy and are examples of a failure to provide quality habilitative care. Educational efforts must be aggressively pursued within the broader generic community.

8. As the service needs of the Wrentham Developmental Center continue to change, the expectation of this contract is that habilitative services will evolve in a manner that is flexible and responsive.

Objectives

The successful bidder provides comprehensive Physical Therapy, Occupational Therapy, Adaptive Physical Education, Orientation and Mobility, and Massage Therapy services to the Wrentham Development Center. The habilitative services program supports quality of life and care for residents, maximizing their level of skill development, while promoting residents’ capacity to maintain their functional ability across varied environmental settings. The needs of the residents are complex and evolving, particularly as they age.

Objective: Physical Therapy The successful bidder shall provide the necessary licensed physical therapists and licensed physical therapy assistants to render direct, indirect, and/or consultative services to the Wrentham Developmental Center.

Objective: Adaptive Physical Education The successful bidder shall provide the necessary adaptive physical education specialists to render direct, indirect, and/or consultative services. Educators should have a Bachelor’s Degree (Master’s Degree is preferred) in physical education, exercise physiology, kinesiology, or related field from an accredited program. Certification as a personal trainer through an accredited organization is also required.

Objective: Occupational Therapy The successful bidder shall provide the necessary licensed and registered occupational therapists and licensed certified occupational therapy assistants to render direct, indirect, and/or consultative services to individuals.

Objective: Orientation and Mobility The successful bidder shall provide the necessary orientation and mobility assistant who has a Bachelor of Arts/Science in Special Education, Vision Rehabilitation or related field and has experience working with the visually impaired. The orientation and mobility assistant will render direct, indirect, and/or consultative services to individuals while working under the supervision of a Certified Orientation and Mobility Specialist.

Objective: Massage Therapy The successful bidder shall provide the necessary licensed massage therapists to render direct, indirect, and/or consultative services to individuals.

Objective: Administration

1. Meet with and inform the Facility Director/designee(s) regarding the planning and progress of contract activities on at least a quarterly basis or as requested by the facility/department.

2. Maintain proper records for all purchases, expenditures, and inventory.

3. Employ staff sufficient to meet the general and specialized administrative needs of the contract.

Service Components

The successful bidder must determine, by individual need, the distribution of efforts and the extent of direct, indirect, and consultative services required for each (but not limited to) the following service components:

Target Population

The table below is a reflective estimate of individuals receiving direct, indirect, and/or consultative habilitative services at the Wrentham Developmental Center as of January, 2020. These statistics will vary as individuals’ needs change. The successful bidder must continue to adapt its services throughout the life of the contract.

Definition of Service Types

There are three different types of services that the successful bidder has the flexibility to use in order to provide the needed habilitative services in accordance with appropriate regulations.

Type I services are provided by a clinician consultant who provides therapy and collaborates with other staff (i.e. clinical) assisting them with program development, solving problems, etc. In this setting, consultation may include follow-up and limited monitoring when requested from another clinician.

Type II services acknowledge the importance of both the specialized therapist and the need for consistent implementation of intervention across all environments. The therapist uses specialized knowledge to evaluate and develop program interventions and trains staff to carry out activities with therapeutic goals in mind. The therapist remains responsible for the outcomes of these specific intervention strategies and remains in regular contact with the staff carrying out the program to ensure that: 1) the health and safety of the individuals are protected at all times; 2) the individual implementing the strategies demonstrates correct use of the procedure without cues; 3) the staff recognize problems and signs of failure and initiate appropriate action; and, 4) proper data collection. Since the therapist will not always be the implementer, it is critical that criteria be established to assure safe, correct and reliable implementation of the intervention. Staff must demonstrate competence in the application of the program.

Type III services include working with both the individual and small groups, with the therapist focused on meeting that individual’s needs. Some components of specialized therapeutic interventions cannot be implemented by others due to issues of clinical training, ethics, and licensure.

Program Goals

1. To promote and maintain habilitative services at the Wrentham Developmental Center and to the community, by referral, as able.

2. Utilize local resources, when appropriate, to address individuals’ needs through collaborative arrangements within and across professional disciplines.

Performance Requirements and Contract Monitoring

· To maintain Title XIX certification under the Federal Social Security Act at the Wrentham Developmental Center.

· Recruit and hire personnel who meet all licensure and registration requirements of the Commonwealth.

· Provide initial orientation, ongoing training, education, and affiliation opportunities to department staff.

· Participate with standing and ad hoc committees at the Wrentham Developmental Center including, but not limited to Facility Risk, Active Treatment, Dementia and CPR training.

· Participate in ongoing service planning for facility residents.

· Communicate with the Facility Director/designee on policy development as it relates to habilitative services.

· Participate in annual review meetings as required under DDS regulations, when needed.

· Comply with all departmental regulations.

· Work to project future changes in habilitative services for individuals served in the contract.

· Transition from a model of providing services directly to individuals to a model of the consultant who trains appropriate staff to do the “hands-on” work, whenever appropriate.

· Provide evaluations so as to develop plans with recommendations to address individuals’ needs that can be implemented by staff.

· Monitor the activities of the staff and the progress being made by the individual toward optimal functioning and independence.

· As able, through referral and consultation, assess the needs of individuals living in the community to determine what kinds of service delivery models are best suited to adequately meet their needs for greater self-sufficiency and independence.

· Oversee and ensure consistent service delivery for individuals between day programs and residential services.

· Assist staff in efforts to access equipment, assistive technology goods and services, and accommodations the individuals may need to live more independently.

· Act as a resource for those who may need consultation when working with individuals.

· Develop affiliation agreements with educational institutions to provide student internships and learning opportunities for staff or potential staff.

· Maintain the capacity to adjust staffing to address the service needs of individuals.

· Conduct periodic assessments of the services being provided to individuals to determine the effectiveness of the models utilized and the efficiency by which services are delivered to them within this program.

· Provide evaluation/direct services to individuals, when necessary/as needed, as individuals’ needs and staff licensing requirements allow.

4.0 Profile Information of Individuals

The information contained in this section provides profile information of the individuals who are included in this RFR. The confidentiality of individuals will be respected and profiles will not contain any identifying information. All categories total 222, which was our census as of January, 2020.

Male Female

Under 22 22-40 40-60 60-65 65+

Mean age

Mild Moderate Severe Profound Normal Normal w/correction Impaired Deaf Augments Deaf – Does not augment Undetermined Unknown 0_

Visually impaired Legally blind No eye condition Unknown condition

Walks independently Walks w/human assistance Walks w/supports Uses wheelchair Wheelchair w/assistance Bed/uses sliders Bed – no mobility 0__

WRENTHAM DEVELOPMENTAL CENTER

ADL SKILLS – DINING

SPECIAL SKILLS

Demonstrates necessary physical, mental, and emotional skills to feed self at all meals and snack periods.

Demonstrates sufficient physical skills to feed self, perform necessary eating and dining functions; can maintain and/or improve skills with verbal prompting and/or encouragement.

Demonstrates ability to improve eating and drinking skills; has the physical capability to feed self; can serve self snacks but not liquids; requires assistance at each meal and snack period.

Individual is unable to feed self, does not demonstrate the ability to learn necessary skills; requires staff assistance/ support at each meal/snack period.

LEVELS OF ASSISTANCE REQUIRED

Wholly independent of staff for eating functions, requires no supervision for this activity.

Requires occasional staff assistance (less than once per meal for 2 minutes or less). Dependent upon staff to provide meal or snack.

Requires staff assistance in the eating process for 15-30 minutes per meal.

Totally dependent upon staff for any eating activity; without this help, the individual would suffer nutritional decline.

SUPERVISION

REQUIRED

No supervision

Supervision necessary but at a level of staff to individual less than 1:8

Requires continuous supervision and staff assistance at meals but does not require direct feeding by staff.

Requires direct feeding by staff at every meal.

ENVIRONMENTAL CONSTRAINTS

No environmental modifications necessary.

May require adapted equipment to maximize eating abilities and to maintain independence.

Requires adaptive equipment and/or special feeding techniques or positions to eat meals or snacks.

Able to take food only using a mechanical or medical device (e.g., J-tube, NG tube, or gastric tube).

ADL SKILLS – TOILETING

Demonstrates physical, mental, and emotional skills to toilet self without prompting or staff assistance.

Demonstrates physical skills to toilet self but requires gestural prompting to perform these functions; has the ability to continue to improve these skills.

Requires assistance with certain parts of toileting task (dressing, toilet paper usage, hand-washing), but demonstrates ability to be schedule trained or to improve toileting skills, bowel and bladder control.

Requires assistance for all toileting needs; is unable to toilet self independently; does not have the physical or cognitive ability to learn the skills necessary to toilet self.

LEVELS OF ASSISTANCE

Wholly independent of staff for toileting function provided ease of access to toileting facilities exists and adapted equipment is provided; may also be able to use community facilities.

Requires staff assistance and intervention during peak toileting times, around meals, and at night; supervision is of a limited nature; behaviors may interfere with independence; may require adapted equipment.

Depends on staff assistance and reinforcement. When toileting, requires less than 10 minutes of direct care intervention; may require adapted equipment.

Dependent upon staff, without whom health and hygiene would suffer; requires more than 10 minutes per toileting change or event.

Supervision necessary but at a level of staff to individual less than 1:8

Supervision is part of each direct intervention.

Supervision during changing, toileting, bathing provided by professional staff as needed because of complex toileting needs.

ADL SKILLS – DRESSING

Demonstrates necessary physical, mental, and emotional skills to dress without prompting or staff assistance. Individual may enjoy greater refinements of style, grooming, etc.

Demonstrates physical skills to dress self but requires verbal or demonstration-prompting and encourage-mint to perform these functions; has the ability to improve these skills.

Ability to learn to dress self, has the physical skills to perform some or all of the tasks, but requires assistance with certain parts of the task, e.g., clothing selection, special functions like buttoning and zippers, handling soiled clothing.

Unable to dress self, has insufficient physical skills, and lacks the cognitive ability to learn; requires assistance for each dressing change.

Wholly independent of staff or can be made independent with adapted clothing, with Velcro, special straps, etc.

Requires staff assistance for the selection of clothing and occasionally in the dressing process; may require adaptive clothing to maximize independence.

Dependent upon staff for clothing selection, handling of soiled clothing, and supervision to assure that individual remains appropriately dressed; may require adapted clothing.

Totally dependent upon staff, without whom the individual would be unable to dress.

ADL SKILLS – PERSONAL HYGIENE

Demonstrates necessary physical, mental, and emotional skills to perform personal hygiene activities without prompting or staff assistance; may require supervision in the safe handling of electrical and mechanical equipment (hair dryers, razors, etc.)

Demonstrates physical skills to perform hygiene tasks but requires verbal prompting or demonstration and encouragement to perform these functions; has the ability to improve these skills.

Has the ability to learn to increase participation in hygiene skills; has the physical skills to perform some or all of the tasks, but requires assistance with certain parts of the task.

Unable to perform physical hygiene tasks; has insufficient behavioral, physical, or cognitive skills to learn; requires assistance for all personal hygiene activities.

Wholly independent of staff and may enjoy more refined aspects of personal hygiene like make-up, etc. May require adapted equipment to maximize independence.

Not independent of staff, requiring their assistance for various personal hygiene tasks and for the provision of necessary articles of personal hygiene. May require adapted equipment.

Dependent upon staff for skill maintenance and acquisition, and of direct intervention during bathing, shaving, oral hygiene, and grooming. May require adapted equipment to enhance independence.

Totally dependent upon staff, without whom the individual would be at risk for a variety of health problems; concomitant lack of bowel and bladder control may require frequent intervention for personal hygiene and skin care.

Food Textures, Thickened Fluids & Tube Feeding Numbers

January 2020

Chopped Texture: 25 Honey: 28

Ground Texture: 59 Pudding: 8

Puree Texture: 68

Strained Texture: 4

Tube Feeders: 57

Total: 222

Nursing and Medical Care Requirements

Criteria for Level I care: (7 individuals) Has few/no known health problems but requires ongoing monitoring, counseling, and support to encourage compliance with medication and dietary regiments, clinical/dental appointments, physical exams, etc., and/or has chronic health problems that are currently well stabilized but require ongoing monitoring to detect deviations in health status, and/or seizures are well controlled by medication and are not associated with complication during seizure activity, and/or diabetes is well stabilized with oral medication or Insulin, and dietary compliance is fair to good, and/or episodic illnesses are infrequent, brief in duration, and managed within a residential setting.

Criteria for Level 2 care: (136 individuals) Has tracheostomy but is not fully tracheostomy-dependent, and/or requires feedings via gastric, naso-duodenal, gastrostomy or jejunostomy route on all shifts, and/or has a chronic medical condition that is easily destabilized during acute illness and requires close nursing monitoring and timely nursing intervention to maintain medical stability, and/or is in mid-stage of a major organ disease that is being actively treated, and/or is medically fragile due to skeletal deformities, impaired mobility, osteoporosis, or nutritional problems and requires ongoing nursing and direct care monitoring and intervention.

Criteria for Level 3 care: (79 individuals) Fully tracheostomy-dependent with potential for immediate airway obstruction if tube is dislodged or plugged, and/or requires long-term, regularly scheduled and p.r.n. respiratory treatment on a daily basis because of severely compromised respiratory status, and/or requires continuous tube feedings via gastric or naso-duodenal route, or continuous enteral feedings on the 11-7 shift with the need for close monitoring because of a history of recurrent aspiration, and/or has potential for cardio-respiratory arrest due to deteriorating respiratory, neurological, or cardiovascular status and is on full code. Is in the late stages of a degenerative or terminal disease that requires monitoring and nursing intervention on all shifts.

Performance Measures

Performance measures will be utilized for Habilitative Services and these will be developed in negotiations between the provider and the Wrentham Developmental Center Administration. There will be monitoring and evaluation on a formal basis by Department staff in addition to ongoing informal monitoring that will take place as needed. The Department/Facility Administration may change or add other performance measures over the life of this award. Providers who receive contracts from this RFR will be expected to comply with those outcome measures when developed. The facility will have the option to negotiate additional measures specific to the needs and services developed locally.

· 100% compliance with Title XIX regulations for those habilitation benchmarks related to this contract.

· On an annual basis, the provider will meet the third-party reimbursement and other financial offset target amounts negotiated with the Facility/Department, as a means of reducing and/or maintaining DDS costs incurred in providing these services.

· Conduct consultation, evaluation, and training pertaining to the habilitative needs of facility and community individuals and staff.

· Provide the Facility/Department with a quarterly update report consistent with the agency’s Quality Assurance program.

5.0 Contract Invoicing

The Bidder shall be responsible for insuring the accuracy of invoices submitted to DDS for payment. The Bidder shall bill for services by the 10th of each month. Additional invoicing and documentation requirements will be negotiated with the Wrentham Developmental Center Contract Manager. If there is a discrepancy between what is certified and what is observed and documented, payments may be delayed.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. See the COMMBUYS Bid Solicitation for this form.

Estimated Procurement Calendar (eliminate row if N/A)

Deadline for Questions and Answers Questions must be submitted via email to DDS Procurement email no later than the date and time indicated in the Procurement Calendar. All Questions with answers will be posted on COMMBUYS Questions must be asked during the Bidder’s Conference

The BID opening date (Deadline for Submission of Response) All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

April 1, 2021 by 2 PM

Deadline for Forms that require Ink Signatures.

(See Instructions for Submission of Responses below for further instruction.)

May 3, 2021

6.0 Required Forms: Submit with Response

1. RFR Cover Sheet

2. Response Document

3. Organizational Chart for Contracting Entity

4. SDP (Supplier Diversity Program) Plan Form

5. Prompt Pay Discount

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

Additional Documentation Requirements for New Providers Providers who have not done business with EOHHS agencies must submit the following signed forms to:

Heidi MacCurtain, Regional Business Manager, 151 Campanelli Drive, Suite B, Middleboro, MA 02346.

· Commonwealth Terms and Conditions

· Request for Taxpayer Identification Number and Certification (W-9)

· Authorization for Electronic Funds Payment

Existing providers of services to the Commonwealth of Massachusetts may include a statement indicating that current documents are already on file with the Comptroller’s Office and should include a notation of their Vendor Customer code on the Cover Sheet so that this information can be easily referenced.

7.0 Evaluation Criteria and Questions

Question 1: Agency Mission and Service Principles (0 to 10 points) Maximum 1 page Please explain how you intend to integrate the agency’s mission and service principles into service delivery and how these principles relate to your agency’s philosophy and values.

Assess how the bidder’s model reflects DDS’s mission and service principles. How well does the bidder integrate these principles into their agency’s philosophy? Do you see consistent examples of how they will implement these throughout the proposal?

0—Not acceptable 2—Minimally acceptable; principles present but weak integration or implementation 4—Fair—some strengths and weaknesses 8—Good 10—Excellent; principles are well integrated into philosophy. Past history and proposed implementation strong

Question 2: Program Experience (0 to 10 points) Maximum 1 page Please describe your experience in providing habilitative services to individuals with needs similar to the individuals that you anticipate serving in this program. Please be as specific as possible and include any program evaluation summaries and other relevant documentation that demonstrates the success of such service.

Assess the bidder’s success in providing services identified in this program in the past to individuals with similar needs. Have they documented this success?

0—Not acceptable 1 to 3—Minimally acceptable 4 to 6—Fair 7 to 8—Good 9 to 10—Excellent

Question 3: Service Description (0 to 20 points) Maximum 3 pages Describe what services you will provide and how you will provide them to the consumers in this program. Particular attention must be paid to a description of the habilitative supports you will provide. Please include a detailed description of each of the service elements and the activities your staff will perform to meet the needs of the consumers as well as a description of the overall service design. Include any changes to the design you envision over the life of the contract.

Assess the kinds and quality of the services the bidder intends to provide. Is the overall service design, including supports sufficient and appropriate to meet the needs of the consumers? Do the detailed descriptions address the needs of all the people to be served?

0—Not acceptable 1 to 3 points—Minimally acceptable; service design and medical supports lack comprehensiveness; components could be better defined 4 to 8 points—Fair 9 to 15 points—Good 16 to 20 points—Excellent; addresses needs through strong, comprehensive and integrated supports; bidder has indicated a thorough understanding of service delivery issues and the likely future evolution of the service system.

Question 4: Assessing and Accessing Specialty Services (0 to 5 points) Maximum 1 page Please describe how the need for habilitative specialty services will be assessed and how services will be accessed at the Wrentham Developmental Center.

Assess the sufficiency of the bidder’s plan to make available specialty services for consumers. Does the proposal address the issue of access, establishing linkages with generic specialists and linkages/affiliations with other entities?

0—Not acceptable 1—Minimally acceptable; limited description of specialty supports issue 2—Fair 4—Good 5—Excellent; proposal presents a creative plan for arranging specialty medical services

Question 5: Coordination of HabilitativeServices (0 to 10 points) Maximum 1 page Please explain how you will coordinate and integrate habilitative services within other service areas and integrate these services into other aspects of a resident’s life.

Has the bidder described how they will coordinate and integrate services and communicate information to other persons providing supports to the individual? Has the bidder demonstrated knowledge of the Individual Service Plan (ISP) process and the role of the Human Service Coordinator in that process?

0—Not acceptable 1 to 2—Minimally acceptable; has no history of cooperation or coordination 3 to 5—Fair 6 to 8—Good 9 to 10—Excellent; bidder has been highly successful in integrating services and communication/cooperation with other parties providing supports to the consumer

Question 6: Staffing Pattern and Job Descriptions (0 to 20 points) Maximum 2 pages Please provide a list of all positions/titles and the specific staffing pattern for this program. Include brief job descriptions and qualifications for each position.

Assess the adequacy of the staffing, the bidder’s job descriptions and qualifications for all the positions funded under this award. Is the staffing pattern consistent with the program commitments, goals and budget description?

0—Not acceptable 1 to 4—Minimally acceptable; specifications barely meet service needs 5 to 9—Fair 10 to 14—Good 15 to 20—Excellent; detailed job descriptions that address not only job duties but consistency with values statements; ample staff to meet expectations of the contract

Question 7: Relationships with Allied Health Professionals (0 to 10 points) Maximum 1 page Please describe how you will interface with allied health and clinical professionals for the Department. Include any training, education or affiliation opportunities you have provided or will provide.

0—Not acceptable 1 to 2—Minimally acceptable 3 to 5—Fair

9 to 10— Excellent

Question 8: Program Objectives and Measurements (0 to 10 points) Maximum 2 pages Please identify all objectives and the measures to be used to assess the attainment of them in your proposal for this program.

Assess the quality and comprehensiveness of the bidder’s objectives and assessment process. Is there a clearly defined internal evaluation system? Do the objectives provide a clear statement of what they propose to provide and how they will serve the individual?

0—Not acceptable 1 to 2—Minimally acceptable 3 to 5—Fair

9 to 10—Excellent; well thought out objectives. Attainment of objectives clearly assessed in measures.

Question 9: Quality Assurance Systems Please describe your organization’s system for Quality Assurance.

Assess the quality and comprehensiveness of the bidder’s proposed QA system.

0—Not acceptable 1 to 3—Minimally acceptable 4 to 6—Fair 7 to 8—Good 9 to 10—Excellent; comprehensive system.

Question 10: Admin/Management Ability (0 to 15 points) Maximum 2 pages excluding org chart Please provide detailed information regarding your organization’s ability to administer and manage the services for which you are bidding. Be sure to include at a minimum:

a. What, if any, changes to the management or organization of your agency, in terms of personnel (additional staff or consultants) and administrative offices, do you plan on making if awarded this contract?

b. How will you provide overall administrative supervision and oversight to this program?

c. If you are not currently in close proximity to the services you are proposing to provide, how will you provide administrative support?

d. Please provide an organizational chart for your overall agency that shows all administrative, managerial and supervisory positions. Please be sure to include the name of each person as well as his/her functional title. Identify which of these positions will also receive all or partial funding via this particular program contract, if awarded.

Assess the bidder’s capacity to administer and manage the type of services it is proposing. Will the bidder have the necessary resources, e.g., management and office, to properly administer the services? Will the bidder be able to provide sufficient supervision, oversight and support? Does the organization have clear and effective lines of authority, responsibility and communication?

0—Not acceptable 2 to 4—Minimally acceptable; managerial structure is identified but with concerns or lack of clarity 6 to 8—Fair 9 to 12—Good 13 to 15—Excellent; the bidder has a clear grasp of the issues and an administrative structure that is coherent and complete.

Question 11: Staff Recruitment and Development (0 to 10 points) Maximum 1 page Please describe how you will recruit, screen, select and retain qualified staff. The bidder should explain how it will manage staff hiring during the initial service delivery period; must identify how they will ensure resident safety when screening and selecting staff; and provide information about the agency’s ability to retain qualified staff.

In addition, describe how you will identify staff training needs and support the continued professional development of all staff including; CEU and other professional certification and licensure requirement.

0—Not acceptable 1 to 2—Minimally acceptable; some components missing or unclear 3 to 5—Fair

9 to 10—Excellent; staff recruitment and development plans are creative and thorough.

Question 12: Budget Adequacy (0 to 15 points) The financial information you submit will be used to determine if the overall proposed budget, including both personnel and non-personnel items, are sufficient to fund the proposed services.

0—Not acceptable 1 to 4—Minimally acceptable 5 to 8—Fair 9 to 12—Good 13 to 15—Excellent; bidder’s budget is reasonable and detailed back-up is provided; the goals and objectives of the program can clearly be met with the requested funding.

Question 13: Cost Effectiveness (0 to 25 points) The financial information you submit will be used to determine if the budget presented is cost-effective (expenses are reasonable and necessary).

Assess the cost effectiveness of the program. Are there either funds requested or components of the budget that appear to be excessive?

0—Not acceptable 1 to 4—Minimally acceptable 5 to 11—Fair 12 to 19—Good 20 to 25—Excellent; funding is clearly economically matched to specific services; the program will be very cost effective

Question 14: Third Party Revenue (0 to 10 points) Maximum 1 page Please describe your ability to collect Medicaid, Medicare and other third party reimbursements as an offset to DDS-funded program expenses. Please describe specific success you have had in this area.

Assess the bidder’s ability to collect third party reimbursement for this program and how it is reflected in the program budget.

0—Not acceptable 1 to 2—Minimally acceptable 3 to 5—Fair 6 to 9—Good 10—Excellent; some very creative and practical strategies for third party revenue are incorporated into the proposal

Question 15: Supplier Diversity Plan Refer to the “Other Requirements” section of this RFR 10% of total score

8.0 Instructions for Submission of Responses

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

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders 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. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’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.

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 in COMMBUYS. Bidders 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 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.

Ink Signatures The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms if a) the contractor has never done business with the state or b) there has been a change in a contractors legal name, legal address, federal tax identification number or financial banking institution or account information:

· Commonwealth Terms and Conditions (If not already on file with the Comptroller)

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller) Bidders who agreed to the terms and conditions of these forms electronically via COMMBUYS online Quote submission tool must still submit the above forms with ink signatures..

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.

All attachments that are uploaded in COMMBUYS must include the company name of the Bidder and the RFR number.

9.0 COMMBUYS Support

The following resources are provided to assist Bidders in submitting proposal:

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.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

10.0 Other Requirements Pertaining to this RFR:

CORI Requirements: In accordance with EOHHS policy, an individual's background, including any CORI and other relevant information, must be carefully considered so that the vulnerable populations served by EOHHS are protected. It is also EOHHS policy that qualified rehabilitated offenders are given a fair opportunity to be employed and successfully reintegrated into the workforce. In accordance with this policy, prior to any work engagement, the awarded Contractor shall obtain a Standard (Employer) Access Massachusetts Criminal Offender Record Information (CORI) check on any and all individual employees who are to enter public offices of the Commonwealth or provide services to any Hiring Entity of the Commonwealth. The awarded Contractor must 1) utilize the Internet-Accessible CORI (iCORI) system maintained by the Department of Criminal Justice Information Services (DCJIS) to request and receive CORI in accordance with 801 CMR 2.00 et seq. and 2) comply with the EOHHS CORI check regulations, 101 CMR 15.00 et seq. in reviewing CORI and in documenting its hiring determination as set forth in 101 CMR 15.09. Any associated costs are the responsibility of the awarded Contractor.

National Background Check: Pursuant to Chapter 234 of the Acts of 2014, employees of awarded bidders are subject to requirements of National Background Checks. Any associated costs are the responsibility of the awarded Contractor/s. Additional information is available by contacting the National Background Check unit at DDS.NationalBackgroundUnit@MassMail.State.MA.US.

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

Supplier Diversity Program (SDP): The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women-owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP.