WDC Medical Services RFR 2020 Extension 10 30 2020 FINAL.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

COMMBUYS Requisition Number: RQ-20-1023-DMR50-DMRR5-284859

COMMBUYS BID Number: BD-20-1023-DMR50-S5972-48982

RFR Document Number: WDC Medical Services 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.

1.1 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 Medical and Healthcare 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 healthcare 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.

1.2 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: $ 24,000,000.00

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

General Goals and Objectives:

MISSION STATEMENT

The Department of Developmental Services is composed of people dedicated to creating, in cooperation with others, innovative and genuine opportunities for individuals with intellectual disabilities to participate fully and meaningfully in, and contribute to, their communities as valued members.

The Department of Developmental services shall conduct itself according to the following guiding principles:

· promote the right of people with intellectual disabilities to exercise choice and to make meaningful decisions in their lives;

· respect the dignity of each individual through vigorous promotion of the human and civil rights which, in part, strives to keep people free from abuse or neglect;

· ensure that adequate services and flexible resources are non-intrusive, cost effective and provided by qualified, trained personnel to meet individual needs and preferences;

· empower individuals and their families to speak out for themselves and others, initiate ideas, have choices and make decisions about needed services;

· recognize that ethnic and cultural diversity of each individual must be valued and respected;

· enhance public awareness of the valuable roles persons with intellectual disabilities assume in society through promotion of physical and social integration;

· support the dignity of achievement that results from risk-taking and making informed choices;

· recognize that realizing one's potential takes courage, skills, and supports;

· provide residents of the facility, their parents and guardians, choices and opportunities for growth within the facility, as well as opportunities for community participation;

· operate according to accepted management practices;

· recognize that services providing meaningful benefits to individuals require a commitment to ongoing monitoring and evolutionary change

GENERAL PROGRAM INFORMATION

This RFR seeks to develop a medical and healthcare system that provides accessible, responsive, high-quality services to individuals living at the Wrentham Developmental Center in Wrentham, Massachusetts.

The overall goal is to provide opportunities and services for individuals with intellectual and developmental disabilities that will result in the highest quality medical care possible, especially as our aging population develops more complex medical conditions. The Wrentham Developmental Center seeks a provider that understands the needs of this population, that is committed to enhancing and improving resident health and quality of life, and that is willing to work in full partnership with the facility and Department to meet the residents’ and facility’s changing needs.

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. 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 units consists of at least one large building housing several smaller apartments of one and two-bed rooms. In addition to the larger building, there are also smaller, multi-bedroom homes. In total, there are six large buildings and six smaller, multi-bedroom homes, 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 the levels of medical support and service need contained within this RFR.

The facility is presently operating under a “no admissions policy,” with the exception of transfers stemming from the DDS’s Facilities Restructuring Plan or for those class members who choose/request to reside within a facility, with authorization of the Regional Director and the Department’s Commissioner.

The Wrentham Developmental Center’s census is expected to continue to decrease and may also fluctuate over the life of this contract. As a result, there may be corresponding organizational changes at the facility as the census decreases due to natural attrition, as the mean age of Wrentham’s population continues to increase. These factors will have an impact on both the current and future design of services and the extent of medical service needs across the life of 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.

DESIRED PROGRAM OUTCOMES

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

GENERAL HEALTH CARE AND HABILITATIVE SERVICES PRINCIPLES

1. Every individual with intellectual disabilities should have access to quality health care without financial, cultural, geographical or other barriers.

2. Every individual with intellectual disabilities must have their full range of service needs met, including primary, preventative, and specialized care.

3. The healthcare system must respond to the unique needs of individuals with developmental support needs during each stage of their lives.

4. Services for individuals should be selected based on the person’s individual needs, not on the basis of what is currently available.

5. Individuals with intellectual disabilities, by and large, have the same needs as all other individuals for preventative healthcare, episodic care for acute illness, and ongoing care for chronic conditions. Some individuals with intellectual disabilities may also have chronic conditions, physical disabilities, sensory deficits, or maladaptive behaviors associated with their developmental needs that require special supports to enable them to utilize mainstream professional services. Consequently, some health supports for persons with developmental challenges must be developed to address these special needs.

6. Individuals with intellectual disabilities must be provided with the necessary assistance to make informed choices regarding their health care services. This may include education to enable individuals to become informed, consenting parties to their own services. Concurrently, service providers must accept and respect decisions made by informed individuals, even when those decisions may be different from their own.

7. Quality health care services must promote health and wellness. Prevention and early detection of problems are essential to the maintenance of optimal health and wellness for all individuals, including individuals with intellectual and developmental disabilities.

8. Some individuals with intellectual disabilities have needs that require consultation or support from experts in the care of individuals with these needs. It is DDS’s highest priority that individuals receive the best quality services possible, responsive to their unique needs, wherever they are located.

9. It is essential that all providers understand the Department’s mission and guiding principles 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 developmental support needs. Lack of sensitivity to the nuances of communication, failure to provide special supports, when necessary, or failure to protect the confidentiality of an individual’s personal information (HIPAA) are all examples of failure to provide quality-acceptable health and habilitative services. Education and linkage efforts must be aggressively pursued with the broader generic healthcare community.

General Goals

To promote and maintain the optimal health of all individuals living at the Wrentham Developmental Center.

OBJECTIVE ONE: PRIMARY CARE

Primary care means the management of acute and chronic illness, supervision of the provision of routine and preventative care, either directly or through affiliations, and the integration and follow-through on specialty consultant care for individuals living at the facility. The following objectives for primary care have been established as they pertain to the individual, the agency’s administrative structure, and the organizational planning and program development activities necessary to support high quality primary care.

Individual Level

1. Provide high quality, 24-hours-a-day-primary preventative medical care through a combination of on-site, on-call, and consultative services (in conjunction with 24 hour facility nursing and generic services) to individuals living at the Wrentham Developmental Center.

1. Provide prompt detection and referral of health problems through appropriate medical surveillance, periodic evaluations, and regular medical examinations.

1. Complete annual physical examinations of individuals, including routine laboratory screenings, special studies, and consultations, as necessary.

1. Evaluate, diagnose, and treat acute and chronic medical conditions, as well as implement long-term treatment plans.

1. Conduct regular medical examinations, periodic review and evaluation of identified conditions, and regular follow-up and treatment of all identified medical conditions.

1. Participate in ongoing service planning for individuals receiving services.

1. Assist in the preparation of guardianship (e.g., Rogers) affidavits related to informed consent for medication administration and testify in court, if necessary.

1. Assist with the coordination of the release of appropriate medical information to community physicians and actively participate in transition planning for individuals moving to the community or for former residents already living in the community.

1. Participate as a liaison to outside medical care professionals and facilities, as appropriate.

1. Provide emergency treatment to employees and visitors, as needed.

1. Consult with family members, guardians, medical specialists, and facility staff and the individual relative to their medical needs.

1. Maintain contact with physicians (other than contractors) assigned to individuals admitted to acute-care hospitals and monitor such hospitalizations to improve continuity of care.

1. Monitor individuals, medical treatment plans, and document rationales for treatment via annual and semi-annual reviews and progress notes entered within the Meditech system (electronic medical documentation system.)

1. Participate in annual ISP meetings, required by DDS and DPH regulations, as needed.

1. Develop and implement long-term healthcare plans for chronic medical conditions, e.g., the gradual reduction of psychotropic medications.

1. Complete forms and documents addressing possible medical contraindication to ensure individuals’ safety and participation in outside activities, where appropriate.

1. Participate with Department staff in the development of psychological treatment plans designed to address maladaptive behaviors and reduce the use of restraint and psychoactive medication.

1. Complete medical summaries at the time of an individual’s discharge, transfer, death, etc.

1. Administer medications only when necessary and appropriate and never as a substitute for services or in quantities that interfere with an individual’s functioning. Medications shall not be administered on an as-needed basis in the absence of a medical order.

1. Comply with the state’s Office of Pharmacy formulary, unless clinically contraindicated.

1. Share and store individuals’ protected health information consistent with HIPAA (Health Insurance Portability and Accountability Act) regulation and Health and Human Services and DDS privacy practice.

Administrative Level

1. Provide initial orientation and continuing medical education for physicians and other staff.

1. Participate within standing and ad hoc committees at Wrentham Developmental Center.

1. Assist in the development and implementation of new and revised medical services and related policies and procedures.

1. Develop written standards for medical care that are in keeping with community standards of practice.

1. Develop written protocols for physician care extenders, i.e., Nurse practitioners, consistent with protocols and regulations.

1. Adhere to all existing federal and state public health policies, procedures, and regulations.

1. Monitor to ensure compliance with Title XIX regulations related to medical and health care.

1. Develop individual-specific protocols that can be implemented by facility nursing personnel.

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

1. Provide recommendations concerning needed medical equipment and medical supplies.

1. Provide summary reports of physician activities and statistical reports

1. Develop and implement a plan for the transition of this program to full operation over a 30-day period.

1. Conduct all administrative activities necessary for the smooth operation of the program.

1. Comply with all Federal, State, and DDS regulations.

1. Maximize mechanisms for third-party reimbursement/other non-DDS resources necessary to provide or enhance these services.

Organizational Planning and Program Development Level

1. Develop and maintain a program of preventative healthcare.

1. Provide training, education, and affiliation opportunities to department staff.

1. Establish/maintain an affiliation(s) with local hospitals and medical centers that may include staff privileges for contractor physicians.

1. Provide medical consultation/training in areas of significant interest and/or need for the following:

3. Residential treatment/clinical teams

3. Dietary/nutrition services

3. Occupational Therapy services – dysphagia

3. Communication services/hearing health

3. Physical Therapy services

3. Staff development/training

3. Quality Assurance

3. Administration

3. Community agencies

3. Infection control (including policy development)

3. End of life issues

3. Dementia

3. Osteoporosis/bone density screening

3. Medical ethics and treatment issues

3. Phlebotomy services (including licensure of laboratory services)

3. Other areas as indicated by individual needs/profiles

1. Promote the integration of medical services into the overall function of the Wrentham Developmental Center.

1. Establish linkages to training programs (intern, resident, fellow) that will increase the availability and capability of physicians/other healthcare professionals working with individuals with developmental support needs.

1. Communicate with the DDS Central Office on policy development pertaining to medical services.

1. Utilize third-party revenue sources, grants and other non-DDS funding sources as a means of offsetting the costs of medical and healthcare training activities.

1. Provide consultation and assistance to the community service system for individuals who are in need of a second medical opinion (“request for service system”).

OBJECTIVE: PSYCHIATRIC SERVICES

1. Provide psychiatric services to address the needs of individuals requiring or receiving psychotropic and/or neuroleptic medications, individuals with dual diagnoses and/or unique problems requiring psychiatric consultation.

1. Conduct psychiatric consultation, as needed.

1. Make treatment recommendations and participate in the Psychotropic Medication Review Committee, the Human Rights Committee, and as a member of clinical treatment team(s).

1. Provide emergency psychiatric consultation, as needed.

1. Establish mechanisms for third-party reimbursement for this service.

1. Provide consultation and assistance to community specialists around issues with individuals who are labeled dually diagnosed, with an Axis I diagnosis of a psychiatric disorder.

1. Provide consultation and assistance to the community service system for individuals who are forensically involved and/or behaviorally challenged.

OBJECTIVE: SPECIALTY SERVICES

1. Arrange for medical specialty consultation in the following areas:

Neuropsychology

1. Provide all subsequent evaluation, diagnosis, and treatment consistent with examinations for all female consumers; sound medical practice in relationship to appropriate regulations, including Title XIX.

1. Maximize mechanisms for third-party reimbursements for these services.

1. Provide consultation and assistance to further strengthen the quality and competency of community supports for individuals by: a) encouraging and strengthening natural and normative supports to address individuals’ basic every-day needs; b) preserving the greatest degree possible of social integration, individual autonomy, and personal growth relative to a person’s needs and conduct; c) assuring the most appropriate level of support and supervision to the individual served.

1. Provide consultation services to enhance community-based medical supports for individuals who are medically at risk.

OBJECTIVE: RADIOLOGY

1. Oversee the use of non-invasive mobile medical diagnostic services. Specialty services may be conducted at other facilities provided the appropriate consent is obtained and when such services are not available (mobile), on site.

1. Ultrasound and holter monitoring services also provided by mobile services.

1. Maximize mechanisms for third-party reimbursements for these services.

OBJECTIVE: NEUROLOGY

1. Provide on-site diagnostic and consultative neurology services and treatment to individuals with neurological disorders.

1. Develop and implement a seizure control program.

1. Develop and implement a telemetry program; provide oversight and supervision to staff.

1. Provide consultation to the community system by way of second opinion.

OBJECTIVE: RESPIRATORY THERAPY

1. Provide assessment and training to healthcare and other staff, as appropriate, in the areas of emergency care, acute care, prophylactic maintenance, and staff education.

1. Provide direct service in emergency and acute care situations.

1. Provide consultation to the community system as needed/indicated.

OBJECTIVE: EMERGENCY RESPONSE SYSTEM

The emergency response system at Wrentham Developmental Center operates as follows:

1. When a medical emergency occurs on grounds, an emergency extension is called at the switchboard.

1. When a medical emergency occurs on first shift (Monday – Friday), the operator notifies the assigned on-duty (OD) physician/nurse practitioner, the designated emergency nurse responder, respiratory therapist, and campus police (where applicable), via cell and/or two-way radio.

1. Between 5 p.m. – 8 a.m. (Monday – Friday) and for 24 hours per day on weekends and holidays, the facility emergency nurse responder and campus police are notified to report to the scene.

1. The emergency nurse responder carries medication and treatment supplies to the area, as required.

1. An assessment of the emergency is conducted and documented by a nursing response team member. The assessment includes:

8. the nature of the emergency

8. patient responsiveness and overall condition

8. vital signs

8. interventions needed

8. the disposition of the patient, as determined by the physician/NP, i.e., remain in residence with close supervision and treatment, as ordered, or transfer to the medical center or a community hospital.

On-campus transport:

· Wheelchair van

· Approved private ambulance service, only if medically necessary

For transport to outside facility:

In the event of a life-threatening emergency at Wrentham Developmental Center:

· Medical information is transported with the individual and the on-site attending physician notifies the acute-care community hospital emergency room.

· After individual emergency treatment is completed, the nursing response team member documents appropriate information, i.e., the emergency medical response report. This documentation is used to evaluate the effectiveness of the emergency response system.

· This follow-up report helps to identify and correct problems associated with the emergency response system and to ensure that the system continually provides prompt, efficient, and effective emergency care.

OBJECTIVE: QUALITY ASSURANCE

1. Establish and maintain a medical quality assurance program based on accepted standards of medical treatment and formal periodic review.

1. Conduct quality-care assessments with utilization review and analysis as part of a Q.A. program.

1. In conjunction with appropriate facility personnel, participate in the provider’s internal risk management program relative to medical and nursing services; implement a system that provides prompt, efficient, and effective risk management.

1. Comply with Title XIX regulations for the services being provided via this contract.

1. In conjunction with DDS staff, evaluate and analyze appropriate staffing patterns consistent with professional standards, DDS regulations and policies, and Mass Health standards of care.

1. In conjunction with facility administrators, establish benchmarks for adjusting the staffing resource levels within this contract.

1. Compile relevant healthcare data and information as determined jointly by the facility and department.

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.

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

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

OBJECTIVE: COMMUNITY ACCESS

1. Facilitate access to community-based medical and healthcare providers for the current census of 222 individuals living at Wrentham Developmental Center, as presenting health issues warrant.

1. Through consultation and assistance, enhance the capabilities of physicians providing services to individuals living at the Wrentham Developmental Center.

1. In conjunction with DDS staff, establish a system to follow the medical and healthcare needs of individuals transferring to new living opportunities, either within the facility or the community.

OBJECTIVE: INFECTION CONTROL

In conjunction with appropriate facility personnel, will:

1. Establish/maintain an infection control program based upon accepted standards of infectious disease, medical treatment, and periodic review.

1. Develop written policies and procedure for the prevention and control of infection.

1. Develop techniques and systems for identifying infectious disease with procedure for reporting same.

1. To maintain a consistently medically safe and sanitary environment.

1. Compile and report relevant infectious disease data and information, as jointly determined by facility and infection control physician.

3.0 Demographic Information

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 20, 2020.

DEMOGRAPHIC INFORMATION FOR INDIVIDUALS LIVING AT THE WRENTHAM DEVELOPMENTAL CENTER

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

No eye condition Impaired/Not legally blind Legally blind Unknown condition

Wears prescription eyeglasses

Walks independently Walks w/human assistance Walks w/supports Uses wheelchair Wheelchair w/assistance Bed/uses sliders Bed-No mobility

LENGTH OF STAY

(1/1/2019-12/31/2019)

TOTAL

No care in on-grounds hospital/ medical unit (TMC) or off-grounds hospital this past year and/or routine clinic services only 3x or less during year

No more than 24 hrs. of above care in past year and/or 2 specialty visits in addition to routine clinics in past year

2-3 admissions of one week or less of the above care in past year and/or 3-4 specialty visit clinics plus routine clinics in the past year

Inpatient care 3 or more admissions and/or admissions greater than one month of above care and/or used more than 4 specialty clinic visits (in addition to routine clinics) in the past year

Average length of stay at TMC (on campus admissions)

Average length of stay at community hospital

# TMC (on campus) admissions (1/1/2019-12/31/2019)

# off-campus admissions (outside hospital) (1/1/2019-12/31/2019) 5 days

7 days

No regular meds/treatments, routine health care monitoring only

Medications/treatments 1-2x daily, monthly evaluation of healthcare plan

Meds/treatments 3+ times daily and/or weekly evaluation of healthcare plan

Complex medication/treatment regimen. Daily evaluation/intervention…may require specialized environment and/or 1:1 staffing

NURSING AND MEDICAL CARE REQUIREMENTS

Criteria for Level 1 care: (7 individuals) Has few/no 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.

CURRENT MEDICAL/TREATMENT NEEDS AT WRENTHAM DEVELOPMENTAL CENTER

Do not resuscitate 37

Aggression Agitation

SIB

PICA

Socially Inappropriate Other Behavioral Disorders

Psychotic Disorder Bipolar Disorder Atypical Psychosis Major Depression Anxiety Disorder

ASD

OCD

Other DO

Receiving Anti-psychotic Medication with Rogers Monitor

Receiving Other medication to treat psychiatric and/or emotional illness

PERFORMANCE MEASURES

Performance Measures will be utilized for Medical Services and these will be jointly developed/ negotiated between the provider and 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 and add other performance measures over the life of these awards. Providers who receive contracts from the RFR will be expected to comply with those outcome measures, when developed. The following four (4) performance measures are required within all submitted medical service proposals. In addition, each Facility of the Department will have the option to negotiate additional performance measures specific to the needs and services of the Facility.

· 100% compliance with Title XIX regulations for those medical 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 the DDS costs incurred to provide these services.

· Organize and implement agreed-upon trainings pertaining to health care issues for individuals, facility staff, and health care providers.

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

4.0 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.

6.0 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 at 2 PM

Deadline for Forms that require Ink Signatures.

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

May 3, 2021

5.0 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.

6.0 Evaluation Criteria and Questions

Question 1: Agency Mission and Service Principles 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 1 to 3—Minimally acceptable; principles present but weak integration or implementation 4 to 6—Fair—some strengths and weaknesses 7 to 8—Good 9 to 10—Excellent; principles are well integrated into philosophy. Past history and proposed implementation strong

Question 2: Program Experience Maximum 1 page Please describe your experience in providing health services to persons with needs similar to the individuals that you anticipate serving in this program. Please be as specific as possible and include 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: Cnsumer Participation Maximum 1 page Describe the processes your agency has in place and/or will put in place, to involve individuals, families and/or guardians in overall program operations.

Assess the quality and comprehensiveness of the involvement of individuals, families, guardians in the bidder’s program operations. For new providers, assess the potential in their response, but care should be taken when considering such potential in the absence of a proven track record.

0—Not acceptable 1—Minimally acceptable; few processes in place; little history or commitment to individual involvement 2—Fair 3 to 4—Good 5—Excellent; numerous processes in place such as the selection and evaluation of staff or membership on governing board. History indicates strong commitment to resident involvement

1. Service Elements

Question 4: Service Description Maximum 3 pages Describe what services you will provide and how you will provide them to the individuals in this program. Particular attention must be paid to a description of the medical 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 individuals served, 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 residents? 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 5: Transition Planning Maximum 3 pages Please submit a transition plan for assuming these services over a one-month period. This plan should describe actions you will take to ensure services are fully operational at the end of the transition period, an implementation schedule with significant milestones to be achieved, and persons designated as responsible for each milestone. If you are the current provider, it is still required that you identify changes, if any, you propose and specifically how those changes will occur during this transition period.

Assess the quality and comprehensiveness of the transition plan. Is the plan adequate to ensure services will be in place at the end of the transition period? Does the bidder’s proposal identify specific staff involved in the transition, how their time will be allocated and for what specific activities?

0—Not acceptable 1—Minimally acceptable 2—Fair 3 to 4—Good 5—Excellent; well conceived plan with specific dates and staff necessary for completion; plan is comprehensive and should ensure a smooth and timely transition

Question 6: Assessing and Accessing Specialty Services Maximum 1 page Please describe how the need for resident medical 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 specialty services available for residents. Does the proposal address the issue of access, establishing linkages with generic medical specialists and linkages/affiliations with specific hospitals?

0—Not acceptable 1—Minimally acceptable; limited description of specialty supports issue 2—Fair 3 to 4—Good 5—Excellent; proposal presents a creative plan for arranging specialty medical services

Question 7: Assessing and Accessing Specialty Services Maximum 1 page Please explain how you will coordinate and integrate medical services with other health care providers, especially nursing, 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 3 —Minimally acceptable; has no history of cooperation or coordination 4 to 6—Fair 7 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 individual

Question 8: Referral System Maximum 1 page Describe your system for referral, transfer and admission of individuals to outside hospitals and medical facilities and also re-entry into their residence.

Assess the adequacy of the bidder’s proposed system to ensure appropriate delivery of health services and continuity of care for individuals.

0—Not acceptable 1—Minimally acceptable; has no history or clear understanding of referral issues 2—Fair 3 to 4—Good 5—Excellent; proposal demonstrates a comprehensive plan that ensures continuity of care

Question 9: Staffing Pattern and Job Descriptions Maximum 2 pages Please provide a list of all positions/titles and the specific staffing pattern for this program. Include job descriptions and qualifications for each position and vitae for individuals in key positions.

Assess the adequacy of the staffing, the bidder’s job descriptions and qualifications for all the positions funded under this award. Are the values and principles, as set forth in the RFR, integrated into the job descriptions? Are they written in such a way as to ensure all staff know their responsibilities? Is the staffing pattern consistent with the program’s commitments and goals? Fully reflected in the program budget description?

0—Not acceptable 1 to 3—Minimally acceptable; specifications barely meet service needs 4 to 8—Fair 9 to 15—Good 16 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 10: Emergency Response System Maximum 2 pages Please describe your emergency response system for meeting the emergency medical needs of residents and staff, as appropriate (e.g. in the event of the risk of staff exposure to serious infection).

Assess the adequacy of the bidder’s emergency response system to meet the medical needs of residents and staff, as appropriate.

0—Not acceptable 1 to 3—Minimally acceptable; little understanding of providing adequate responses to emergency situations 4 to 6—Fair 7 to 8—Good 9 to 10—Excellent; bidder has described a comprehensive emergency response system

Question 11: Relationships with Allied Health Professionals 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 will provide.

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

1. Program Outcomes and Assessment

Question 12: Program Objectives and Measurements 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 3—Minimally acceptable 4 to 6—Fair 7 to 8—Good 9 to 10—Excellent; well thought out objectives. Attainment of objectives clearly assessed in measures

Question 13: Quality Assurance Systems Maximum 2 pages 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

9 to 10—Excellent; comprehensive system

Question 14: Risk Management Maximum 2 pages Please define your Risk Management system relative to this RFR.

Assess the quality and comprehensiveness of the bidder’s program for Risk Management.

0—Not acceptable 1 to 3—Minimally acceptable 4 to 6—Fair 7 to 8—Good 9 to 10—Excellent; demonstrates clear understanding of Risk Management issues and planning.

Question 15: Consumer Satisfaction Maximum 1 page (not including survey/analysis) Describe your organization’s involvement with resident/family/guardian and other stakeholders (including DDS) satisfaction surveys or other methods to elicit regular feedback on performance. How frequently are they done? How are the results incorporated into agency operating practice? Please attach an example of a survey, if available, and the analysis of the results and how the results were used.

Assess the quality and comprehensiveness of the bidder’s activities to measure and utilize resident satisfaction information.

0—Not acceptable 1 to 3—Minimally acceptable 4 to 6—Fair 7 to 8—Good 9 to 10—Excellent; comprehensive use of surveys and other feedback mechanisms to measure and utilize resident input relative to the operation of this program

1. Provider Capacity

Question 16: Administration/Management Ability Maximum 2 pages (not including the 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:

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

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

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

1. Please provide an organizational chart for your overall agency that shows all administrative, managerial and supervisory positions. This chart should show where the program being bid fits into the overall organization (Question 9 will reflect the specifics for this particular program). 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…