25EHSOFF48PCAIDCARDRFQKW: OFF48 Personal Care Attendant Identification Card RFQ

The Massachusetts Executive Office of Health and Human Services (EOHHS) is seeking a vendor to provide Personal Care Attendant (PCA) Identification Card processing, printing, and mailing services under a statewide contract (OFF48). The procurement is restricted to vendors already on the Print, Copy & Mail Services and Printed Promotional Products contract. The successful contractor will be responsible for accepting PCA identification card requests, validating those requests through a fiscal intermediary, producing cards with specific design specifications, and mailing them bi-weekly. Key deliverables include processing 98% of card requests within three business days, producing identification cards for approximately 52,000-53,500 active personal care attendants, and creating two-year valid cards that include the PCA's name, photograph, and fiscal intermediary identification number. The solicitation timeline includes a bid posting on December 24, 2024, with questions due by January 3, 2025, responses due by February 17, 2025, and an anticipated contract award on March 27, 2025. The initial contract term is expected to be up to 26 months from execution, with potential extensions at EOHHS's discretion.

The procurement includes a mandatory Supplier Diversity Program (SDP) requirement, mandating bidders commit a minimum of 1% to diverse business enterprises or non-profit organizations. Eligible diverse business categories include minority-owned (MBE), women-owned (WBE), veteran-owned (VBE/SDVOBE), disability-owned (DOBE), and LGBTBE certified businesses. Bidders must use businesses listed in the Supplier Diversity Office Directory or SBA Veteran Small Business Certification directory, with self-certification not accepted. The contract will be structured as a fee-for-service arrangement, with monthly payments issued based on a fixed cost per card production volume. While specific budget ranges are not explicitly stated, the program currently serves 52,000-53,500 active personal care attendants with monthly new hire rates between 900-1,300 PCAs. Contractors must also maintain a disaster recovery plan, provide ongoing reporting to EOHHS, and comply with comprehensive data management and confidentiality requirements, including adherence to HIPAA and other state and federal privacy regulations.