27EHSPCAIDCARDPM: RFR for Personal Care Attendant Identification Card Services

The Massachusetts Executive Office of Health and Human Services (EOHHS) is soliciting proposals under RFR 27EHSPCAIDCARDPM for processing, printing, and mailing Personal Care Attendant (PCA) identification cards, with electronic responses due December 11, 2026 at 5:00 p.m. Eastern Time via COMMBUYS. Bidders must commit to a minimum of 1% of contract sales to Supplier Diversity Program (SDP) partners certified by the Supplier Diversity Office, with higher commitments earning additional evaluation points. Eligible categories include minority-owned, women-owned, veteran-owned, service-disabled veteran-owned, disability-owned, and LGBTBE enterprises, and self-certification is not acceptable. The SDP Plan Form, an Excel file, must accompany the bid.

The Card Vendor accepts PCA card requests directly from consumer-employers, validates eligibility and identity data received from the Fiscal Intermediary, accepts photographs, and produces and mails cards on regular schedules. Cards must follow EOHHS specifications: the front shows the PCA's name, MassHealth PCA Program designation, photo, Fiscal Intermediary unique ID, and issue date; the back carries a state-of-emergency work statement, a two-year validity period, and liability disclaimers. The contractor also provides multilingual customer assistance by telephone and email and generates reports for EOHHS. Service levels require at least 95% of cards produced and mailed within five business days of complete requests, and at least 90% of inquiries answered within two business days. Physical card samples must bear postmarks no later than December 11, 2026.

Compensation is a one-time start-up fee plus fixed monthly pricing across six volume tiers, from 0–100 cards to 20,000 or more cards produced and mailed monthly. Each monthly fee is all-inclusive. The term runs from execution through June 30, 2028, with EOHHS holding an option to extend up to three additional years. Estimated contract start is March 1, 2027, following an anticipated effective date of February 1, 2027.

Bidders submit Business, Programmatic, and Cost Responses, plus Attachment B certifications signed under the pains and penalties of perjury by the CEO and CFO. Evaluation rests on best overall value, considering cost reasonableness, competitiveness, and responsiveness, and EOHHS may request oral presentations, site visits, references, and best and final offers before award. Prompt Payment Discounts and Electronic Funds Transfer are required unless unduly burdensome. The procurement follows 801 CMR 21.00.