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Group Home COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF MENTAL HEALTH RFR File Name /Title: CENTRAL -WEST AREA PEER -RUN RESPITE SERVICES REQUEST FOR RESPONSE RFR File Number: 2012 - 3048 - Central -West Area - Peer -01 Contact Person: Eric Pilsmaker Address: Department of Mental Health 25 Staniford Street Boston, MA 02114 Fax #: 617 - 626 -8014 E -mail Address: Eric. PilsmakerWstate.ma.us Procurement Category: Health, Human and Social Services /Services- Mental Health (' entrA- 18cst Are<l I -Run Respite Se1 ices Reyucst Iio or Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 Table of Contents SECTION 1 REQUEST FOR RESPONSE (RFR) SUMMARY 1 1.1 Issuing Entity /Contact Person and RFR Distribution 1 1.2 Description and Purpose of Procurement and Bidder's Qualifications 1 1.3 Acquisition Method 3 1.4 Single or Multiple Contractors 3 1.5 Use of Procurement 3 1.6 Expected Duration of Contract (Initial Duration and Any Options to Renew) 3 1.7 Bidders' Conference 3 1.8 Written Inquires 3 1.9 Procurement Time Table 4 1.10 Anticipated Expenditures, Funding or Compensation for Expected Duration 4 1.11 RFR Forms & Definitions 5 1.12 Definition of Terms 6 1.13 Public Records 7 1.14 Reasonable Accommodation 8 1.15 Minimum Bid Duration 8 SECTION 2 PROCUREMENT OVERVIEW 8 2.1 DMH Mission Statement 8 2.2 Peer -Run Respite Services Description 9 2.3 Service Model 9 SECTION 3 SERVICE SPECIFICATIONS AND STANDARDS 10 3.1 Consumer - Run - Organization 10 3.2 Access and Service Enrollment 11 3.3 Transition Process 12 3.4 Disenrollment 12 3.5 Administrative Notification to DMH of Service Enrollment and Disenrollment 13 3.6 Physical Site 13 3.7 Hours of Operations and Length of Stay 13 3.8 Service Delivery 14 3.9 Staffing 16 3.10 Records 17 3.11 Policies & Procedures 17 3.12 Contract Management 17 3.13 Performance Measures 18 3.14 Quality Management 19 3.15 Privacy and Data Security 20 3.16 IT Requirements 20 3.17 Meetings with DMH 20 SECTION 4 FISCAL SPECIFICATIONS 21 4.1 Cost Reimbursement 21 4.2 Notice Concerning Rates of Payment - Implementation of Chapter 257 of the Acts of 2008 21 4.3 Fiscal Reporting Requirements 22 December, 2011 entral -West Area Peer -Run Respite Services Request For Response 2012 - 3048 - Central - West Area Peer - 01 1)e ceuthcr, 2811 SECTION 5 RESPONSE REQUIREMENTS 22 5.1 Submission Deadline 22 5.2 Submission Format 23 5.3 Response Format 23 5.4 Response Requirements 25 5.5 RFR Response Cover Sheet 25 5.6 Service Proposal (30 page limit) 25 5.7 Cost Proposal 34 5.8 Supplier Diversity Program Plan (Formerly Known as the Affirmative Market Program Plan) 35 SECTION 6 REVIEW AND SELECTION PROCESS 37 6.1 Compliance with Submission Requirements 37 6.2 Review Process 37 6.3 Oral Presentations 37 6.4 Rejection of Responses 38 6.5 Recommendation for Award 38 6.6 Best and Final Offer 38 6.7 Selection and Contract Negotiations 38 6.8 Contract Award Decision and Award Notification 39 6.9 Debriefing 39 6.10 Administrative Appeals 40 SECTION 7 CONTRACTING POLICIES 42 7.1 Mandatory Contract Provisions 42 7.2 Completion of Work 42 7.3 Contract Authorization and Effective Start Date 42 APPENDICES Appendix A Towns and Cities Covered by the Northampton Office of the Department of Mental Health Central -West Area Appendix B DMH Privacy Notice Appendix C DMH Notice of Privacy Practices Acknowledgement Form Appendix D Client Scenario December, 2011 Central -West Area Peer -Run Respite Services Request For Response 2012 - 3048 - Central -West Area- Peer -01 December, 2011 SECTION 1 REQUEST FOR RESPONSE (RFR) SUMMARY 1.1 Issuing Entity /Contact Person and RFR Distribution Issuing Entity: Department of Mental Health RFR File Title: Central -West Area Peer -Run Respite Services Request for Response RFR File Number: 2012- 3048 - Central -West Area -01 Contact Person: Eric Pilsmaker Address: Department of Mental Health 25 Staniford Street Boston, MA 02114 Fax #: 617- 626 -8014 E -Mail Address: Eric.Pilsmaker(state.ma.us This RFR has been distributed electronically using the Commonwealth of Massachusetts Procurement Access and Solicitation (Comm -PASS) system. Comm -PASS is the official system of record for all procurement information. It is publicly accessible at no charge at www.comm - pass.com. All records on Comm -PASS consist of multiple tabs, or pages. For example, Solicitation records contain Summary, Rules, Issuer(s), Intent or Forms & Terms and Specifications, and Other Information tabs. Each tab may contain data and /or file attachments provided by DMH. All are incorporated into this RFR. It is the responsibility of every Bidder to check Comm -PASS for any addenda or modifications to a solicitation for which they intend to respond. The Commonwealth and its subdivisions accept no liability and will provide no accommodation to Bidders that submit a response based upon an out -of -date solicitation document. Potential Bidders are advised to check the "last change" field on the summary page of solicitations to which they intend to respond to ensure they have the most recent solicitation files. A Bidder may not alter the RFR or its components except for those portions intended to collect the Bidder's response (cost pages, etc.). Modifications to the body of the RFR, specifications, terms and conditions, or any other documents that would change the intent of this RFR are prohibited. Any modifications other than where the Bidder is prompted for a response will disqualify the response. For more information about Comm -PASS see the Operational Services Division RFR Required Specifications that are included under the "Forms & Terms" tab of the Comm - PASS file of this RFR. 1.2 Description and Purpose of Procurement and Bidder's Qualifications 1.2.1 Purpose of Procurement. The Massachusetts Department of Mental Health (DMH), through this RFR, is seeking to procure Peer -Run Respite Services for December, 2011 Central -West Area Peer-Run Respite Services Request For Response 2012 - 3048 - Central -West Area- Peer -01 December, 2011 the West part of the Central -West Area. DMH anticipates awarding one contract as a result of this RFR. Peer -Run Respite Services: • Provide temporary services (typically three to four days) to support individuals in emotional distress and /or emergent crisis. • Employ Certified Peer Specialists who are able to use their lived experiences to assist individuals. • Utilize the Intentional Peer Support Model or other compatible models that assist individuals through mutual problem solving. • Are provided in a short term community based living arrangement. • Are provided by a Contractor that is a Consumer - Run - Organization. The Contractor must have a physical site that accommodates three (3) beds. The physical site must be located in the West part of the Central —West Area (see Appendix A) in a central, accessible location, such as Springfield or Northampton. Peer -Run Respite is a new service model for DMH, it is expected that the Service Model and standards will need to be reviewed and revised as needed. The Service Model in the future could include mobile respite services that are provided in a variety of community settings. 1.2.2 Bidder's Qualifications. The contractor of this service must be a Consumer - Run- Organization: A Consumer - Run - Organization meets one of the following requirements: • Its Board of Directors is composed of a majority of individuals who are Consumers; or • It has an advisory committee made up primarily of Consumers (not employees of the Contractor) that reports directly to the Contractor's Board of Directors, or if there is no Board of Directors, to the president of the organization and which has an active and direct role in establishing policy for the Peer -Run Respite Services. DMH in the RFR review process will give preference to bidders that meet the definition of a Consumer - Run - Organization as of the date responses are due. Preference will also be given to Bidders meeting the first definition of Consumer - Run - Organization (Board of Directors is composed of a majority of individuals who are Consumers). Bidders that are not currently Consumer - Run- Organizations must submit with their bid a plan for becoming such and must meet the requirement as of the Services Start Date. See also staff requirements in Subsection 3.9. December, 2011 entral -1 \csl \rea Peer -Rnn Respite Services Request lF'ar Response 2012- 3048 - Central -West Area- Peer -01 Ikeentbe.r, 2011 1.3 Acquisition Method Fee For Service X Other (Specify): Cost Reimbursement 1.4 Single or Multiple Contractors X Single Contractor Multiple Contractors 1.5 Use of Procurement X_ Open for use under separate contract execution Open to all eligible public entities Restricted to use by defined entities only: _ Restricted to use by issuing entity only 1.6 Expected Duration of Contract (Initial Duration and Any Options to Renew) Initial Duration: up to 1 year(s) and four (4) months. 3/1/2012 — 6/30/2014 Renewal Options: up to 2 options for up to 1 year each option (DMH reserves the right to exercise more than one option at any given time). Renewal Option 1: 7/1/2014 — 6/30/2015 Renewal Option 2: 7/1/2015 0- 6/30/2016 Any contract award made as a result of this RFR and all contract renewals are subject to appropriations and contractor performance on an on -going basis. 1.7 Bidders' Conference A Bidders' conference WILL NOT be offered. A Bidders' conference X WILL be offered. Date: January 4, 2012 Time: 11:00 am, EST Location: Haskell Building Address: Department f Mental Health Northampton Office 1 Prince Street Northampton, MA 1.8 Written Inquires December, 2011 <:entral -V cst Area Peer -Run Respite SerNices Request l'on' ReNDOIIsc 2012- 3048 - Central -West Area- Peer -01 December, 2011 There WILL NOT be an opportunity for written questions. There XWILL be an opportunity for written questions. Questions must be submitted to the Contact Person named in Subsection 1.1 by mail, fax, or e -mail. To be considered, questions must be submitted by 4 p.m. EST on January 10, 2012. DMH will review questions received before the deadline and, at its discretion, prepare written answers to questions of general interest. Written answers, if any, will be posted on Comm -PASS as indicated in Subsection 1.9. DMH is not bound by any oral comments or representations made by the Contact Person and /or any other employee of DMH. Except as set forth in Subsection 5.6.2.e (Qualification), telephone calls will NOT be accepted regarding this RFR. 1.9 Procurement Time Table RFR Release Date: December 21, 2011 Bidders' Conference: January 4, 2012 Written Inquiries Due: January 10, 2012 Anticipated Answers to Written Inquiries Posted on Comm -PASS: January 17, 2012 Response(s) Due: February 2, 2012, 4:00 pm EST Send responses to the address specified in Subsection 1.1 Response Review and Contract Negotiations: February 3 — 29, 2012 Anticipated Award Announcement: February 29, 2012 Contract Start Date: March 1, 2012* Start -Up Period: March 1— June 30, 2012 Services Start Date: July 1, 2012 *The Department is allowing a four (4) month start-up period for this contract. Bidders are required to submit as part of their response an implementation plan and budget for service start-up (see Sections 3 and 4 and Subsection 5.6.8). The service must be fully operational by July 1, 2012. 1.10 Anticipated Expenditures, Funding or Compensation for Expected Duration X Contract(s) will have a Maximum Obligation Amount. Contract will NOT have a Maximum Obligation Amount (Rate Contract). Subject to Quotes by Pre - Qualified List of Contractors. The estimated annualized maximum obligation amounts for the contract that may be awarded under this RFR are as follows: December, 2011 4'crrrtral- 1W'est.ATea Peer -Run Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 Contract Description Estimated Annualized Maximum Obligation Amount FY 2012 $142,500 FY 2013 $285,000 The amount the Department expects to expend per contract over the 3 years and 4 months of the contract is $997,500.00. Federal funds X MAY be used to fund part/all of Contract(s) Federal funds WILL NOT be used to fund part/all of Contract(s) DMH reserves the right at any time to change the maximum obligation of any contract awarded under this RFR and /or to award subsequent or additional contracts to other Bidders when DMH considers it necessary or appropriate. Examples of when this may be necessary or appropriate include, but are not limited to, (a) the early termination or non - renewal of another contract, (b) an increase in the need for services and in availability of funding; and (c) a programmatic decision to reallocate funds due to the under - utilization of services in other existing contracts. 1.11 RFR Forms & Definitions All forms and terms included under the "Forms & Terms" tab of the Comm -PASS file of this RFR are expressly incorporated herein by reference and made a part of this RFR. These forms and terms include, but are not limited to, the following: • Operational Services Division RFR Required Specifications. The "Required for POS Only" provisions contained in these Specifications are applicable to this RFR and all contracts to be awarded as a result of the RFR. • Commonwealth Terms and Conditions for Human and Social Services • Commonwealth of Massachusetts Standard Contract Form and Instructions • DMH Additional Contract Terms and Conditions • List of Permitted Response Attachments • POS Attachments 3 — 6 • UFR Titles • Supplier Diversity Program Plan Form (Formerly the Affirmative Market Program Plan) • Authorized Signatory Listing • Authorization for Electronic Funds Transfer (EFT) Payment • RFR Evaluation Tool • Massachusetts Form W -9 • WTO Government Procurement Agreement Link • RFR Response Cover Sheet • DMH Respite Services Business Associate Terms and Conditions • Staffing Chart December, 2011 ('errtral -Well 1rca Peer -Run Respite `services Request For Response 2012 - 3048 - Central -West Area- Peer -01 J) cerniter, 2011 • Executive Order 504 Contractor Certification Form Bidders should review these forms and terms in detail. 1.12 Definition of Terms Area Director: The senior DMH administrative official in the DMH Central -West Area responsible for the oversight of services and /or contracts within the DMH Central -West Area. Bidder: An organization that submits a response pursuant to this RFR for a Peer Run Respite Services Contract. Certified Peer Specialist: An individual who has been certified as a Peer Specialist. Consumer: An individual who is a current or past recipient of mental health services. Consumer - Run - Organization: An organization that meets one of the following requirements; • Its Board of Directors is composed of a majority of individuals who are consumers or • It has an advisory committee made up primarily of consumers (not employees of the Contractor) that reports directly to the Contractor's Board of Directors, or if there is no Board of Directors, to the president of the organization and which has an active and direct role in establishing policy for the Peer -Run Respite Services. (See Subsection 3.1) Culturally and Linguistically Competent Services: Services that demonstrate an integration and transformation of knowledge, information, and data about individuals and groups of people into specific standards, skills, service approaches, techniques, and marketing services that match the culture and language of the individual receiving services so that there is an increase in the quality and appropriateness of health and behavioral care and outcomes. Day: A calendar day including weekends and holidays. Full -Time Equivalent (FTE): Forty (40) hours a week defines a full time employee. Goal Plan: Are the written goals and objectives developed by a Contractor for and with each Person Served. A Goal Plan must be appropriate for Peer -Run Respite Services. A Goal Plan, as described in this RFR, shall be considered a person's Individualized Action Plan as that term is defined and used in DMH regulations 104 CMR 29.11 — 29.13. December, 2011 ('(mtral- West,Arya Peer -Rum Respite Services Request l °or Response 2012 - 3048 - Central -West Area- Peer -O 1 December, 2011 Legally Authorized Representative (LAR): The LAR is a guardian or other fiduciary granted applicable authority by a court of competent jurisdiction. M/WBE: A Minority Owned Business or a Woman Owned Business certified as such by the Supplier Diversity Office (SDO, formerly called the State Office of Minority and Woman Business Assistance or SOMWBA). For a list of M /WBEs, go to: http: / /www.somwba. state. ma. us / BusinessDirectory /BusinessDirectory.aspx. In addition, for a list of M /WBEs on statewide contracts go to www.mass.gov/E0AF/docs/osd/sdo/spd/10q4_contractors.xls. Peer -Run Respite Services Contractor (Contractor): The Bidder awarded a contract for a Peer -Run Respite Services under this RFR. Person - Centered Planning: A process in which a person is an active participant in his /her recovery and where the person's strengths, experiences, culture, values, preferences, needs, hopes and life goals guide the type, intensity, and duration of the services provided. Person Served: An individual who is enrolled in Peer -Run Respite Services. Recovery: The process by which people are able to live, work, learn, and participate fully in their communities. For some individuals, recovery is the ability to live a fulfilling and productive life despite a disability. For others, recovery implies the reduction or complete remission of symptoms. President's New Freedom Commission Report. Strength - Based: An approach to service delivery that utilizes a person's existing competencies and abilities to guide and implement the person's Individualized Action Plan, Wellness Recovery Action Plan (WRAP) and /or other type of rehabilitation/recovery /treatment plan. Strengths are maximized and used in areas where the individual wants help in reaching his /her goal. This approach is supported by a framework of hope, healing, and empowerment. Wellness Recovery Action Plan (WRAP): Consumer - created plans that address the wide range of issues individuals with mental illness must manage, from maintaining an apartment to dealing with the onset of increased symptoms of mental illness that may put an individual at risk of hospitalization. 1.13 Public Records All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L. c.66, §10, and to c.4, §7, Subsection 26. Any statements in submitted responses that are inconsistent with these statutes will be disregarded. December, 2011 <:entral -West Area Peer-R tin Respite Services Request 1 Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 1.14 Reasonable Accommodation Bidders with disabilities that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the Contact Person identified in Subsection 1.1. Requests for accommodation must be made by January 10, 2012 and they will be addressed on a case -by -case basis. The request must state that it is based on a disability and specifically identify the accommodation desired. Although DMH will make all reasonable efforts to accommodate the requests of Bidders with disabilities, DMH reserves the right to reject unreasonable requests. 1.15 Minimum Bid Duration Pursuant to M.G.L. c.106, §2 -205, Bidders' responses /bids submitted in response to this RFR must remain in effect for 90 days from the date of submission. SECTION 2 PROCUREMENT OVERVIEW 2.1 DMH Mission Statement The Peer -Run Respite Services Contractor will be responsible for ensuring that the mission and values of DMH and, when applicable, DMH policies, directives, procedures and initiatives, are integrated and adhered to in all contract activities and by all staff members. DMH's vision and mission statements are as follows: Vision Mental health is an essential part of health care. The Massachusetts Department of Mental Health, as the State Mental Health Authority, promotes mental health through early intervention, treatment, education, policy, and regulation so that all residents of the Commonwealth may live full and productive lives. Mission Statement The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work, and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The DMH sets policy, promotes self determination, protects human rights and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities. December, 2011 Central- 4t'est Area Peer -Ran Respite Services Request For Response 2012 - 3048 - Central -West Area- Peer -01 December. 2011 DMH has an overall goal of promoting Recovery and Resiliency through Partnership. This goal is fostered by the principles of: meaningful client and family involvement; self- and family- direction; dignity and respect; culturally and linguistically competent care; elimination of disparities; use of evidence -based practices; and operational efficiencies. 2.2 Peer -Run Respite Services Description Peer -Run Respite Services provide a temporary place where individuals in emotional distress and /or emergent crisis can come to stay overnight, on average of three (3) or four (4) days. These services are provided in a home -like environment operated by the Contractor, a Consumer - Run - Organization. All direct care staff are Certified Peer Specialists. The services are not intended for individuals who require hospital level of care. It is a voluntary service. Individuals may come and go to work, school, or to participate in other activities. It supports the continuity of individuals' community relationships, including relationships with mental health and medical providers. Through mutual relationship building the Service creates an opportunity for individuals to learn and grow with the staff and to find ways to support one another, remain connected and engaged in their own lives and communities. DMH expects that the Service will be an effective early intervention to prevent hospitalization and to facilitate recovery. Peer -Run Respite Services must meet the Service Specifications and Standards set forth in Section 3. In addition, the Contractor must fully integrate the following principles into its service delivery structure: a. Service delivery emphasizes shared responsibilities, mutual learning, flexibility, and reciprocal relationships between the Persons Served and the staff. b. Services are based on the choices, strengths and vision of recovery of the Person Served. c. The Persons Served involvement in Peer -Run Respite is voluntary. d. Services are trauma - informed. Staff have an understanding of the vulnerabilities or triggers of Persons Served impacted by trauma. Services are delivered in a manner that is supportive and avoids re- traumatization. e. The personal and community relationships of the Persons Served are supported, including those with current service providers. f. Services are Culturally and Linguistically Competent. 2.3 Service Model DMH supports the principles of the Intentional Peer Support (IPS) Model. DMH expects the Contractor's Peer -Run Respite Services to either fully utilize the IPS Model (staff trained on IPS by Shery Mead Consulting) or to utilize a similar service delivery practice. December, 2011 ('entral- NN 'est Area Peer -Run Respite Services Request For 1(esponsc 2012 3048 - Central - West Area Peer - 01 December, 2011 The IPS model developed by Shery Mead (Peer Support and Peer -Run Crisis Alternatives in Mental Health - Shery Mead) is currently being used in peer -run respite services in Georgia, New Hampshire, Vermont, California and Maine. IPS provides connections and relationships that both support individuals in crisis and encourage them to evaluate old patterns and explore new ways to think and act. It emphasizes mutual learning and responsibility between the individuals in crisis (Persons Served) and the peers that operate the service. Both are viewed as teachers and learners, givers and receivers. IPS "is about relational change; a commitment to mutuality, negotiation, noticing power dynamics, and a transparent agreement that both people are there to learn through the process of their relationship" (Intentional Peer Support: What Makes it Unique, State of Maine Department of Health and Human Services in consultation with Shery Mead, June, 2006). Within the context of a mutually responsible relationship with trained staff, Persons Served have the opportunity to gain a new understanding of themselves and the personal and relational patterns and habits they have developed; to determine what strategies are useful to them and to explore new ways of thinking. The model focuses on: a. learning rather than on helping; b. the relationship rather than the individual; and c. hope -based rather than fear -based interactions. The key tasks for each Person Served and staff are: 1. Creating a connection with each other. This is integral to an effective peer support relationship. 2. Acknowledging and exploring the diverse ways each have come to "know what they know ", as this creates opportunities for new understandings. 3. Remaining mutual in support of each other. This helps build trust in the relationship and allows both parties to learn, grow, and find new ways to assume their place as valued and respected citizens. 4. Co- creating a new story that focuses on what is wanted instead of focusing on problems and what is wrong. SECTION 3 SERVICE SPECIFICATIONS AND STANDARDS The Peer -Run Respite Services Contractor must meet the Service Specifications and Standards set forth in this Section 3 and all applicable DMH regulations and policies (see DMH Additional Terms and Conditions included under the "Forms & Terms" tab of the Comm -PASS file of this RFR). However, the Contractor will be given a four (4) month start-up period. The Contractor must be a Consumer - Run - Organization and Services must be fully operational by July 1, 2012. (See Subsection 1.9) 3.1 Consumer - Run - Organization December, 2011 Central-West Area Peer -Run Respite Serkic:es Request For Response 2012 - 3048 - Central -West Area- Peer -01 1.)eee,nher, 201 1 The Contractor of this Service must be a Consumer - Run - Organization: See Subsection 1.12 for definition of Consumer - Run - Organization. At a minimum, the Contractor must meet this requirement as of the Service s Date. (See Subsection) .9) 3.2 Access and Service Enrollment 3.2.1 Service Criteria. a. Peer -Run Respite Services are voluntary. b. Peer -Run Respite Services are for individuals eighteen (18) and older who are living with mental health challenges and are experiencing emotional distress and /or emergent crisis. c. The individual does not present imminent harm to self or others. d. The individual and the Contractor must both agree that the individual can benefit from the Service. e. The individual is able to self administer medication (see Subsection 3.8.4) f. The individual has a living situation to which to return. 3.2.2 Referrals. a. Peer -Run Respite Services operate on an open referral basis and may come from the potential Person Served (self - referral), DMH, any DMH provider, and other community organizations or entities. b. Persons receiving other DMH services must be prioritized to the extent possible. c. The individual must be provided sufficient information about the Services so that the individual can make an informed choice. In sharing information about the Services, the individual must be notified that the Services are DMH funded and that DMH will have access to his /her record. d. The Contractor and the individual must determine if the individual meets the service criteria set forth in Subsection 3.2.1 e. If the individual does not meet the service criteria, the Contractor must suggest and, if the individual agrees, work with the individual to obtain other services appropriate for the current situation. f. For each individual requesting Services, the Contractor must document the decision made. 3.2.3 Enrollment. When an individual is determined to meet the service criteria the Contractor must take the actions set forth in this Subsection 3.2.3. An individual will be considered enrolled in Peer -Run Respite Services upon completion of a through e below. In completing these tasks, the Contractor must review and utilize the individuals' Proactive Interview record, if they had one (see Subsection 3.8.3). The Contractor must: a. Provide the individual with an orientation. The orientation shall include the following written information, in the individual's and LAR's primary language, if feasible, and is presented and reviewed with each individual: December, 2011 Central-V. est Area Peer-Run Respite "cervices Request For Reshrcru e 2012 - 3048 - Central -West Area- Peer -01 December, 2011 • a description of services • hours of operation • confidentiality policy • Program Participation Agreement (Rights and Responsibilities) • nondiscrimination provisions • telephone number(s) of Emergency Services Program(s) • the name and responsibilities of the human rights officer • grievance and appeal procedures, including how to file a human rights complaint with DMH and how to file a complaint of abuse with the Disabled Persons Protection Commission (DPPC) • visiting hours and policy. b. Provide the individual and LAR with a copy of the most current DMH Privacy Notice (Appendix B) and have the individual sign a Notice of Privacy Practices Acknowledgement Forms (Appendix C). c. Obtain from the individual and LAR a signed Program Participation Agreement. By this agreement the Person Served acknowledges that he /she has been informed of the rights and responsibilities of participating in the Service and agrees to such. d. Identify and address immediate health and safety concerns. e. Give DMH notice of the enrollment in accordance with Subsection 3.5. 3.3 Transition Process a. If at any time it appears through mutual agreement the Person Served should stay beyond seven (7) days, the Contractor must request an extension to the Person's enrollment to the DMH Central -West Area Director /Designee. b. When it is mutually agreed that a Person Served is ready to leave the service, the Contractor shall work with the Person Served to identify any actions the Person Served should take to support his /her transition from the service to the community. 3.4 Disenrollment a. When a Person Served reaches his /her goals and transitions out of the Peer -Run Respite Service he /she shall be disenrolled by the Contractor. b. A Contractor shall also disenroll a Person Served from its Peer -Run Respite Services on the occurrence of any of the following: 1. Person Served no longer desires Peer -Run Respite Services; 2. Person Served is hospitalized (medically or psychiatrically), admitted to a skilled nursing facility, incarcerated, or admitted to some other institutional setting or is deceased; 3. the length of stay time limit is reached and an extension is not sought and /or granted pursuant to Subsection 3.7; 4. Person Served has not received Peer -Run Respite Services within 48 hours of last contact; and /or 5. Person Served whereabouts are unknown. December, 2011 ( entr al aVest Area Peer -lion Respite° Services Request For Response 2012 - 3048 - Central -West Area- Peer -O 1 December, 2011 c. If at any time the Contractor determines that the Person Served poses a significant and current threat to the general safety of the Peer -Run Respite Services, the Contractor may disenroll the Person Served. Prior to taking this action, the Contractor must consult with the DMH Central -West Area Director or designee. 3.5 Administrative Notification to DMH of Service Enrollment and Disenrollment The Contractor shall notify the DMH Central -West Area on a weekly basis of the enrollments and disenrollments that occurred the previous week. The DMH Peer -Run Respite Services Enrollment /Disenrollment Form shall be used for this purpose. The form may be faxed or emailed. DMH is currently developing this form. 3.6 Physical Site The Contractor must provide temporary community -based living arrangements in a distinct physical site away from the current living situation of the Person Served. The physical site must accommodates three (3) beds and be located in the west part of the Central —West Area in a central, accessible location, such as Springfield or Northampton (see Appendix A for a list of towns and cities served in the West part of the Area). Inherent to the Peer -Run Respite model, the physical site must be a residential site that is not co- located with other mental health or medical services. The site shall provide a warm, friendly home -like environment. The physical site(s) must be licensed by DMH in accordance with 104 CMR 28.13. The Contractor is not responsible for preparing and serving meals; however, the Contractor must have food available for Persons Served and an area for food preparation and storage for those individuals who wish to supply their own food. The physical site must have a common living area as well as private space for the purpose of providing peer support, interviewing, and visiting with families and others. If a site is not ADA compliant the following physical site requirements must be met: a. a minimum of one first floor entrances and exits must be handicapped accessible to allow entry into and exit from the building; b. there must be one bedroom on the first floor that is handicapped accessible; c. first floor common living areas, including private space as noted above must be handicapped accessible; d. first floor bathroom must be handicapped accessible; e. kitchen and dining areas must be handicapped accessible; f. kitchen facilities must be modified to allow use of the kitchen to obtain food and drink outside of meal times. 3.7 Hours of Operations and Length of Stay a. Services must be available and accessible on a twenty -four (24) hour per day, seven (7) day per week basis. When staff are not present at the physical site, there must be a mechanism for individuals, DMH and other potential referring agencies, to be able to contact and access the Services. December, 2011 (`crrtr,rl -West. iArea 1'c•cr -Run Respite Services Request 1 +or Rcsporrst 2012 3048 - Central - West Area Peer - 01 December, 2011 b. The physical site must be open 24 hours a day, seven (7) days a week when an individual is enrolled. c. Enrollment in Peer - Respite Services cannot exceed seven (7) days unless a request for extension is reviewed and approved by the DMH Area Director or designee. 3.8 Service Delivery 3.8.1 Goal Planning As soon as it is appropriate, but no later than forty -eight (48) hours after enrollment, the Contractor must, in conjunction with the Person Served, develop a Goal Plan. The Goal Plan must: a. be an explicit statement of what the individual hopes to accomplish during his /her time with Peer -Run Respite Services. b. document the proposed recovery oriented activities that will be undertaken during his /her time with Peer -Run Respite Services. c. include a mutually agreed upon date the Person Served will leave the service. The plan must be developed and signed by the Person Served, if possible, or LAR, and must be updated during the course of the Person Served stay as needed. If the Person Served had a Proactive Interview, the Proactive Interview record must be reviewed as part of the planning process and, if appropriate, utilized as the Goal Plan. 3.8.2 Recovery Oriented Activities Services are designed to be individualized and person centered. When appropriate for the Person Served, the Contractor must be able to provide the following: a. empowerment and self advocacy, b. the provision of resources and support for the development of recovery plans (e.g., WRAP), c. recovery education including, but not limited to: 1. engaging Persons Served in the use of self help and wellness tools, and 2. providing information about the range of mental health services and treatment options, and alternatives available to Persons Served, creating opportunities for Persons Served to learn about healthy living approaches and explore social recreational interests. d. assistance with: 1. finding, securing and /or maintaining housing, health insurance and other entitlements and benefits, 2. accessing psychiatric and other community mental health services, December, 2011 <:cntr.il - N1 Vcst Area Peer-Run Respite Services Request l 1(espousc 2012- 3048 - Central -West Area- Peer -01 December, 2011 3. accessing medical and dental care, 4. maintaining and accessing general community resources (e.g., home care services, self - help), including complementary healing practices, and 5. transportation, e. linkage to and coordination with: 1. natural supports, 2. other DMH services such as Recovery Learning Communities, Clubhouses and DMH and Non DMH Emergency Services Programs, and 3. educational, social and vocational activities. 3.8.3 Community Orientation to Peer -Run Respite Services and Proactive Interviews. a. During start-up activities and ongoing once services begin, the Contractor must engage with DMH providers (Community Based Flexible Supports, Recovery Learning Communities, Case Management Sites, Clubhouses, etc.) and other entities, including but not limited to, Emergency Services Program providers and community organizations, for the purposes of informing the above about the availability of Peer -Run Respite Services. The goal of the interaction must be to educate both potential Persons Served and staff members of the entities. The information to be shared shall consist of but not be limited to, written materials describing Peer -Run Respite Services including the Proactive Interview process, the location of the service, and contact information for questions and referrals. The Contractor is expected to focus on the providers and entities located in the West part of the DMH Central -West Area, but the Contractor may be asked by DMH to work with providers and entities located in the Central part of the Area and occasionally, providers and entities located in other DMH Areas. b. If during the community education process or at any other time an individual indicates that he /she would be interested in using the Peer- Run Respite, the Contractor will explore circumstances in which Peer -Run Respite Services may meet the potential Person Served needs. This planning may include informal conversations and visits by a potential Person Served to a Peer -Run Respite Services site. The intent of outreach activities is to ensure that potential Persons Served are given sufficient information about Peer -Run Respite Services, may engage in a Proactive Interview, and are informed of all the options included in this service. c. A Proactive Interview is an interactive dialogue between peer staff and an individual to establish a relationship, to talk about how the Peer -Run Respite Service differs from other types of services and together begin to identify what might be different for the person if they use the program. December, 2011 Central -West Area Peer -Rnn Respite Serv ices 1tecluest Um. Response 2012 - 3048 - Central -West Area- Peer -01 December, 2011 d. The Proactive Interview is intended to take place prior to the individual experiencing emotional distress or an emergent crisis and can take place either at the service site or another mutually agreed upon location. e. If an individual and the Peer -Run Respite Services staff agree that the individual can benefit from Peer -Run Respite Services, the staff at the Peer - Run Respite Services shall maintain a record indicating such and, as available and /or appropriate, shall include in the record any supporting documents and /or crisis plans or Wellness Recovery Action Plans for the individual. f. Future participation in the Peer -Run Respite Services is not contingent on the completion of a Proactive Interview. 3.8.4 Medication Persons receiving Peer -Run Respite Services must be able to self - administer medication or make alternate arrangements to receive their medications. For Persons Served who bring medications into the program, the Contractor must supply a locked box for the individual to store their medications in their bedroom. 3.9 Staffing a. The Program Director and all Staff who provide direct services to Persons Served must be Certified Peer Specialists. b. Staffing patterns must be adequate to meet the needs of the Persons Served and the requirements of the Contract. c. Staff must be knowledgeable about trauma - informed practices, self -help groups, person centered planning and recovery principles. d. Staff must be knowledgeable about and trained in the selected Service Model (e.g., Intentional Peer Support or similar model). e. Staff must be able to implement the service criteria set forth in Subsection 3.2.1 f. Staff must be knowledgeable of community services available to Persons Served, including medical, emergency, housing, rehabilitation services, etc. g. Staff must be knowledgeable regarding the DMH service authorization application process and community services. h. Staffing patterns must be diverse and culturally sensitive and reflect the cultural and linguistic needs of the Persons Served. i. Staff must be fluent in the preferred language of Persons Served or professional interpreters must be available to work with the Persons Served around engagement, re- engagement, and developing a relationship sufficient to support services. j. Each staff position must have a written job description that clearly delineates roles and responsibilities. k. Staff must receive a mandatory orientation that includes initial job training and instruction on the Contractor's policies and procedures, particularly in regard to human rights and protected health information privacy and security and DMH regulations and policies. December, 2011 4 eHtr<d - NN est Area Peer-RIM Respite Services Request Um- Res ponse 2012- 3048 - Central -West Area- Peer -01 1,)ecember, 2011 1. Employees must receive regular and competent supervision. m. Job performance must be reviewed periodically in accordance with the Contractor's written protocol for such. 3.10 Records a. The Contractor must maintain a Peer -Run Respite Services file for each Person Served containing; Notice of Privacy Practices Acknowledgement Forms (Appendix C), Program Participation Agreement, the Person's Goal Plan, any accompanying assessments, and other documents developed that are relevant to the Person Served, or shared by the Person Served with the Contractor (e.g. Wellness Recovery Action Plan). In addition, a Contractor must maintain a Peer -Run Respite Services file for each individual who has participated in a Proactive Interview and for which the Service was deemed appropriate and desired by the individual. b. Notes related to the Person's Goal Plan must be written and maintained in accordance with the Contractor's policy and procedure regarding the maintenance of records for Persons Served. c. Confidentiality of records must be maintained m accordance with 104 CMR 28.09 and, if applicable, the DMH Business Associate Terms and Conditions that are a part of the contract. 3.11 Policies & Procedures At a minimum, the Contractor must have written policies and procedures regarding the following: a. the provision of backup emergency medical and psychiatric services b. use of prescription and non - prescription medications taken by Persons Served c. record documentation and maintenance d. Human Rights e. Critical Incident Reporting f. Business Continuity of Operations Planning (COOP) in compliance with DMH requirements 3.12 Contract Management The Contractor will be required to meet with DMH, as necessary, to review performance under the Contract. At a minimum, the Contractor will be required to meet with DMH quarterly. DMH, at its discretion, may include other interested individuals in this review process. The review may include, but shall not be limited to, service utilization, performance measures and targets, outcomes, budget, quality improvement, communication and cooperation with DMH, and overall contract compliance, as well as an assessment of a Contractor's adherence to the service standards set forth in Section 3 of the RFR and the service delivery principles and expectations set forth in Section 2. December, 2011 < °en1ral- Nest Area Peer-Run Respidc Services Request hcrr l csponsc 2012 3048 - Central - West Area Peer - 01 December, 2011 DMH will establish and review performance measures and targets along with data and information that reflects service utilization and service delivery processes, implementation of service standards and specifications, adherence to the service delivery principles, and person- and contract -level performance measures. As part of the contract monitoring review process, DMH may make site visits, conduct case reviews, and or perform contract audits. The Contractor is required to cooperate with DMH to the full extent necessary for DMH to conduct these activities. These activities may include a review of the service delivery documentation and reports required by the RFR, billing documentation; and such other information the Contractor is required to maintain and or develop as a result of the Contract. They may also include interviews with staff and Persons Served. DMH is developing a Standardized Contract Monitoring Process for all of its service contracts. The purpose of this tool will be to summarize and quantify performance, including adherence to service standards. The Peer -Run Respite Service provider must participate in that process as required. DMH recognizes that the procurement of a Peer -Run Respite Service is an opportunity to implement an innovative and emerging best practice. DMH intends to work collaboratively with the Contractor to promote effective implementation of the service and evaluate its effectiveness within the array of current DMH community -based services. Contract management during the first year of the contract will focus on the completion of tasks related to the start-up and implementation of the service. 3.13 Performance Measures Initially the Contractor must meet performance benchmarks related to the successful start-up of Peer -Run Respite Services as defined by the Contractor (see Subsection 5.6.8) and as approved by DMH. The Contractor must meet certain service and person level performance measures, including measurement of outcomes on which the Contractor will be required to report. DMH may require the Contractor to report performance and utilization data using a process determined by DMH. (See Section 3.16 for Information Technology requirements.) The Contractor must collect and submit person level data that allows DMH to measure these outcomes at intervals to be determined by DMH. Yearly targets will be established by DMH for the various performance measures in conjunction with the Contractor. Once services have started, DMH will collect baseline data for the first twelve (12) months of services and will utilize this benchmark data along with other available national benchmarking data to establish annual targets. The Contractor must provide the baseline data as identified by DMH. The contract's outcome measures and targets will be reviewed at a minimum every six (6) months by DMH, and adjustments will be made as necessary. DMH reserves the right to modify, change and /or add new outcome measures and /or yearly targets. The initial outcomes and outcome measures will be: December, 2011 t ' eutral- West. Area Peer -Rum Respite 'Services Request For (desl>ousc 2012- 3048 - Central -West Area-Peer-01 December, 2011 a. Timeliness of Discharge. Percentage of Persons Served who are Discharged from the Peer -Run Respite Services within seven (7) days. b. Effectiveness of Program. 1. Measurement of the effectiveness of the community orientation process. 2. Percentage of Persons Served who are discharged from Peer -Run Respite Services to an acute psychiatric hospitalization. 3. Percentage of Persons Served who upon leaving Respite Services return to or enter a stable permanent living arrangement. 4. Person Served Growth and Satisfaction. DMH intends to collaborate with the Contractor to identify tool(s) and method(s) for collecting and reporting self - reported measures of satisfaction and recovery. DMH expects the selected tool(s) will include self - reported measurement of whether the Peer -Run Services were beneficial, satisfaction with the physical environment, experiences with staff, and experience with participation in recovery- oriented activities. 3.14 Quality Management Quality improvement is a continuous process that involves measuring, assessing and improving systems and outcomes based on a performance measurement and improvement process. An important aspect of performance improvement is reducing the likelihood and recurrence of critical incidents, adverse events and /or adverse outcomes. The Contractor must have in place and utilize mechanisms to gather and evaluate data regarding the quality and effectiveness of its programmatic and administrative operations of its Peer - Run Respite Services. This generally involves identifying certain crucial measures indicating performance, collecting and analyzing relevant data, and incorporating the analysis into the design of the service through ongoing planning and monitoring. These mechanisms must assess how the service impacted the Person Served and their satisfaction with it. The Contractor must have a process for conducting regular periodic Persons Served surveys and for using the data as part of its quality management plan. DMH may require that certain questions be included in these surveys. Participation in self - reported measures of recovery and satisfaction (as described in Section 3.13) may meet the requirements for this survey. DMH may retain the services of a third party to assess the satisfaction and experience of Persons Served with the Peer -Run Respite. The Contractor must participate and cooperate with DMH and the selected third party responsible for administering the survey. The Contractor must conduct an annual evaluation of their quality management process. The Contractor's quality management plan must be submitted to DMH at intervals to be determined by DMH, and at a minimum annually. The plan must include the experiences of Persons Served with the services, performance measures (as specified in Section 3.13), and include other input that demonstrates the Contractor's efforts relating to continuous quality improvement. December, 2011 w ('eaatr,al- ‘1. est Area Pcer -Rua, Respite Services Request lror Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 The Contractor must also participate in other quality improvement activities, as required by DMH, and to collect and analyze data to assist in facilitating such activities. Quality management functions and responsibilities must be assigned to individuals with the appropriate skill set to oversee and implement quality activities. 3.15 Privacy and Data Security The Contractor will be considered to be a Business Associate of DMH, as that term is defined in the Health Insurance Portability and Accountability Act (HIPAA), and also will be holders of Personal Data for the purpose of Massachusetts Fair Information Practices Act. The Contractor must comply with the DMH Peer -Run Respite Business Associate Terms and Conditions which are found under the "Forms & Terms" tab of the Comm -PASS file of this RFR. 3.16 IT Requirements The Contractor must maintain an Information Technology (IT) infrastructure with the ability to integrate with the technology employed by the Executive Office of Health and Human Services (EOHHS), including the functionality of the Virtual Gateway and its automated POS billing service known as Enterprise Invoice Management /Enterprise Service Management EIM/ESM. The Contractor must be capable of providing DMH with data requested in the format requested and according to specified timelines. This includes the ability to: a. Process and transmit XML (Extensible Mark up Language) documents for the purpose of data interchange using a map to be provided by DMH in the form of an XSD (XML Schema Defmition) document that defines how data will be processed and accepted. Contractors may choose to utilize a number of software products to generate an XML file when producing data for DMH from in -house systems, in which case the XSD will provide the format where each element in the complex type is defined. b. Access the interne to utilize the Commonwealth Secure File and Email Delivery System (SFED) as needed to exchange confidential information. c. Establish a dedicated mailbox in the Contractor's email system for receipt of automated data transmissions from DMH. 3.17 Meetings with DMH The Contractor must participate in regular and ad hoc meetings with DMH. These meetings will include, but are not limited to, the following topics: a. Individual care; December, 2011 Central- 18 'est lrea Peer-Run Respite Services Request kw Response 2012 - 3048 - Central -West Area- Peer -01 December, 2011 b. Quality improvement; c. Outcome reporting; and d. Contract compliance. SECTION 4 FISCAL SPECIFICATIONS 4.1 Cost Reimbursement The Contractor will be reimbursed on a cost reimbursement basis. However, DMH reserves to right to change the reimbursement method for contracts resulting from this procurement throughout the duration of the contact period. Methods could include pricing options such as, but not limited to, unit rate, accommodation rate, risk sharing or capitated rates. See additional Chapter 257 information below. The final contract budgets will be negotiated between DMH and the selected Bidder(s). Note: Each year of the contract, a Contractor will be required to submit separate budgets. The budgets must be within the applicable maximum obligation amount and are subject to DMH approval. Currently there are two (2) payment options available to a Contractor: the Regular Payment Plan and the Ready Payment System. Regular Payment Plan: all Contractors are eligible for regular payment, which is a monthly invoice system. This is the standard payment system under which Contractors are paid once a month after rendering one month's service and submitting a payment voucher. Ready Payment System: under this plan Contractors are paid on a predetermined schedule with a monthly reconciling payment each accounting period. Contractors will be paid through the Commonwealth's accounting system, MMARS. Contractors will invoice DMH through the EOHHS's Enterprise Invoice Management (EIM) system. Discrepancies or errors must be reviewed with the appropriate Area Contract Manager and /or other designated Area staff person. 4.2 Notice Concerning Rates of Payment - Implementation of Chapter 257 of the Acts of 2008 In August 2008, a new Massachusetts law, Chapter 257 of the Acts of 2008, "An Act Relative to Rates for Human and Social Service Programs ", was enacted that provides that the Secretary of Health and Human Services shall have the sole responsibility for establishing rates of payment for social service programs purchased by governmental December, 2011 e rrtr•a6 -Vv. est ‘r ea Peer-Roo Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 units. Under G.L. c. 118G, § 7, these programs will have rates set by the Division of Health Care Finance and Policy in the Executive Office of Health and Human Services. As a result, rates of payment and reimbursement structures may change during the term of the contracts awarded as a result of this RFR. EOHHS began implementing this law in FY 2010 and the implementation will be completed by FY 2013. This law does not apply to services purchased by the Medicaid program. In order to meet the requirements of Chapter 257 of the Acts of 2008 and in order to ensure continuity and quality of care for Commonwealth clients, DMH reserves the right to convert any contracts that are awarded pursuant to this RFR into a Master Agreement, which may be issued by EOHHS during the term of any contract awarded as a result of this RFR. In addition, to establish rates for the Service, it may be necessary for Respite Services Contractors to collect and to submit data to DMH and /or EOHHS regarding costs and delivery of services. Respite Services Contractors must provide such data as is requested by DMH and /or EOHHS. 4.3 Fiscal Reporting Requirements The Contractor must have in place mechanisms to gather and submit to DMH monthly: a. A report that identifies utilization of the service during the month. The format of the report will be established by DMH. At a minimum, the reporting will be designed to support utilization review as required in this RFR. b. An Expenditure Report that identifies expenditures for the previous month. c. Additional information as may be necessary to implement Chapter 257, The Acts of 2008. SECTION 5 RESPONSE REQUIREMENTS 5.1 Submission Deadline A Bidder's response must be received by DMH by the date and time and at the place specified in Subsection 1.9. Under limited exceptional circumstances, e.g., state government closure due to inclement weather conditions, postal or courier service delayed due to a strike, or some other unforeseen "Act of God ", the DMH Assistant Commissioner for Administration and Finance has the authority to approve the acceptance of a late response. It is anticipated that this will be a rare occurrence, which was out of the control of the Bidder. Except as permitted by this paragraph, a response received after the due date and time will not be reviewed. December, 2011 ('cntral -\Vest Area Peer-Run Respite Services Request For l crslaousc 2012- 3048 - Central -West Area- Peer -01 December, 2011 5.2 Submission Format A response shall be submitted in a package /box labeled with a copy of the completed RFR Response Cover Sheet. The RFR Response Cover Sheet can be found on the "Forms & Terms" tab of the Comm -PASS file for this RFR. The label must be visible on the outside of the package /box. 5.3 Response Format 5.3.1 Style. The Service Proposal must be in the following format: • type- written 12 point Times New Roman font • 8 'h X 11 inch paper • double sided • fully justified (print fully abuts both margins) • one -inch margins • single- spaced The Service Proposal must contain a Table of Contents and each section of the Service Proposal must be separated by a tabbed page that includes reference to the RFR Subsection number and the heading (e.g., Subsection 5.6.2 Bidder's Qualifications) which that section of the response is addressing. The Cost Proposal must be in the following format: • POS Attachments must be used as indicated • UFR Pricing Titles must be used to complete the POS Attachments • The Budget and Staffing Chart Narratives must be in the same style as the Service Proposal but tabs and a Table of Contents are not required • DMH staffing chart must be used as indicated. The Supplier Diversity Program Plan (SDPP) must be submitted on the SDPP Form. The POS and SDPP Forms, the UFR Pricing Titles and the DMH staffing chart may be found under the "Forms & Terms" tab of the Comm -PASS file for this RFR. Each part of the response, the Service Proposal (Subsection 5.6), Cost Proposal (Subsection 5.7), and the Supplier Diversity Program Plan (Subsection 5.8) must include only information specific to the topic of that part of the response. 5.3.2 Number of Copies. Responses to this RFR must consist of two (2) originals, five (5) copies, and one (1) electronic copy on CD -ROM to be saved using Microsoft Word or Excel. Documents that require signatures are not required to be included December, 2011 ( enfrsil- 11, 'est Area Peer -Run Respite Services ldetlriest For Response 2012 - 3048 - Central -West Area- Peer -01 December, 2011 on the CD -ROM. Other electronic media such as videotapes and audiotapes will not be accepted. Facsimile responses will not be accepted. The three parts of a response (Service Proposal, Cost Proposal and Supplier Diversity Program Plan) shall be bound together and submitted in one binder (three ringed binders are preferred). Each part shall be separated by a tab that clearly identifies which part is behind it. The two originals must be clearly marked as "Original." The originals and every binder must be clearly labeled and must state: • The title of the RFR and • The bidding entity's legal name. 5.3.3 Page Limits and Attachments. The Bidder must adhere to page limits where specified. Attachments and other supporting documentation specifically asked for by this RFR are not counted in calculating if the Bidder's response exceeds the page limits. However, attachments must be limited to those specifically asked for by this RFR. A listing of permitted attachments is set forth in the List of Permitted Response Attachments under the "Forms & Terms" tab of the Comm - PASS file for the RFR. Any attachment that is submitted which is not in the List of Permitted Response Attachments will be removed from the response and will not be reviewed. All pages in excess of the stated limits will be removed from the Bidder's response prior to the response being forwarded to the Review Committee. They will not be reviewed or considered in making any recommendation or award relative to this RFR. All excess pages will be removed from the end of the relevant section. 5.3.4 Environmental Response Submission Compliance. In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all responses submitted should comply with the following guidelines: a. All submittals and copies should be printed on recycled paper with a minimum post - consumer content of 30% or on tree -free paper (i.e., paper made from raw materials other than trees, such as kenaf). To document the use of such paper, attach a photocopy of the ream cover /wrapper and include with the response. b. Unless absolutely necessary, all responses and copies should minimize or eliminate use of non - recyclable or non re- usable materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three ringed binders, glued materials, paper clips, and staples are acceptable. c. Bidders should submit materials in a format which allows for easy removal and recycling of paper materials. d. Bidders are encouraged to use other products which contain recycled content in their response documents. Such products may include, but are December, 2011 ( al -Wcst ,Area Peer-Rill) Respite Services Rccprac ;t Fo RespErnw 2012- 3048- Central -West Area- Peer -01 December, 21111 not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, Bidders should note in an attachment which products in their responses are made with recycled materials. 5.4 Response Requirements A response must consist of the following: RFR Response Cover Sheet (Subsection 5.5). This should be used as a label to the package /box in which the response is submitted to DMH (Subsection 5.2) and be the title page of the Service Proposal. Service Proposal (Subsection 5.6) Cost Proposal (Subsection 5.7) A completed Supplier Diversity Program Plan Form (Subsection 5.8) An executed Commonwealth Terms and Conditions for Human and Social Services (1 original, submit with Cost Proposal)* An executed Massachusetts Form W -9 (1 original, submit with Cost Proposal)* A Contractor Authorized Signatory Listing (1 original, submit with Cost Proposal; note: both pages are required, with the second page notarized) An Executed Standard Contract Form (2 Originals, submit with Cost Proposal) Authorization for Electronic Funds Payment (1 original, submit with Cost Proposal)* An Executed Executive Order 504 Contractor Certification Form (1 original, submit with Cost Proposal) *Note: If a Bidder has already submitted to DMH or another Commonwealth agency signed Terms and Conditions, Form W -9, and /or Authorization for Electronic Funds Payment as listed above and such are on record with the Office of the Comptroller, it does not need to submit another. If any of these forms are not included in a response, DMH will verify that they are on record with the Office of the Comptroller. 5.5 RFR Response Cover Sheet The Bidder must submit a completed RFR Response Cover Sheet that is located in the Comm -PASS posting of this RFR under the "Forms & Terms" tab. The Cover Sheet must be signed by an individual authorized to negotiate for and execute the contract on behalf of the Bidder. 5.6 Service Proposal (30 page limit) A Bidder's Service Proposal must provide the following information in the order that it is asked and the Bidder should cite the applicable subsection number and heading at the beginning of each new section of the Service Proposal. In preparing its response, a Bidder should refer to the Evaluation Tool that is included under the "Forms & Terms" tab of the Comm -PASS File of this RFR. December, 2011 Central- West ,1r Peer-Ruu Respite fiery ices R&.'cluc^at For Response 2012 - 3048 - Central -West Area- Peer -01 Deceualaea° 2011 5.6.1 Executive Summary. (3 page limit) The Executive Summary should condense and highlight the contents of the Bidder's Service Proposal in such a way as to provide reviewers with a broad overview of it. The Executive Summary should summarize the Bidder's understanding of the scope of services to be provided. 5.6.2 Bidder's Qualifications. a. Background and Experience. 1. Describe your organization's history and work experience (include number of years) as it is relevant to providing Peer - Respite Services. 2. Identify the length of time your organization has served adults with mental health challenges. 3. Identify three (3) other contracts that you currently hold or have held that are similar in total dollar values, number of Person Served and scope to that of the contract for which you are submitting a bid. If unable to provide this information, describe why you feel your organization is qualified to manage a contract of this size and scope. 4. Describe other qualifications your organization has that DMH should consider in making the contract award. b. Mission. Describe your organization's mission and philosophy and how they are consistent with and /or support DMH's vision, mission and goal identified in Subsection 2.1. Describe how they are consistent with and /or support the mission, goals and principles of Peer -Run Respite Services as set forth in Subsection 2.2. In your response, indicate how these Recovery principles have been incorporated into your day to day operations. Provide at least five (5) examples that demonstrate this. Preference will be given to Bidders that have incorporated recovery principles into its mission statement and policies and submit documentation of such as attachments to its response. c. Peer Involvement. Describe your organization's experience employing individuals with a history of mental illness and /or substance use and utilizing peer workers. Describe the roles these individuals have played and the support and supervision they have received. Be specific in your response. Preference will be given to Bidders that identify specific peer workers and roles within the organization to promote recovery. d. Towns Served. Explain how, if at all, the service model described in your response will benefit from the experience and relationships your agency has had with towns and cities in the West part of the DMH Central -West Area. (See Attachment A for a list of the towns and cities). If you have not served these town or cities in the past, describe how your organization's experience will be relevant to the communities to be served. December, 2011 Central -West Area Peer -Fran Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 e. Qualification. Prior to entering into a contract with DMH, a Bidder must demonstrate that it meets minimum administrative and fiscal standards (Qualification) established by the Executive Office of Health and Human Services (EOHHS). Provider Qualification is the process EOHHS uses to: minimize financial and administrative risk to the Commonwealth and the people served through the Purchase of Service (POS) system; promote familiarization and enforce compliance with applicable state and federal regulations; and maintain current, accurate information on POS organizations, including contact names, addresses, and other information critical to the effective and efficient management of the POS system. If a Bidder has not been Qualified by EOHHS, the Bidder should review the information about the Qualification Process for Potential New POS Providers available at: http: / /www.mass.gov /hhs /contracting. For further information on Qualification, the Bidder may contact Greg Drouin, Contract Administration, Audit and Systems, Department of Mental Health, 25 Staniford Street, Boston, MA 02114; (617) 626 -8183. A Bidder that is not yet qualified by EOHHS should submit to Greg Drouin a completed "Contracting Qualification Form and Supplement" on or before the date and time responses are due. A contract can only be awarded to a Bidder that has been qualified by EOHHS. f. CAP or ARA. Indicated if your agency is under a Corrective Action Plan (CAP) or Audit Resolution Agreement (ARA) with the Commonwealth, indicate current status and if so, why this should not be considered by DMH in determining if the Bidder can successfully undertake the contract to be awarded under this RFR. g. Debarment. Indicate if your organization is now or ever has been subject to a state or federal debarment order. If your organization has ever been subject to a debarment order, specify the date and the circumstances surrounding it. DMH cannot award the contract to a Bidder currently subject to a state or federal debarment order. h. Confidentiality and Security. Describe your organization's internal security procedures and policies applicable to personal information (including, but not limited to, personal health information). The description should include information on applicable policies and procedures that you have regarding electronic as well as paper information. Describe the training that you provide to employees, contractors, etc. in this area. Also describe the particulars of any circumstances over the past five (5) years in which your organization was involved in a breach or a complaint involving the security, confidentiality or integrity of data of an individual/Person Served. (See Subsection 3.15) If a complaint was lodged, indicate what organizations were involved in the investigation of the complaint. December, 2011 ( krea Peer -Ring Respite Services Request For Response 2012 - 3048 - Central -West Area- Peer -O 1 December, 2011 i. IT Requirements. Indicate if your organization meets the IT requirements set forth in Subsection 3.16. If it does not, describe the steps your organization will take to ensure it does meet those requirements by the Services Start Date. j. Other. Include in this section anything else you believe the Department should consider in making an award. Is there anything that makes your organization more capable than others in being able to meet all the RFR requirements? 5.6.3 Consumer - Run - Organization. a. Indicate if your organization is a Consumer - Run - Organization as defined in Subsection 1.12 and if it is, indicate which definition it meets. If your organization is not a Consumer - Run - Organization, as defined in Subsection 1.12, submit as an attachment a detail plan for making your organization a Consumer - Run - Organization by the Services Start Date. The plan must specify each step that needs to be taken and the time frame for each step. b. Describe your organization's governance structure. c. Describe your organization's current Board of Directors. Include overall number and the number of consumers on your Board, and indicate whether or not there are any requirements for consumers on your organizational board. d. Describe any consumer advisory committees your organization currently convenes. e. Describe your organization's understanding of recovery principles and how your organization incorporates these principles into its governance and day -to day operations. DMH in the RFR review process will give preference to bidders that meet the definition of a Consumer - Run - Organization as of the date responses are due. Preference will also be given to Bidders meeting the first definition of Consumer - Run - Organization (Board of Directors is composed of a majority of individuals who are Consumers). 5.6.4 Service Model. a. Description of Selected Model. Provide an overview of your service model that describes how you will operate the Peer -Run Respite Services. Indicate if you plan on utilizing the IPS Model or a similar service delivery model. If the latter, identify the model and submit as an attachment a description of the model (basic tenets, who developed it, where it is currently being utilized, December, 2011 t:eutN <il- N%'est Area leer -Run Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 service components, required training, etc.) In addition, as part of the attachment submit published descriptions of the model and supporting literature. b. Peer -Run Respite Principles. Describe how you will fully integrate the principles set forth in Subsection 2.2 into your service delivery structure. c. Implementation. Describe your plan for ensuring the selected model is fully implemented by the Service Start Date of July 1, 2012. This shall include a plan for staff training. Submit as an attachment evidence that staff training will be completed by the Services Start Date (i.e., a letter of intent from the training organization indicating its availability to provide the training as indicated on the implementation plan). d. Service Evaluation. Describe your plan for ensuring that Services are delivered in accordance with the model you selected. 5.6.5 Service Specifications and Standards. The response given for each item below must address how the services will be provided to meet the principles set forth in Subsection 2.2. a. Access. 1. Describe the process that will be used to work with a referral to • determine if the individual meets the Service Criteria set forth in Subsection 3.2.1 and • allow the individual to make an informed choice about using the Service. 2. Identify what the potential barriers are to being able to make such determinations timely and describe what will be done to alleviate these barriers. 3. Indicate how the determinations will be documented. 4. Describe what your protocols will be for working with individuals who do not meet the Service Criteria to obtain other appropriate services. b. Enrollment. 1. Orientation. Describe your intended orientation process. Attach a draft of a service description that could be used in this process. 2. Program Participation Agreement. Attach a draft of a Program Participation Agreement. 3. Immediate Needs. Describe your procedures for identifying and addressing immediate health and safety concerns. c. Disenrollment. Attach a draft of the protocol you will use for implementing the disenrollment provisions set forth in Subsection 3.4. The protocol must December, 2011 ('entral -Nest Area Peer -Run Respite Services Request hor Response nse 2012- 3048 - Central -West Area- Peer -01 1)ceember, 2011 address the actions steps that will be followed when a decision is made to disenroll an individual for safety reasons. d. Physical Site. 1. Site. Provide detailed information about the physical site that will be used for Peer -Run Respite Services. Attach a floor plan with room dimensions. Describe why the site and location were selected. Describe the ways in which the site can be considered safe and of a size and design that is consistent with the mission and description of Peer -Run Respite Services set forth in Section 2. Verify that the site is properly zoned for the intended use. Indicate if the physical site complies with the Americans with Disabilities Act (ADA) and /or how the site meets the requirements set forth in Subsection 3.6. Describe the private space you will have available for the purposes of providing peer support, interviewing and for visiting with families and others and the space for food preparation and storage. Indicate if you own or lease each proposed physical site. Preference will be given to Bidders that have a service site that is ADA accessible. 2. Licensing. Attach the required license applicable to this site or, if needed, describe your plan for obtaining the necessary license. If there are any restrictions or conditions on the license that you currently have, indicate what those restrictions are. e. Hours of Operations and Length of Stay. Describe how you will meet the requirements of Subsection 3.7 concerning hours of operation and length of stay. f. Goal Planning 1. Describe your proposed protocols for developing and updating Goal Plans. 2. Describe how the protocols will ensure the following: • that planning is strength -based and person - centered; • the timely completion, and • the utilization of the Proactive Interview record, if any, of the Person Served. 3. Identify what potential barriers exist that may impede the development and implementation of Goal Plans and how your agency will need to address them. Specifically address the roles of the Person Served and staff in the processes and how you will ensure that the process is culturally and linguistically competent. g. Recovery Oriented Services. For each of the activities and supports listed in this paragraph g. describe specifically what you intend to provide and how you intend to provide it. In your answer, be as descriptive as possible. Also indicate how you will ensure that the activities and supports offered at any time are driven by the needs of the individuals currently being served and that December, 2011 ( entrarl -West 1reaa Peer-Run rrn Rcspiie Services Request hit' Response 2012- 3048 - Central -West Area- Peer -01 1)eceruln:r, 201 1 the resources needed to provide an activity or support are available as needed. The activities and supports are: 1. Empowerment and self advocacy, 2. The provision of resources and support for the development of recovery plans (e.g., WRAP), 3. Recovery education, 4. Assistance with: • finding and securing and /or maintaining housing, health insurance and other entitlements and benefits, • accessing psychiatric and other community mental health services, • accessing medical and dental care, • maintaining and accessing general community resources (e.g., home care services, self - help), and • transportation, 5. Linkage to and coordination with: • natural supports, • other DMH services such as Recovery Learning Communities, Clubhouses and DMH and Non DMH Emergency Services Programs, • educational, social and vocational activities. h. Community Orientation to Peer -Run Respite Services and Proactive Interviews. 1. Describe the different ways you will engage with DMH Providers and other entities and community organizations for the purpose of informing them about the availability of Peer -Run Respite Services. Attach a list of ten (10) potential DMH Providers and community organizations in the Western Region of the DMH Central —West Area that you will reach out to and indicate why you selected the organizations. Similarly, describe how you will engage potential Persons Served. Your descriptions should be detailed in nature. Also describe the types of materials /resources you may use in doing this effort. 2. Proactive Interviews. Explain what you think is the purpose of doing Proactive Interviewing. Submit as an attachment a proposed protocol for staff as to when, where and how Proactive Interviews are to be done and documented. i. Records of Persons Served. Describe how records of Persons Served will be developed, maintained and retained. Specify how a Proactive Interview file will be readily obtainable and reviewed if the individual interviewed subsequently accesses the Services. Attach an outline of what generally a record will contain. In this outline, be sure to include the documents specified in Subsection 3.10. Specify if records will be manual, electronic or a combination. Preference will be given to Bidders that indicate records will be maintained electronically. December, 2011 Cciatral -\1 c' a rea Peer-Rim Respite Services Request 1'or Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 j. Policies and Procedures. Attach drafts of an emergency medical and psychiatric service policy and a Human Rights policy. 5.6.6 Quality Management and Performance Measures. a. Quality Management. Present your quality management program. 1. Describe what items you will consider measuring during your annual evaluation of your quality management process including measures during start-up. 2. Describe the data and data sources you will use to measure those items. 3. Describe how you will develop and implement a mechanism to incorporate input from Persons Served into the planning and design of the Services. b. Performance Measures. Recommend two (2) Performance Measures (other than those included in the RFR), that DMH should consider using for this service. Indicate how the outcomes should be measured and why these two were selected. 5.6.7 Staffing a. Staffing Model. 1. Describe your proposed staffmg model. For each staff position you propose, indicate the relevant FTE. Include as attachments job descriptions for all positions that include education, training, and experience requirements. 2. Describe how staff will be deployed to ensure that the requirements of Section 3 of the RFR are met. Attach sample staff schedules, based on the assumption that the Service is operating at full capacity. Identify time allotted for supervision, consultation, training, and internal communications. 3. Describe your relief system. 4. Describe how staff will access needed consultations or the expertise of other staff. 5. Describe how staff resources will be managed to achieve maximum flexibility and respond to the changing needs of Person Served. b. Organizational Charts. Attach two organizational charts. The Charts should show the following: 1. your service delivery and supervision structure. Include names and attach resumes and job descriptions for positions that will have supervisory responsibility (only include here those not included in response to Subsection 5.6.7.a.). Preference will be given to bidders that describe December, 2011 Central - NN est krea Peer -Run Respite Services Request l'or Response 2012- 3048 - Central -West Area- Peer -O 1 December. 2011 effective supervision practices, including mentoring programs, field supervision and direct observation. 2.how Peer -Run Respite Services will fit into your overall organization. In addition to the chart, describe briefly in your response the oversight the Services will receive from the parent organization. c. Orientation /Training. Attach a proposed training plan listing: 1. orientation activities, mandatory trainings, annual trainings, and trainings for required competencies. 2. Identify proposed frequency and times of trainings and resources available to implement the proposal. 3. Identify number the numbers of hours per year direct service staff have available for training? 4. Identify how training topics are selected and prioritized. 5. Identify how competency will be assessed on a regular basis to ensure that minimum expectations are met or exceeded d. Recruitment, Retention, and Transition. In this section, describe the following: 1. proposed process for hiring and training staff by the Services Start Date; 2. ongoing recruitment efforts to fill staff vacancies as they occur so that the required staffmg levels will be maintained at all times; and 3. strategies for staff retention. e. Culturally and Linguistically Competent Services. Describe how delivery of Culturally and Linguistically Competent Services will be ensured. This should include plans around staff recruitment, development and training and the use of community resources. 5.6.8 Start -Up Activities. a. Required Actions. Identify all programmatic, administrative and fiscal (e.g., community orientation, obtaining a physical site, securing a line of credit) actions that must be taken to ensure that the services described in the response will be available and utilized as of the Services Start Date. b. Timeline. A time line must be attached indicating the expected time period in which the identified actions, changes and additions must occur for the Services Start Date to be met. 5.6.9 Client Scenario. Respond to the client scenario outlined in Appendix D. Describe how you will successfully deliver the identified service to the individual described in the scenario. December, 2011 entr;rl- NN 'est Area Peer-Rini Respite Serviees Request 1 err Response 2012 3048 - Central - West Area Peer - O 1 December, 2011 5.7 Cost Proposal A Bidder's Fiscal Response must consist of two (2) parts: (1) Budgets and (2) Budget Narratives. 5.7.1 Budgets. A Bidder must submit the following two (2) budgets: a. A four -month Start-Up Budget for FY2012; and b. A twelve -month Budget for FY2013. Two (2) budgets are being requested so that costs associated with start-up may be identified. The budgets must be completed on the following POS Attachment Forms and in completing the forms the UFR Pricing titles must be used. The POS Forms and the UFR Pricing Titles can be found under the "Forms and Terms" tab of the RFR's Comm -PASS File. The budgets must reflect all potential expenses and offsets. a. Attachment 3: Fiscal Year Program Budget. Bidders must complete a line item annual budget listing all reimbursable costs. • A Bidder that is a for -profit entity must include a commercial earning factor on POS Attachment 3 to retain any DMH funds as a profit. Revenues generated by for - profit organizations may not exceed expenses incurred except in cases where a "for profit earnings fee" has been negotiated between DMH and the contractor. If an earnings factor is not set forth in POS Attachment 3, the earnings factor will be assumed to be zero. • If a Bidder offers a Cafeteria Plan, then for the purposes of this RFR, the Bidder in completing the POS Attachment forms must exclude from the salary line item any cost related to the Cafeteria Plan. The Cafeteria Plan costs must be included within the fringe benefit line item. During negotiation with the awarded Bidder, the budget will be modified to reflect the Cafeteria Plan within the appropriate salary line item. b. Attachment 4: Rate Calculation /Maximum Obligation Calculation Page. A Contractor of a Peer -Run Respite Service Program will be reimbursed on a cost reimbursement basis, thus only the maximum obligation portions of the Attachment 4 Form need to be completed. The Rate Calculation portion should not be completed. c. Attachment 5: Non - reimbursable Cost Program Offset Schedule. A Bidder must provide information on non - reimbursable costs, and the source of private funds used to offset those costs, and identify if the non - reimbursable costs are a result of related party transactions. This form is required for all December, 2011 t `crrtr al -West 1.rea Peer-Rare Respite Service% Request For l cslxorrsc. 2012- 3048 - Central -West Area- Peer -01 December, 2011 human and social service responses if non - reimbursable costs appear in the budget. d. Attachment 6: Capital Budget. A Bidder must specify any and all capital items needed to be purchased for the services under the proposed contract. The Bidder's capitalization level must also be included on POS Attachments 3 and 6. The Contractor will be required to follow OSD capital purchasing policies and procedures. Any requests for capital items will be a point of contract negotiations with the selected Bidder. The Contractor is required to maintain an inventory system for all capital items that are purchased. Federal Funds cannot be utilized to purchase capital items. Costs that are not specifically identified in a Bidder's response, and accepted by DMH as part of the contract, will not be compensated by DMH. 5.7.2 Budget Narratives (Each have a three (3) page limit). A Bidder must submit two (2) budget narratives, one for FY2012 and the other FY2013. The description must explain and justify the proposed budgets. The narratives must be detailed enough so that an individual reviewing the budget would be able to understand how the budget was determined (assumptions that were made, etc.) and the appropriateness and reasonableness of the costs. If offsets are part of the cost proposal, include in the narrative the basis for these offsets, the source of the offsets, and the methodology for calculating the amount of offsets. The Budget Narrative must include an explanation as to how and when the Bidder will use relief, overtime, and /or on -call staff and how these costs were factored into the budgets. 5.8 Supplier Diversity Program Plan (Formerly Known as the Affirmative Market Program Plan) A bidder must submit a Supplier Diversity Program Plan (SDPP). The Plan must be submitted on the Supplier Diversity Program Plan Form that is included under the "Forms & Terms" tab of the Comm -PASS file of this RFR. Massachusetts Executive Order 524 established a policy to promote the award of State Contracts in a manner that develops and strengthens Minority and /or Women Business Enterprises (M /WBEs). As a result, M/WBEs are strongly encouraged to submit bid responses to this RFR, either as prime vendors, joint venture partners or subcontractors. All Bidders, regardless of their certification status, are required to submit a completed Supplier Diversity Program Plan Form as part of their response for evaluation. It is required that SDP participation accounts for no less than 10% of the total points in the evaluation. Higher evaluation points may be awarded to SDP Plans that show more commitments for use of certified vendors in the primary industry directly related to the scope of the RFR, subcontracting expenditures and partnerships for the purpose of contracting with the Commonwealth. December, 2011 Central -West Area Peer -Run Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 DMH requires bidders to make a significant commitment to partner with certified Minority - and Women -Owned Businesses in order to be awarded a contract. A Supplier Diversity Office (SDO), formerly known as SOMWBA, certified Bidder may not list itself (or an affiliate) as being a Supplier Diversity Program (SDP) partner to its own company. In addition, a narrative statement can be included to supplement the SDP Plan Form providing further details of the SDP commitments. The submission of this narrative statement does not replace the requirement of the SDP Plan Form. Bidders must submit one form for each M /WBE SDP Relationship. Please note that no bidder will be awarded a contract unless and until they agree to commit to at least one (1) of following three (3) SDP Components: a. Subcontracting: If a bidder commits to Subcontracting in their SDP plan, then they must commit to subcontract a specific dollar amount, or a minimum percentage of dollars earned through an awarded contract, with a SDO certified company or a company that has applied for certification. Although this is only one of several options to meet the requirements for participation in the SDP, bidder's submission of subcontracting commitments may be weighted most heavily. DMH will set timelines for progress reviews (either quarterly or semi - annually) for the purpose of compliance and tracking of submitted commitments. Please note that all subcontracting partnerships require inclusion of that contract between the Bidder and the M/WBE subcontractor in the Bidder's bid package. b. Ancillary Uses of Certified M/WBE Firm(s): If a bidder commits to Ancillary Uses of certified M /WBE Firm(s) (or companies that have applied for certification) in their SDP plan, then they must include dollar or percentage expenditure commitments for use of these firm(s) with or without the use of written commitments between the Bidder and the M /WBE Firm(s). A description of the ancillary uses of certified M/WBEs, if any, must be included on the Supplier Diversity Plan Form. c. Growth & Development: If a bidder commits to Growth and Development in their SDP plan, then they must submit a plan for education, training, mentoring, resource sharing, joint activities, and assistance that would increase industry capacity and the pool of qualified SDO certified companies. Once an SDP Plan is submitted, negotiated and approved, DMH will then monitor the contractor's performance. Resources available to assist Bidders in finding potential M/WBE partners can be found at: SDP Procurement Resources and Guides or www.mass.gov /sdp December, 2011 ('entr;al - M. cst Area Peer -Raa Respite Services Request la r• Response 2012 - 3048 - Central -West Area- Peer -01 l)ece , 2011 SECTION 6 REVIEW AND SELECTION PROCESS It is anticipated that this RFR will result in the award of one (1) contract. DMH will establish a Review Committee to evaluate responses. DMH will select the bidder whose response, in the aggregate, provides the best value to DMH and the Commonwealth. The Awarding Authority will appoint the members of the Review Committee. The Review Committee can consist of DMH personnel, DMH clients, clients' family members, and /or other non -DMH personnel. The Review Committee will evaluate the responses as stated in this Section 6. 6.1 Compliance with Submission Requirements DMH Staff designated by the DMH Business Bureau will first review each part of the responses to determine if they satisfy the submission, format and contents requirements set forth in Subsections 5.1 to 5.4 (Minimum Submission Requirements). A response that meets these requirements is considered a "qualified response." Any response that does not meet these requirements may be considered non - responsive and may be disqualified by the Review Committee and /or Awarding Authority without further evaluation. The Review Committee and /or Awarding Authority may, at its discretion, determine that noncompliance is insubstantial and can be corrected, or that an alternative proposed by the bidder is an acceptable substitute. In such case, the Review Committee or Awarding Authority may seek clarification, allow the bidder to make minor corrections, apply appropriate penalties in the evaluation, or apply a combination of all three (3) remedies. 6.2 Review Process The Review Committee will evaluate each response that satisfies the submission requirements (a "qualified response ") using the criteria set forth in the Evaluation Tool developed for the RFR. The Evaluation Tool can be found under the "Forms and Terms" tab of the RFR's Comm -PASS file. In addition to the bidder's response, a Review Committee may consider any relevant information about the bidder known to DMH. Any additional information that is considered will be noted by the Review Committee in the Evaluation Tool. The Review Committee may ask other DMH staff to do preliminary reviews; provided that such reviews are documented in writing. After reviewing all of the responses, the Review Committee will rank the responses in order of preference for contract award. For this purpose, the Service Proposal's ratings will be weighted 60 %, the Cost Proposal's ratings will be weighted 30 %, and the Supplier Diversity Program Plan will be weighted 10 %. In the event of a tie between responses, the bidder with the highest Service Proposal rating will be ranked highest. 6.3 Oral Presentations December, 2011 ("col ral-Vk est Area F'ecr -Run Respite Services Request km Response 2012 - 3048 - Central -West Area- Peer -01 December, 2011 The Review Committee and /or Awarding Authority may, in its sole discretion, invite those bidders whose responses have been judged competitive and responsive in the course of the evaluation to attend an Oral Presentation/Demonstration. At that time, the bidder's response may be discussed and clarified, but not changed in any way. DMH reserves the right to apply restrictions to the structure and content of the Oral Presentation/Demonstration, and to instruct the bidder regarding attendees. Oral Presentations /Demonstrations shall not be open to the public nor to any competitors. Failure of a bidder to agree to a date and time for an Oral Presentation/Demonstration may result in rejection of the bidder's response. The Review Committee and /or Awarding Authority, at its discretion, may in lieu of oral presentations request bidders to submit written clarification of their responses. The Review Committee or Awarding Authority will send written questions for clarification to bidders for the bidders to respond in writing. Clarifications are explanations of what has been stated in the response and may not be used as an opportunity to submit supplemental information or change a response, unless DMH specifically requests these submissions or changes as part of the clarification of all responses. 6.4 Rejection of Responses The Review Committee and /or Awarding Authority may disqualify any response that it deems unresponsive pursuant to 801 CMR 21.06 (10). In addition, the Review committee may disqualify as unresponsive a response that receives a rating of "poor" in two (2) or more parts of the Service Proposal. 6.5 Recommendation for Award After the Review Committee completes its evaluation, compares and ranks all qualified responses (and if applicable oral presentations), the Review Committee will make its recommendation for contract award to the Awarding Authority. The Awarding Authority under this RFR is the Area Director, Susan Sprung, Interim DMH Central -West Area Director. 6.6 Best and Final Offer DMH reserves the right to offer selected bidders an opportunity to submit a "Best and Final Offer" (BAFO) pursuant to 801 CMR 21.06(11). DMH may restrict the number of bidders selected for an opportunity to submit a BAFO and may ask selected bidders to propose additional discounts, benefits, cost reductions or savings that were not factored into their original Response. A selected bidder may choose not to submit a BAFO by responding to DMH that its Response remains as originally submitted. The BAFO process will be part of the evaluation of the response and will be conducted by the Awarding Authority. 6.7 Selection and Contract Negotiations December, 2011 4'cutral -V, est Arca Peer -Run Rcspitc Scrv iees 1 aloes( For Response 2012 - 3048 - Central -West Area- Peer -01 l)e - oher.2011 Upon receipt of the Review Committee's recommendation, the Awarding Authority will establish a prioritized list of the bidders' responses for contract negotiations. The Awarding Authority shall prioritize the responses based on what is in the best interest of DMH. The Awarding Authority is not bound by the evaluations or rankings given to the responses by the Review Committee; however, the Awarding Authority must review them and give them some consideration. The Awarding Authority will document within the procurement file any decision to prioritize the responses on a basis other than the evaluations and rankings they received in the Review Committee process. In addition to the Bidder's response, the Awarding Authority may consider any relevant information about the Bidder known to DMH. Any additional information that is considered will be noted by the Awarding Authority in the procurement record. Contract negotiations will then commence with the bidder selected by the Awarding Authority, if any. Negotiations will occur prior to the decision to formally award a contract. Negotiations shall be limited to those matters specified in 801 CMR 21.07. The identification of a selected bidder(s) does not create a contractual obligation of DMH or the Commonwealth until negotiations are successfully completed and a contract is executed. DMH reserves the right to negotiate a change to any specification contained in a bidder's original response that will result in a lower cost or a more cost effective or better value of service to the Commonwealth. If DMH is unable to satisfactorily negotiate the terms of the contract with the initially selected bidder in a reasonable period of time, DMH may disqualify that bidder and begin negotiations with the next bidder on the Awarding Authority's prioritized list. 6.8 Contract Award Decision and Award Notification To award or not award a contract is the decision of the Awarding Authority. All bidders that submitted a response to the RFR will be notified in writing of the contract award decision regarding the contract on which they bid and notice will be provided on Comm - PASS. Pursuant to 801 CMR 21.06(13), no bidder shall have any press conferences, or make any news releases or announcements concerning its selection or non - selection for a contract prior to DMH's public release of said information, or prior to the written approval of DMH. Violation of this Subsection may be considered grounds for disqualification. 6.9 Debriefing Any non - selected bidder may request a debriefing to understand the basis for the award decision, and review all materials relevant to the procurement process. The request must be in writing and received within fourteen (14) calendar days of the award notification being posted on Comm -PASS. A bidder aggrieved by the award decision must December, 2011 Central -West Area Peer -Run Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 participate in a debriefing as a prerequisite to filing a request for an Administrative Appeal. All requests for a debriefing must be addressed to the Awarding Authority as follows: Susan Sprung, Interim Area Director Department of Mental Health Central -West Area Northampton Office 1 Prince Street Northampton, MA 01060 If a debriefing is properly requested, the Awarding Authority must schedule the debriefing within fourteen (14) calendar days of the date the request was received. If necessary, a brief extension shall be allowed by mutual agreement of DMH and the bidder. At the debriefing, a bidder shall be allowed to review all documents related to the award. Additionally, the Awarding Authority will discuss with the bidder the award decision. Summary notes of the debriefing will be kept by DMH. The notes will include the debriefing date, time, place, and attendees, the documents reviewed, and an overview of the discussion with the Awarding Authority. 6.10 Administrative Appeals 6.10.1 Request for Appeal to DMH. Only Qualified bidders that have attended a debriefing may appeal the award decision to the Commissioner of DMH. The appeal must be filed within fourteen (14) calendar days of the debriefing meeting. The appeal must be in writing specifying the basis for the appeal and it must be based on one or more of the following grounds: a. The competitive procurement conducted by DMH failed to comply with applicable regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 or any successor regulations, the Procedures Handbook, subsequent policies and procedures issued by OSD and the specifications of the RFR, or b. There was a fundamental unfairness in the procurement process. The burden of proof rests with the bidder to provide sufficient and specific evidence in support of their claim. Requests for an appeal must specify in sufficient detail the basis for the appeal. Sufficient detail requires an identification of an applicable regulation or guideline that was not complied with or the specified facts that demonstrate that the procurement was unfair. DMH reserves the right to reject appeal requests based December, 2011 Central-West Area Peer -Rim Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 on grounds other than those stated above, or those submitted without sufficient detail on the bases for the appeal. Administrative appeals are not subject to the formal procedures specified in M.G.L. c. 30A, § §10 and 11. Requests for appeal must be sent to: Barbara A. Leadholm, M.S., M.B.A. Commissioner Department of Mental Health 25 Staniford Street Boston, MA 02114 Pending appeals at the DMH level shall not prohibit DMH from proceeding with the procurement activities and executing contracts. 6.10.2 Acceptance /Denial of the Appeal. Within ten (10) calendar days of the Commissioner's receipt of request for an appeal, the Commissioner will determine if the appeal meets the requirements set forth in Subsection 6.10.1, above. If it does not, the bidder will be sent written notice that its appeal has been denied. If the requirements are met, written notice of the acceptance of the appeal will be sent to the bidder that sent the request (the "appellant "), the Awarding Authority and the winning bidder. 6.10.3 Appeal Review. DMH will appoint an employee or an agent to investigate the basis for the appellant's appeal as set forth in the appeal request. Upon completion of this investigation, the employee or agent will submit a written recommendation to the Commissioner and /or designee. The employee or agent investigating the appeal may do any or all of the following as he or she determines are needed: (1) review the Procurement file; (2) interview the appellant, the winning bidder, other bidders, the Awarding Authority, any member of the Review Committee or any other individual that was involved in the review and selection process; (3) submit questions to any or all the parties listed in (2) above for written responses; and (4) conduct a hearing pursuant to procedures established by DMH. DMH's final decision will be issued by the Commissioner within sixty (60) days of receipt of the initial appeal request, or thirty (30) days after the hearing in the event one is held. If the Commissioner overturns the contract award decision, the Commissioner will decide the appropriate remedy to be taken. All bidders must cooperate in the appeal review. 6.10.4. Appeals to the Operational Services Division. Non - successful bidders that participated in DMH's appeal process and remain aggrieved by the decision of December, 2011 Central -West Area Peer-Run Respite Services Request For Response 2012- 3048 - Central -West Area- Peer -01 December, 2011 DMH may appeal that decision to the Operational Services Division (OSD). For more information see the Operational Services Division RFR Required Specifications in the "Forms & Terms" tab of the RFR's Comm -PASS file. SECTION 7 CONTRACTING POLICIES 7.1 Mandatory Contract Provisions The contract will consist of the following: a. RFR including all attachments to the RFR as set forth in the "Forms & Terms" Section of the Comm -PASS posting. b. Bidder's Response to the RFR and all attachments. c. Other terms and conditions which both parties agree upon. These terms and conditions must be in writing. In addition, any contract awarded as a result of this RFR will include language developed by ITD, the Office of the Comptroller and the Operational Service Division regarding the implementation of Section 9 of Executive Order 504 regarding the security of personal information. A copy of that Order may be found at http://www.mass.gov/ocabr/docs/idthell/eo504.pdf. 7.2 Completion of Work Upon the termination of the contract the contractor must work cooperatively with any successor contractor to ensure an orderly transition and that services are not interrupted. This requirement shall survive the expiration or termination of the contract. 7.3 Contract Authorization and Effective Start Date The "Effective Date" of the contract or an amendment to the contract is determined by the execution dates of the contract /amendment and any required approvals as outlined in Paragraph 1 of the Commonwealth Terms and Conditions for Human and Social Services. That section reads as follows: Notwithstanding verbal or other representations by the parties, unless otherwise permitted in 801 CMR 21.00, the effective start date of a Contract shall be the later of: the date the Contract was executed by an authorized signatory of the Contractor; the date the Contract was executed by an authorized signatory of the Department; the date specified in the Contract; or the date of Secretariat authorization pursuant to G.L. c. 29, §29B. December, 2011 Central -West Area Peer-Run Resirite Services Request For Response 2012 - 3048 - Central -West Area- Peer -01 December, 2011 Services under the contract(s) may not be rendered until the effective start date, as specified above. Bidders will receive written notification of the effective start date. December, 2011