MM3/M03 – Purchased Human and Social Services for Clients – Medical/Non-Medical Template Rev.: G THE COMMONWEALTH OF MASSACHUSETTS
D
EPARTMENT OF
P
UBLIC
H
EALTH
B
UREAU OF
S
UBSTANCE
A
BUSE
Address: 250 Washington Street, 3rd Floor Contact Name: Kevin P. Stanton
Telephone #: 617-624-5102 Fax #: 617-624-5185
Email: [email protected]
Request for Response (RFR)
Document Title: Clinical Stabilization Services
Document Number: 501123
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1.1 Procurement Scope and Description:
The Bureau of Substance Abuse Services (BSAS) seeks proposals from substance abuse providers that are pre-qualified by the Commonwealth as providers, licensed or eligible to apply for a license, and qualified to provide Clinical Stabilization Services (CSS). The CSS level of care meets American Society of Addictions Medicine (ASAM) criteria for Clinically Managed Detoxification (Level 3.5).
The BSAS intends to fund one CSS program in BSAS’s Metro-West Region with preference given to areas in or closest to Quincy. Awards will be contingent upon budget appropriations.
The Bureau estimates that it will purchase approximately 6.49 beds per day / 2,371 bed days per year. Providers must be ADA compliant, and demonstrate a commitment to a comprehensive continuum of substance abuse treatment through proven success in referring CSS clients to the next level of care.
The Bureau recognizes that by the very nature of addiction, many individuals will have contact with the criminal justice system as a result of their substance use. Studies of the criminal justice system have shown substance abuse to be a significant factor in 80-85% of the criminal cases, which enter the judicial system each year.
The research literature indicates that the most successful clients are those that remain in treatment for longer periods of time. The Bureau recognizes that the criminal justice system can be very effective in engaging individuals in treatment as well as act as an influence in their remaining in treatment. Treatment has also been shown to enhance public safety by reducing criminal activity. Thus, the Bureau continues to work with the criminal justice system at varying points along its continuum to provide access to screening, assessment, and treatment for addiction and substance abuse.
Vendors will also be expected to participate in any future development and operation of a Central Intake for the CSS level of care.
For the purposes of this RFR, individuals involved in the court or criminal justice system will be viewed as a priority population for admission purposes, including those involved with the civil commitment process.
Service Description
CSS services are designed to stabilize clients and increase their retention in treatment. CSS programs can include adults, who have completed a medical detoxification, as well as adults who do not meet criteria for medical detoxification but have other substance use disorders and other, current, related complications. The goal of the CSS is to provide the needed service interventions and program supports to enable clients to engage in a structured process and to plan and implement any services needed for a successful transition to the next level of substance use disorder treatment or other care, based on an assessment process tailored to each client. CSS services enable clients to focus on recovery, increase treatment acceptance and readiness to change, and identify skills and strategies to prevent continued use and/or to reduce risk of harm due to continued use.
Target Population:
The populations targeted for these services include adults 18 and older who meet the ASAM criteria for Level 3.5, and who:
have completed a detoxification program and would benefit from additional time to get more clinical and other support services to stabilize their recovery;
do not require medically monitored detoxification, are medically and psychiatrically stable and able to participate in this level of care and would benefit from a continuing period of assessment and stabilization; or,
do not have a medical condition requiring 24-hour medical or nursing interventions; and may benefit from structured clinical and programmatic interventions within a 24-hour inpatient setting to prepare for community integration and continuing care
demonstrate repeated inability to control impulse related to use of substances
Start-Up Costs: DPH may, as a result of this procurement, issue a cost reimbursement contract and/or authorize a
Capital Budget if deemed necessary by DPH for contract start-up purposes before transitioning to unit rates. Any start-up costs associated with this procurement contract must be negotiated to the satisfaction of DPH and would have a
maximum term of six (6) months. Priority will be given to programs that can demonstrate readiness to offer services to clients within three (3) months.
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1.3 Whether Single or Multiple Contractors Are Required For Contracts:
Single Contractor Multiple Contractors
1.4 Adding Contractors after Initial Award
This is an open enrollment procurement; an additional opportunity to respond to this RFR may be offered during the life of the contract.
1.5 Acquisition Method:
Fee for Service:
Cost Reimbursement Unit rate Other (specify): _____________________
1.6 Use of a Procurement by a Single or Multiple Departments:
Please consult with the Summary tab of the Comm-PASS solicitation record for information on who may use this contract; see “Procurement Type:”
1.7 Expected Duration of Contract:
Anticipated Initial Duration up to: 5 year(s)
Anticipated Renewal Options: 2 options to renew for ___2__ year(s) each option Final End Date of this Contract: 6/30/2023
1.8 Anticipated Expenditures, Funding Or Compensation For Expected Duration
Estimated Value of Procurement (Including Anticipated Renewal Options): Amount $3,915,000 Contract will have a Maximum Obligation
Contract will NOT have a Maximum Obligation Amount (Rate Contract)
Will Federal Funds be used to fund any part of Contract(s)? NO, YES (If YES, to what extent?): Depends on available federal funds
Providers receiving federal grant funds will be considered sub-recipients for federal grant purposes and will be required to comply with applicable federal requirements, including but not limited to sub-recipient audit
requirements under OMB Circular A-133.
Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will
not be available for expenditure in the subsequent fiscal year without a formal contract amendment re-authorizing these funds. The maximum obligation of the contract will automatically be reduced by the amount of the unspent funds from the prior fiscal year.
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 units. Rates for these programs will be set by the Executive Office of Health and Human Services. As a result, rates of payment and
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reimbursement structures may change during the term of the contract. EOHHS began implementing this law in FY 2010 and the implementation will be completed by FY 2015. 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, the Department reserves the right to convert any contracts that are awarded pursuant to this RFR into a Master Agreement, which may be issued by the Executive Office of Health and Human Services during the term of this contract.
2.0 Procurement Calendar (eliminate row if N/A)
EVENT DATE
RFR Release Date January 30, 2014
Bidders’ Conference February 07, 2014, 10:00 to 12:00
To Join please follow these steps: 1. Please join my meeting at the designated start time.
https://www2.gotomeeting.com/join/1 58336210
2. Join the conference call:
Call in # for Audio: 1-866-650-2458 Participant Pass code: 8257936
Deadline for Questions and Answers
(Only written questions will be accepted.)
February 19, 2014,
Deadline for Submission of Response March13, 2014 4:00PM 250 Washington Street 3rd floor Boston, MA 02108
Anticipated Contract Start Date July 1, 2014
3.0 Specifications
All applicants responding to this RFR must agree to all items detailed in the BSAS Standards of Care and must acknowledge such by signing and submitting all of the Affirmations associated with these Terms (in the Application Response Form, posted on the Forms and terms screen of Comm-PASS).
Applicant Eligibility Criteria
Eligible applicants must:
have a current CSS license in good standing or have submitted a licensing application in e-licensing by the deadline date for this response
demonstrate competency and experience in serving cultural and linguistic minorities
show established and operating qualified service agreements with an array of organizations that provide: residential substance abuse treatment, community-based ambulatory services to include Medication Assisted Treatment services, primary medical care, mental health services, and other client support services
have the capacity to bill (by contract or provider agreement) public and private third-party reimbursement plans for the CSS services delivered to clients
.
These services are regulated by 105 CMR 164.131-164.142. The licensing criteria for CSS programs are the base minimum. Elements of this RFR and submitted responses are required for BSAS funding consideration in addition to licensing criteria. Any additional required conditions become part of any DPH/BSAS CSS contract.
Each facility in which the adult CSS service takes place must have its own license, its own discrete staff, and its own discrete location. Applicants must demonstrate site control of the program facility through ownership or proof of lease. The proposed facility must be in compliance with the American with Disabilities Act, DPH licensing regulations, and any
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applicable state/local building and occupancy codes. Compliance with these standards also applies if an alternate facility is secured by the provider at any time during the life of the CSS contract. Proposed sites may be visited as part of the technical review. Any site determined to be inappropriate is cause for stopping the proposal review of an applicant.
Service Description
The CSS recovery oriented services and supports can help transition the client to appropriate next step care in the substance use disorder treatment continuum. CSS programs provide a 24-hour milieu staffed and structured short-term treatment environment that includes: individual counseling, therapeutic groups, psych-educational groups, individualized case management, and nursing services, including health education.
Admissions must occur all days/times of the week and within the same day as a bed becomes available. Admissions require an assessment of the client’s medical and psychiatric status to determine if the CSS program staffing and structure is appropriate for the care needed. CSS is for clients with a current primary diagnosis of a substance use disorder who need stabilization and support services. The admission process includes a review of client referral documentation and an initial screening and assessment of the client. Once admitted, the client must be oriented to the program and the facility by a designated staff member.
This service is not a step-down service for or from a psychiatric hospitalization, nor is it a psychiatric stabilization service. It is staffed and resourced for clients with a primary substance use disorder manageable at this level.
Service Elements
The primary service elements of Clinical Stabilization Services must include:
Bio-psychosocial Assessment and Individualized Treatment Planning
Admission capability seven days a week, 24 hours a day
An assessment of medical and psychiatric issues to ensure client does not require a more intensive level of care A complete bio-psychosocial assessment to include substance use and mental health issues in order to
determine individual client needs
A physical examination. If a physical examination has been conducted within the past 30 days, those results may be used with the client’s consent
An assessment of overall client life functioning to include housing and treatment service needs The development of an individualized program treatment and discharge aftercare plan
Medical and psychiatric medication management
Collaboration with family members and/or significant others to promote their engagement and an understanding of recovery processes
Individual Counseling, Therapy Groups, and Psycho-Educational Groups
These services must be available to each client seven days a week:
A minimum of three (3) hours of individual counseling in no less than three (3) sessions
A minimum of ten (10) hours of group therapy over a seven (7) day client stay, utilizing motivational techniques, cognitive behavioral therapy, or other evidence based practices to support engagement in treatment; Therapy groups may not exceed twelve (12) persons per group.
A minimum of fifteen (15) distinct psycho-educational group modules over a seven (7) day client stay, in addition to the ten (10) hours of group therapy and 2) the three (3) hours of individual counseling noted above. Psycho-educational groups may not exceed fifteen (15) persons per group. BSAS strongly recommends modules that include: substance abuse education, relapse prevention, introductions to self-help programs, introductions to the next level of care options including residential and outpatient, including medication assisted treatment, recovery planning and management, managing medications, overdose prevention education, life skills issues, trauma issues, and other related health and recovery topics. The size limitations for therapy groups (maximum of 12 clients) requires any program above 12 beds to deliver “sets” of the same types of therapy groups to different sets of attendees depending on the program census at any given time. Additional targeted counseling, therapy, and/or psycho-educational groups can be delivered to address gender specific issues including trauma, parenting, custody issues, sexual assault, and legal/criminal justice issues, as well as co-occurring disorder education and self-management of the recovery process.
Peer led recovery support activities, on or off site; These do not “count” as therapy or psycho-educational groups. Family meetings, family counseling, and family consultation to support the recovery process, as indicated by the
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Health Monitoring, Education, and Access
Daily, on-site nursing services, the required number of hours of nursing services is determined by the CSS staffing guidelines issued by BSAS (see CSS Staffing Standards posting on the Specifications screen), to monitor client medication administration, health status, and, as appropriate, the delivery of health related psycho-education and groups
Referrals to medical or psychiatric services, as needed
The ability to provide clients access to methadone dosing and other opioid treatment for clients who are enrolled in medication assisted therapies such as methadone, buprenorphine and Vivitrol.
Referral and active linkages to community based medical services.
Referral, Care Coordination, and Follow-up
All care and aftercare plans must identify and follow any referrals while in the program and to next-step treatment. These includes substance use disorder treatment, safe and sober housing placements, mental health, hospital, primary care, or other services as determined by the clinical assessment in compliance with 42 CFR and HIPPA requirements.
A care coordination process is required to monitor engagement in services identified in the current program service and aftercare plan. Individual face-to-face sessions with a care coordinator/case manager for three (3) separate 30-minute sessions, within any five (5) day, Monday-Friday workweek is required to review the current treatment and the aftercare plans with each client.
Referral for family focused support services and counseling, as determined by clinical assessment
Established and operational linkages with primary care, substance abuse, mental health, and community-based treatment providers to facilitate: 1) participation in ongoing substance use disorder and/or mental health
treatment, 2) entry into continuing treatment, 3) re-entry to community care and other social/family supports Aftercare plans that include current or new access to nutrition, housing, employment/income, or skills training; Appropriate linkages and collaborative agreements for prenatal care with OB/GYN providers for females who are
or may be pregnant to ensure the health and safety of the female while in the program and after discharge Active follow-up by care coordinators to ensure successful engagement at the next level of care, or other ongoing
services, or specific documentation as to why this could not happen
Required staffing levels to ensure these services are delivered are set forth in the BSAS CSS staffing guidelines
Milieu Management
An operating seven (7) day schedule of both mandatory and optional activities including physical recreational activities, in addition to the minimum number of sets of groups, and individual sessions required based on program size
Maintenance of a treatment environment that ensures client safety, operating in-house crisis intervention/crisis stabilization capabilities, and overall program security
Required staffing levels to ensure these services are delivered as set forth in the BSAS CSS staffing guidelines
Transportation
Directly provide or arrange transportation for clients while they are in the program to facilitate other needed services to include: interviews, community self-help meetings, medical and psychiatric visits, court appearances, emergencies, and other community appointments, seven (7) days per week, for a minimum of twelve (12) hours per day
Directly provide or arrange transportation to next step placements to ensure client arrival and initial client engagement
Food Service
Adequate nutrition with time and space for at least three (3) meals daily. Programs must meet the individual dietary need of any client.
Discharge Criteria
A successful “completion” discharge is available seven (7) days a week, providing the client is stabilized in dimensions 4-6 as described in the American Society of Addictions Medicine (ASAM) criteria, and the barriers to other further treatment or care have been addressed, within the capacity of the CSS program to do so
The immediate CSS program goals of the individualized treatment plan have been achieved Aftercare placement is available, within the capacity of the CSS program to do so
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Staffing Requirements
See CSS Staffing Grid in “Specifications” Tab on Comm-Pass for the minimum number of on-site hours required per day, per staff role and position, based on the program licensed bed-size.
Clinical Stabilization Services procured through this RFR must meet the following staffing requirements:
Medical Director: A physician, licensed in MA, responsible for oversight of the administration of all medical services
performed within the program. Programs must have a licensed psychiatrist or psychologist on staff or available through a Qualified Service Organization Agreement
Program Director: A CSS program dedicated 1.0 FTE to oversee the program, staff and operations
Clinical Director: A CSS program dedicated 1.0 FTE, who at a minimum meets the qualifications for a Senior Clinician
as defined in 105 CMR 164.000 The clinical director provides direct supervision to non-medical clinical staff including counselors, care coordinators, and recovery specialists. The clinical director reviews and/or participates in treatment planning and follow-up client care services
Interdisciplinary Team:
The interdisciplinary team provides daily clinical services to assess and address the needs of each client. This includes overall stabilization, aftercare planning, monitoring medications and medical services, individual counseling and group work, and care coordination. The team provides services that employ evidence-based practices, among them
Motivational Interviewing, Motivational Enhancement, and Cognitive Behavioral Therapy. Team members work with clients to develop individual treatment plans that are realistic and attainable; facilitate engagement in substance abuse and other indicated treatment services; and ensure a successful referral to any next step levels of care. Service plans are developed with each client. This plan must specify goals that are attainable in this program, measurable objectives related to it, and program activities to meet those objectives. Care coordination focuses on successful referrals to care while in the program, and for next-step treatment after discharge. A major focus of care coordination is to facilitate and follow-up on the client’s engagement in continuing care, with both the individual and any next step programs or services. Recovery Specialists, Counselors, and Nurses are required on site, seven (7) days a week, fifty two (52) weeks a year, with a mix of roles on each shift as specified on the CSS staffing grid (see attached). Care coordinators are required on site a minimum of five (5) days per week, Monday-Friday, as specified on the CSS Staffing Grid.
Psychiatric consultation is required at all times, twenty-four (24) hours daily, seven (7) days a week.
Nurse: Refer to the CSS staffing grid for the number of daily on-site hours required, based on program licensed size. The nurse is available to conduct nursing and medication assessments for all clients on admission. The nurse is responsible for overseeing the dispensing of medication, monitoring client health progress, and participates on the interdisciplinary team. The Nurse may also deliver psycho-educational and health education groups. A licensed practical nurse (LPN) may provide these services under the supervision of a Registered Nurse.
Counselors: Refer to the CSS staffing grid for the number of daily on site hours required based on program licensed size. The counselor is an interdisciplinary team member who is responsible for working with assigned clients to develop and facilitate individual treatment plans. Counselors provide the individual counseling, group psychotherapy, psycho-educational and family groups. The Counselor is a LADC I or II; or at a minimum must have a masters or bachelors degree with specific substance abuse treatment training and education.
Recovery Specialists: Refer to the CSS staffing grid for the number of daily on site hours required per shift
based on the program licensed size. The Recovery Specialist is a member of the interdisciplinary team and provides guidance and counseling support as appropriate. Recovery specialists oversee and accompany the clients in various program activities to ensure conformance with schedules, milieu standards, program activities, and policies. Recovery specialists may deliver psych-educational groups and can be either LADC II or LADC Assistant; or at a minimum must have a high school diploma with specific substance abuse treatment training and education. Recovery Specialists may not deliver psychotherapy groups or individual counseling unless they have the qualifications defined for Counselor.
Care Coordinator/Case Manager: Refer to the staffing grid for the minimum number of daily Monday-Friday on site hours required based on program license size. The Care Coordinator assumes all case management responsibilities, while immediate clinical and medical needs are addressed by additional members of the treatment team. The Care Coordinator assists clients in obtaining necessary services while in the program and after discharge, by providing information, coordinating referrals, and following through with specified treatment
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plan goals. The Care Coordinator communicates with the treatment team and family to ensure appropriate referrals to, and successful engagement in next step care.
Supervision and Staff Training
All members of the interdisciplinary team must receive supervision from a qualified supervisor at least bi-weekly, individually, or in groups no larger than four persons. Providers must ensure that all team members have training in evidence based practices, and that all staff can engage in continuing education to increase their skill base and knowledge. Providers agree to provide BSAS with all job descriptions for each position and the supervision arrangements for all administrative and direct service staff.
4.0 Performance Requirements and Contract Monitoring
BSAS will work with providers to assess the impact of retention in care and subsequent placement in continuing care once discharged from CSS. BSAS will review utilization rates, program costs, treatment completion, and transition to any next step, and assess the impact of the CSS services on the utilization of other levels of treatment and care. Contracted CSS program providers are expected to attend BSAS sponsored meetings, including, but not limited to: regional provider and CSS modality meetings as well as BSAS facilitated Section 35 meetings. BSAS reserves the right to conduct announced and unannounced site visits to the program during the hours of operation, in this case meaning any day or any time.
Providers are expected to work closely with BSAS to review and assess programmatic outcomes, further refine necessary service elements for CSS care, and evaluate how any element affects the quality of the services. BSAS providers agree to:
monitor their own performance on the number of clients served, lengths of stay, referrals into the program, referrals made to community based agencies while in the program, and aftercare referrals and provide such data to BSAS as requested
collaborate with the BSAS to refine data and information designed to measure performance outcomes and service effectiveness;
assure adequate linkages with resources both within the substance abuse continuum of care and other relevant services
to address the needs of diverse client populations; and
comply with all BSAS fiscal, licensing, contractual and EOHHS reporting requirements.
Results and Measures
CSS programs are expected to implement strategies to achieve the following results:
Result: Demonstrated service level to target population, clients with civil commitments Measure: % of admissions reported as civil commitment on ESM data
Result: CSS program serves a diverse population, consistent with the demographics of the location of the program. Measure: % of non-white admissions as compared to the demographics of the current census data
Result: Clients are engaged in treatment and subsequently complete their CSS treatment based on an individualized
treatment planning process.
Measure: % of clients completing CSS as compared to the state average
Result: Clients are referred to an appropriate level of care regardless of completion status.
Measure: % of clients that are referred to the next level of care within 30 days (step down within 30 days) as
compared to statewide average
Result: Clients are stabilized in an appropriate length of time.
Measure: Average length of stay for all discharged clients as compared to the state average
Result: Clients who complete their CSS stay are stabilized and do not return to an ATS program in the month
following discharge
Measure: % of clients that step up within 30 days (readmission to ATS program within 30 days of CSS discharge) as
9 of 11 5.0 Contract Invoicing
I. Cost Reimbursement Contracts:
DPH billing procedures through the EIM/ESM system require that contracted providers submit an invoice, on a monthly basis, for all services provided in the previous month.
DPH requires that this invoice be authorized in EIM-ESM no later than the 14th day of the month, following service delivery. This includes a zero invoice if no services were provided.
The only exceptions will be when the Bureau has been previously notified of extenuating circumstances and the request has been approved by the bureau contract manager. If corrections need to be made to previously submitted invoices, supplemental invoices must be submitted for the month in which the billing was originally submitted.
All offsets must be reported for each UFR on the Invoice.
Refer to the Provider Billing Booklet: Cost Reimbursement Policies and Billing in EIMfor detailed invoicing requirements.
II. Unit Rate Contracts – Manual SDR
Providers using the EIM-ESM manual billing process are required to submit a Service Delivery Report (SDR), on a monthly basis, for all services provided in the previous month.
DPH requires that this SDR be authorized in EIM-ESM no later than the 14th day of the month, following service delivery. This includes a zero invoice if no services were provided.
DPH requires that all services delivered to clients and paid by a third party be reported on the SDR as an offset.
III. Unit Rate Contracts – HIPAA
Providers using the HIPAA electronic billing process are required to submit an all claims for the services provided in the previous month no later than the 14th day of the month, following service delivery. DPH requires that all delivered services paid by a third party be reported on an 837 HIPAA “encounter”.
Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see Forms and Terms screen.
6.0 Evaluation Criteria
Proposals undergo multiple levels of review:
Technical Review: The quality of the response to each question in the narrative is evaluated by a team of objective
reviewers who score each question according to criteria related to that question. Reviewers are instructed to evaluate each question for content, comprehensiveness, and clarity of each answer.
Supplier Diversity Program (SDP): The Supplier Diversity Program (formerly known as Affirmative Market Program)
was established in September, 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.
Additional information about SDP can be found in the Supplier Diversity Program (SDP) Plan section of the “Additional Requirements” document at the “Specifications” screen. The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the Comm-PASS “Forms & Terms” screen for this solicitation.
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The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.
Second Level Review: During the second level of review, factors such as an applicant’s past performance, billing,
license status, ADA compliance, agency demographics, need, resources available, and other criteria are considered and scored. These criteria may vary depending upon the service being procured. Based on all review scores, the BSAS makes recommendations to the Commissioner, who makes the final funding determination.
7.0 Instructions for Submission of Responses
See Section 2.0, Procurement Calendar, for deadline date, time and location.
Complete the Application Response Form posted on the Comm-PASS Forms and Terms screen.
Proposals must be received at the address in the Application Response Form by the deadline date and time.
8.0 RFR Attachments
In accordance with the instructions under “Action Description” on the screen, the forms listed on the Comm-PASS Forms & Terms screen for this RFR must be submitted with your response.
9.0 Other Requirements Pertaining to this RFR
Virtual Gateway Business Services: The Executive Office of Health and Human Services (EOHHS) operates a number
of online business services through the Virtual Gateway. These include but are not limited to, Provider Data Management (PDM), Common Intake (IE&R), Enterprise Invoice / Service Management (EIM/ESM), Home and Community Service Information System (HCSIS), Senior Information Management System (SIMS) Service and Transition Planning System (STARS).
These services permit users to access a variety of EOHHS programs and services. Virtual Gateway business services are accessible by end users with web browsers such as Internet Explorer (6.0 or above), and a broadband Internet connection that is capable of high-speed data transmission, such as a Local Area Network (LAN), a cable modem, or DSL.
Enterprise Invoice / Service Management (EIM/ESM): If EOHHS or DPH directs contractor during the term of this
amended contract to access the EIM/ESM service through the Virtual Gateway for the purpose of conducting business with either EOHHS or DPH, contractor agrees to use such services as directed and execute all required Use or Service Agreements required by the Virtual Gateway and to comply with all applicable Virtual Gateway, DPH and EOHHS policies and procedures related to such services, including policies pertaining to data security and protection of confidential information. Contractor further agrees to submit all information as directed by EOHHS or DPH including, but not limited to, invoices, contract and/or other information to DPH through these web-based applications. Contractor further agrees to take all necessary steps to ensure that it, and its subcontractors or affiliates, complies with these requirements and has access to and utilize all required web-based services in the Virtual Gateway.
Provider Data Management (PDM): Pursuant to its obligation hereunder regarding the use of EOHHS Virtual Gateway
Business Services, contractor agrees to complete and maintain an organizational profile in the Virtual Gateway’s Provider Data Management (PDM) system. PDM is a web-based service managed by the Executive Office of Health and Human Services (EOHHS) that presents information about a provider’s organizational structure, financial health, and state contracting activity. If your organization does not currently access and update PDM, you must contact the EOHHS Provider Data Management team at [email protected] or call the Virtual Gateway Helpdesk at 1-800-421-0938 for assistance.
National Culturally and Linguistically Appropriate Services (CLAS) Standards When releasing their report “Unequal
Treatment” the Institutes of Medicine concluded “race disparities in health outcomes persist even after the significant efforts of multiple programs and accounting for risks such as low income, poor education and cigarette smoking.” The national Culturally and Linguistically Appropriate Services (CLAS) Standards have been developed to offer a framework to address the structural, clinical and organizational barriers that contribute to health disparities. In 2005, the Massachusetts Department of Public Health Office of Health Equity was awarded the federal grant State Partnership Grant to Improve Minority Health. The goal of this grant is to develop and implement Massachusetts standards consistent with the
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nationally proposed CLAS Standards throughout the Department’s procurement and internal operations. MDPH would be among the first public health agencies in the country to systematically apply these standards as a tool to eliminate racial, ethnic and linguistic health disparities.
Continued implementation of the CLAS standards will occur over the term of this contract. Providers will be required to cooperate with this effort. Such cooperation may include the submission of data relative to the CLAS standards and the implementation of CLAS-related performance requirements.
The national CLAS standards are included as an attachment to this RFR. Making CLAS Happen is a guide to providing culturally and linguistically appropriate services in a variety of public health settings. Further guidance is available at the Office of Health Equity’s website: www.mass.gov/dph/healthequity.
Americans With Disabilities Act (ADA) Contract Compliance: Contractors must be in compliance with ADA
requirements. Contract awardees must have current Policies and Procedures and facilities’ checklists (MFAT Checklist) on file and available for inspection at the administrative unit of the agency within three months of the contract award.
Template Revision History Doc.
Rev.
Reason for Change Reference Originator Date
A Release. 7/25/2012
B Added “and Contract Monitoring” to section 4.0 S Dyer 8/2/2012
C Rename Principles, Policies & Procedures document to Additional Requirements
S Dyer 9/6/2012
D Restore Ch 257 language S Dyer 9/27/2012
E Move ‘EFT required’ language to Invoicing section. S Dyer 11/29/2012
F Correct link to Making CLAS Happen and MFAT
Checklist.
N Conboy 2/7/2013
G Add OMB federal funding language, add sample
invoicing language
S Dyer 3/21/2013
