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Home > 2019 Boston Consortium Request for Proposals

The Boston Consortium, comprised of Boston Senior Home Care, Central Boston Elder Services, and Ethos, the three Aging Service Access Points (ASAPs) that serve Boston, have completed the proposal review process. Contracts are awarded based on thorough review of Providers RFP submissions and individual ASAP service needs. Some contracts may be awarded on a conditional basis. The providers listed below have been determined eligible to receive contract awards.

Providers should check each member of the Boston Consortium’s individual website, Ethos, BSHC and CBES, to determine their contract award status with that ASAP.

All contracts issued through this procurement will begin on October 1, 2019 and will terminate on September 30, 2022.

The Boston Consortium would like to take this opportunity to thank all providers that submitted proposals in response to this solicitation.

  • ABP Best Home Care
  • Advanced Home Care
  • All at Home Health Care
  • All Care Medical
  • Amramp
  • Anodyne
  • Associated Home Care, LLC
  • Bayada
  • Blue Hill ADH
  • Charm Medical Supply
  • Deutshes Altenheim/German Centre/Senior Place ADH
  • Elder Achievers
  • Friendly Care
  • Fuente De La Vida ADH
  • Geriatric Home Health Care
  • Greater Boston Home Health
  • Guardian Healthcare, LLC
  • Hebrew Rehab ADH
  • Hebrew Senior Life
  • Help Services Network
  • Henshaw Laundry
  • Houseworks LLC
  • Kit Clark Services ADH/BayCove
  • La Alianza Hispana ADH
  • Link to Life/CST
  • Margaret M. Shay ADH Program (BMC)
  • Mentor Network – Haitian ADH, Kay Pam ADH
  • Metro Cab
  • Midtown Home Health
  • Multicultural Home Care Inc.
  • Natale Company & Safety Care
  • New England Direct Solutions
  • Philips Lifeline
  • Rogerson Communities ADH
  • Seraphic Springs Health Care
  • Suburban Home Health Care
  • Suburban Homemaking
  • Sullivan’s Pharmacy, Inc.
  • Sweet Grapes, Inc.
  • Upham’s Corner Health Center
  • The Caribbean Foundation/Urban Community Homemaking
  • Vision of Independence
  • Wash World/South Coast Laundry

For more information about the bid and selection process, please click here.

Sealed proposals are hereby solicited for multiple contractors for the provision of services to the clients of Boston Senior Home Care (Lincoln Plaza, 89 South Street, Suite 501, Boston, MA, 02111), Central Boston Elder Services (2315 Washington Street, Boston, MA 02119) and Ethos (555 Amory Street, Jamaica Plain, MA  02130) (hereinafter referred to as ‘the Consortium’). 

The Consortium, comprised of three separate corporate entities designated as Aging Services Access Points (ASAPs) by the Executive Office of Elder Affairs (hereinafter referred to as EOEA), seeks to provide the following services to clients:

  • Adult Day Health                                                                             
  • Alzheimer’s Coaching-Habilitation Therapy
  • Behavioral Health Services                                                          
  • Bill Payer/Representative Payee                                                              
  • Chore                                                                                                   
  • Companion                                                                                        
  • Emergency Shelter
  • Environmental Accessibility Adaptations                                              
  • Evidenced Based Education Programs*
  • Financial Consultation                                                                   
  • Grocery Shopping and Delivery Service                                 
  • Goal Engagement Programs*
  • Home Delivery of Medication
  • Home Health Services
    • Complex Care Training and Oversight (formally Skilled Nursing)***
    • Home Health Aide
    • Physical Therapy
    • Home Safety/Independence Evaluations (formally Occupational Therapy)***
    • Speech Therapy
  • Laundry
  • Legal Services
  • Medical-Competency Evaluation
  • Medication Dispensing System
  • Orientation and Mobility (formally Vision Rehabilitation)*
    Peer Support (Certified Older Adult Peer Specialist)*
  • Personal Emergency Response Systems (PERS)**
  • Respite Care-Short Term Care
  • Transitional Assistance (added housing search support)***
  • Translation/Interpretation
  • Transportation

Respondents may bid to provide services to any or all of the Consortium members; successful bidders will enter into separate contracts with each Consortium member.

The duration of the contracts will be for three years, beginning October 1, 2019 and terminating on September 30, 2022.  Contracts may be amended at any time during the contract period to reflect rate or service changes negotiated between the Consortium or any of its members and the Provider.  Certain rates established by the Division of Health Care Finance and Policy, EOEA, or other regulatory bodies, cannot be amended by Consortium members (please see Attachment D to this RFP for details).

First year rates may be negotiated subsequent to the acceptance of a bidder’s response.

For the purpose of purchasing services for ASAP clients, EOEA issues standard contract forms and EOEA reserves the right to amend the contract forms. In submitting a response to this RFP, the bidder affirms that it is not under federal or state debarment and acknowledges it has read the relevant contract forms for the service(s) it proposes to provide, and agrees to comply with all of the terms contained therein. Both contract forms are provided as attachments to the RFP for informational purposes only. Their inclusion does not constitute the award of a contract. Bidders should not submit the contract form with their proposal response.

Bid specifications for the RFP must be downloaded from the website: https://www.ethocare.org.   Bidders are solely responsible for obtaining and completing the required bid documents and any attachments referenced, and for checking this website on a regular basis for any addenda or modifications that are subsequently made to this RFP or attachments.  The Consortium accepts no liability and will provide no accommodation to bidders who fail to check for amended RFP’s and submit inadequate or incorrect responses. Bidders may not alter (manually or electronically) the RFP language or any RFP component files.  Modifications to the body of the RFP, specifications, terms and conditions, or which change the intent of the RFP are prohibited and may disqualify a response.

Bidders with a disability or hardship may seek reasonable accommodation, which may include the receipt of the RFP information in an alternative format. Bidders must communicate such requests in writing to Tammy Burgess, Contracts Manager, at Boston Senior Home Care.  Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement that describes the bidder’s disability and the requested accommodation to Tammy Burgess.  The Consortium reserves the right to reject unreasonable requests.

Proposals are due no later than June 27, 2019 AT 12:00 P.M.

Proposals must be typed with numbered pages, and submitted in 3-hole punch binders. Bidders must submit an original proposal along with two copies and a copy on a thumb drive enclosed in a sealed package marked “Sealed Bid” and addressed to:

Paul Rinaldi
Ethos
555 Amory Street
Jamaica Plain, MA  02130

A Bidders’ Conference will be held on May 15, 2019 from 2:00PM – 5:00PM at Boston Senior Home Care, 89 South Street, Boston, MA 02111.  Attendance is limited to two representatives per bidder.  The purpose of this conference is to provide an overview of the RFP and the services the Consortium members are seeking to purchase, and give equal opportunity for clarification of specifications to all potential bidders.  If you have any questions regarding these specifications, you may reserve them for that occasion, or questions may be submitted in writing via email to Tammy Burgess at Boston Senior Home Care (tburgess@BSHCinfo.org) prior to the Bidders’ Conference.  Questions submitted in writing will be answered at the Bidders’ Conference, and a copy of the responses will posted on the Ethos website.  Please note, attendance at the Bidder’s Conference is not mandatory, but is strongly encouraged.  Bidders are limited to no more than 2 people. Attendees must R.S.V.P Aixa Marcial amarcial@centralboston.org, at CBES by May 13, 2019.

The Consortium reserves the right to reject any and all proposals if it is determined that such refusal is in the public interest.  We also reserve the right to amend or withdraw all or any part of the RFP and/or services sought by the RFP.  This RFP does not commit the Consortium to any of its members to award a contract, to pay any costs incurred in the preparation of this application, or to produce any services.

Boston Senior Home Care, Central Boston Elder Services, and Ethos, are Affirmative Action and Equal Employment Opportunity (AA/EEO) agencies. The Consortium strongly encourages minority, and women owned businesses to respond to this RFP.  Bidders who wish to be considered as women and/or minority businesses must be certified as such through the Commonwealth’ Supplier Diversity Office, and provide a copy of their certification with their application. To learn about certification, visit the Commonwealth’s Supplier Diversity Office at http://www.somwba.state.ma.us/default.aspx.

*new purchased services included on the list of Waiver Services (see EOEA PI-19-02)

**Enhanced Technology/Cellular PERS has been added to the list of Waiver Services (see EOEA PI-19-02)

***updated existing services and service descriptions for purchased services not new to the list if Waiver services (see EOEA PI-19-02) 


DOCUMENT DOWNLOADS

PLEASE DOWNLOAD EACH FILE SEPARATELY:

2019 RFP AttachmentA.ServiceDescriptions

2019-RFP-Information.Instructions.5.22.2019

2019 RFP Policies.State Requirements and Regulations

2019 RFP Service Specific Attachments


Q&A From 5/15/19 Session with Potential Bidders

Are you required to have an Electronic Visit Verification (EVV) system in place in order to have a contract with the ASAP’s?

There is a new requirement in the State that all providers that provide translation services must be assessed for competency. Is there a bid for that type of service (language competency assessment)?

  • We do not test our providers/aides to confirm they are able to speak another language. Language assessment is not part of the bid.

Will the PowerPoint presentation from the Bidder’s Conference be available on Ethos’ website?

  • Yes, the PowerPoint will posted on Ethos’ website.

Do we have to fill out the service specific attachment’s last two pages?

  • No, you do not have to complete the last two pages.  These are for ASAPs to use during on site provider monitoring.  

When we tried to download the RFP files from Ethos’ website, we got an error message saying character strings were too long and, therefore, the information could not be downloaded.   What should we do?

  • There was a computer bug that caused the error message, but we were able to resolve the issues. The issues were resolved after the meeting on 5/15/19. 

Are there service specific attachments for Physical Therapy?

  • No, but Physical Therapy requirements are included in the Home Health Services Service Specific Attachment.

For Home Health Services, do we have to go into specifics on how we will implement the new service standard changes?

  • Yes, please be as detailed as possible in your response.  You may use an additional sheet of paper if needed.  

For financial submissions, what are you expecting from new applicants? (We are below the range—less than $250,000.)

  • The requirements for an organization with an operating budget of less than $250,000  is to provide your most recent fiscal year-end balance sheet, an operating statement for the same period and bank statements for the last three months of the fiscal year. More details are listed on the Bidder’s Conference PowerPoint presentation (slide 23) which is posted on Ethos’ website.

Do you recommend any specific encryption software for your email?

  • There are many encryption software products that are acceptable. However, we are not recommending any particular encryption software.

Is anything on our proposal application allowed to be handwritten?

  • Only page numbers may be handwritten. With the exception of page numbers, handwritten responses will not be accepted.

How recent must our audit be?

  • We will only accept financial information (e.g. audit) that is within the last 12 month period

Our company is female, minority owned. Does that give us an advantage?

  • If you are certified by the Massachusetts Supplier Diversity Office as a Women and Minority owned business and include this documentation with your proposal submission, you will be awarded additional points in the proposal evaluation process

What types of language aid are you looking for?

  • For information on language needs, please review Attachment B of the application package which shows demographics from the 2010 census.  Please keep in mind that demographics are ever changing, and we may have new language needs during the three-year contracting period.

Do we need to give you three binders?

  • Yes, three binders and one thumb drive.

Do we need a table of contents?

  • Yes, the RFP checklist is to be used as your table of contents. Remember to make sure your application includes everything on this checklist.

Is our application all supposed to be in one file?

  • Yes.

Does an agency have to be a Medicaid provider or Medicare certified to apply for a contract to provide Home Health services?

  • No, an agency does not have to be Medicare certified, or a MassHealth provider to apply to provide home health services.  

If we want to submit a bid to provide home health aide services (HHA) must we also bid for other skilled services?

  • No, you may bid for whatever services your agency is qualified to provide. However, we seek to contract with vendors who can provide a continuum of Home Care services in order to provide continuity of care to our consumers as their needs change.

Have agencies always been allowed to contract for skilled nursing services (i.e. bid for this through our application)?

  • Skilled nursing services for ASAPs are used to orient home health aides/personal care workers, home safety evaluation, filling med boxes, dementia coaching.  ASAPs do not authorize nursing for treatment.  Under the new Complex Care Training and Oversight (formerly skilled nursing) requirements (included in Attachment A) services can be provided by an RN or an LPN. The LPN must have a valid license in MA and work under the supervision of an RN.  The RN must be engaged in field supervision of the LPN a minimum of 20 hours per week, and be responsible for the field supervision carried out by the LPN.

What is Goal Engagement and do vendors need a subcontractor to provide the other required components of that service?  

  • Goal engagement is a new service and, to the best of our knowledge, there are currently no providers in Massachusetts who provide this service. It is an evidence-based program comprised of the following: an occupational therapist, a registered nurse and a handy man. For additional information please visit:  https://nursing.jhu.edu/faculty_research/research/projects/capable/index.html   

Are there any other sections of the RFR that must be specifically tailored to each ASAP?

  • Yes, neighborhoods served and language needs are specific to each ASAP. 

If we provide the Boston Consortium with our email address, will they contact us directly about any amendments to the RFP that have been posted on Ethos’ website?

  • No, vendors will not be contacted regarding amendments to the RFP.  Vendors are responsible for visiting Ethos’ website on a regular based to learn of any updates.

Is it acceptable for our business email domain to be _____@comcast.com?

  • No, you must have a business email domain which uses your business’ domain name, such as name@yourbusiness.com.  For additional computer software requirements, please refer to  Computer Hardware/Software Minimum Requirements Certification

Should we drop off the binders at 89 South Street?

  • No, everything goes to Ethos at 555 Amory St., Jamaica Plain, 02130.  Attention: Paul Rinaldi

Question: Is the USB thumb drive a necessary part of our application or is an electronic submission sufficient?

  • The USB thumb drive is necessary in addition you three binders (if you are bidding on all 3 ASAP’s). There is no “electronic submission” option.

Questions from 5/16/19- 6/5/19

My agency is fairly new and I don’t have a financial statement and balance sheet as of yet, however, I do have a bank statement would that work?

  • No, Providers with operating budgets less than $250,000 should provide their most recent fiscal year-end balance sheet, an operating statement for the same period and bank statements for the last three months of the fiscal year.

My agency is currently running from home and we are not yet Medicare and Medicaid certified would that be an issue? 

  • You are not required to be Medicare/ Medicaid certified. However, you need to have a place that is dedicated to the business and ensure that consumer and employee information is secure.   

Service Proposal Chart is not on the RFP checklist. Will it be added to it?

  • The checklist has been updated to include the service proposal chart.

I am trying to contract CPA office to prepare Audited Financial statements for our Agency, it not an easy process and wonder if you can clarify on what kind of Financial Audit required, Regular or Yellow book Audit and what is deadline for completion of these audits.

    • Providers doing over $250,000 in business should include a copy of their most recent audited financial statements.
    • Providers doing less than $250,000 in business should provide their most recent fiscal year-end balance sheet, an operating statement for the same period and bank statements for the last three months of the fiscal year.

Financial Information – Our year end is 05/31.  Our most recent audit was for the year ended 5/31/2018 completed on June 29, 2019.  Therefore, we are in the process of closing our books for this fiscal year ending 5/31/2019 which is 6 days away. 

  • Please include a copy of the most recent audited financial statements (5/31/18) in your bid.

Per discussions with our auditors, we need 1 to 2 weeks to close the books and 3-4 weeks for the auditors to perform their audits. We won’t be able to get the audited financial statements for the year ended 5/31/2019 until mid-July 2019. This would pass the deadline for submission. 

  • Please include a copy of the most recent audited financial statements in your bid (e.g. May 31, 2018 if that is the most recent year’s financial audit available).

Is it okay for us to submit our most recent audit for the year ended 5/31/2018, completed 6/29/2018? 

  • Yes, that is fine.

We didn’t see that we needed to register to participate in the bidding process. Please confirm that this is not necessary.

  • You do not need to register to submit a bid.  The bidder’s conference was an informational session and attendance was not required in order for a vendor to submit a bid.

It appears that the home making and personal care services will be applied separately. We didn’t see a deadline for this application. Is this true?

  • Homemaking and personal care services are procured by the Executive Office of Elder Affairs (EOEA) through the Notice of Intent Process (NOI) which is always open. As part of that process, you (the vendor) should submit their service specific attachment in your bid if you are applying for HM/PC and HHA services.

On the Administrative Overview in Section III, I had a question about question 12: What is meant by an in-service training calendar?

  • Every service requires different training requirements that are listed within the service specifics (e.g., Fraud, Waste and Abuse). For example, what a Nurse and a HHA are required to be trained on are different than a Driver for an Adult Day Health Program. As part of the bid response, we are asking vendors to submit a copy of your in-service training calendar which shows the trainings that will held in the current calendar year as well as trainings that were held in the previous calendar year.

I wanted more information around the financial audit specific requirements for prospective providers of personal care, homemaker and non-homemaker services, not a current provider.

  • Please see the following excerpt which was presented at the recent bidders meeting. 
    • Providers doing over $250,000 in business should include a copy of their most recent audited financial statements.
    • Providers doing less than $250,000 in business should provide their most recent fiscal year-end balance sheet, an operating statement for the same period and bank statements for the last three months of the fiscal year.

In looking at the requirements for the financials how do we determine the level of audit required (see attached)?  Would it be appropriate to submit as a provider with an operating budget less the $250,000 for this program as we would just be starting out and expect to be in the lower revenue to start out? 

a. We do other types of business and have revenues that exceed $500,000 per year but would not be expecting this level with this particular Boston program(s) from the start. 

The Boston consortium requires that all potential provider organizations have the financial resources to successfully match our authorization and payment schedule. In response to your question, please see the following excerpt which was presented at the recent bidders meeting:   

  • Providers doing less than $250,000 in business should provide their most recent fiscal year-end balance sheet, an operating statement for the same period and bank statements for the last three months of the fiscal year.
  • We need to ascertain that providers could meet 3 months of payroll expenses.  If you have additional documents to support this, please include them with this proposal.