HCBS PIPP RFP draft 11.5.13 - LeadingAge Minnesota



Home and Community-Based ServicesPerformance-Based Incentive Payment Program(HCBS PIPP)REQUEST FOR PROPOSALSFORMinnesota Health Care Program (MHCP) Enrolled ProvidersAuthorized to provide service under at least one of the Medical Assistance Home and Community-Based Waiver Programs, the Alternative Care Program or State Plan-funded Home Care Services11/12/2013TABLE OF CONTENTS TOC \o "1-3" \h \z \u A.PURPOSE OF REQUEST PAGEREF _Toc371408890 \h 3B.OBJECTIVE OF THIS RFP PAGEREF _Toc371408891 \h 3C.OVERVIEW PAGEREF _Toc371408892 \h 4D.TASKS AND DELIVERABLES PAGEREF _Toc371408893 \h 4E.PROPOSAL FORMAT PAGEREF _Toc371408894 \h 5Proposal Sections PAGEREF _Toc371408895 \h Error! Bookmark not defined.F.PROPOSAL SUBMISSION PAGEREF _Toc371408896 \h 8H.STATE’S RIGHTS RESERVED PAGEREF _Toc371408897 \h 11I.TECHNICAL ASSISTANCE PAGEREF _Toc371408898 \h 11PURPOSE OF REQUESTThe Minnesota Department of Human Services, Continuing Care Administration (State), is seeking to fund innovative Proposals from providers who serve people with disabilities and/or older adults through at least one of the Medical Assistance (MA) Home and Community-Based Services (HCBS) Waiver Programs, including providers of intermediate care facilities for persons with developmental disabilities; the Alternative Care Program and/or MA State Plan-funded Home Care Services Program. The Department is interested in supporting provider-initiated projects aimed at improving the quality of home and community-based services delivered to older adults and people with disabilities.OBJECTIVE OF THIS RFPThe objective of this RFP is to provide additional service payments as an incentive for selected providers to implement time-limited quality improvement projects as authorized in Minnesota Statutes, § 256B.439, subd. 5. Any provider that serves people with disabilities and/or older adults through at least one of the MA HCBS Waiver Programs (MN Statutes 256B.0915, 256B.092, 256B.49 and 256B.5013) and/or the Alternative Care Program (MN Statute 256B.0913), including providers of intermediate care facilities for persons with developmental disabilities, (MN Statute 256B.5013) is invited to submit a Proposal in response to this RFP. Proposals will also be accepted from providers of MA State Plan-funded Home Care Services (MN Statute 256B.0651). These providers are excluded from the current legislation authorizing this program. No awards will be given to home care provider applicants selected through this process until legislation is enacted to include them as an eligible entity.Funding available to implement projects under this provision for fiscal year ending June 30, 2015 will be up to $3.6 million state share, or up to $7.2 million contingent on federal approval of matching funds. Funding will be available beginning April 1, 2014, with an anticipated start date for the selected projects of May 15, 2014. The start date will be based on when the first additional service payment is made to the selected providers and will be no later than June 30, 2014. In selecting Proposals to receive funding, the State will consider the geographic distribution of the Proposals, the range of provider types that would be involved and the age and type of disabilities of the populations that would be affected. Due to the diversity of providers that are eligible to submit Proposals under this RFP, the State anticipates that a range of total incentive payment funding will be made with the larger amounts equaling no more than approximately 25% of the applicant’s total MA reimbursement. The State is interested in supporting the quality improvement efforts of small, medium-size and large providers and encourages providers to submit budgets that cover the costs of the proposed quality improvement project. Final selection decisions are at the sole discretion, and the best interests, of the State. The term of any resulting agreement is anticipated to range from 12 to 18 months, with an additional 6 months for performance reporting. Providers risk losing up to 20% of their project funding if they fail to achieve timely and successful implementation of the objectives stated in their approved work plan. Completed Proposals must be emailed to: DHS.hcbspipp@state.mn.us. Electronic submission of Proposals must be received by 4:00 p.m. Central Time on Monday, January 13, 2014.OVERVIEWIn 2013, the Minnesota Legislature authorized the Minnesota Department of Human Services (DHS) to implement a Home and Community-Based Services Performance-Based Incentive Payment Program (HCBS PIPP). The HCBS PIPP supports provider-initiated projects to improve the quality and efficiency of home and community-based services delivered to older adults and people with disabilities. The HCBS PIPP will: Support efforts to improve quality and increase efficiency of home and community-based services;Demonstrate how evidence-based or evidence-informed practices can improve the quality and efficiency of services;Encourage providers to innovate and take risks;Foster collaboration and shared learning both within and between provider organizations;Establish a business case for investment in better quality from the perspective of multiple stakeholders – MA, providers, and consumers; andIdentify the key elements of successful quality improvement efforts, their costs and benefits, and how they might be disseminated across the home and community-based services industry.The goal of this RFP is to draw upon the knowledge and creativity of providers as well as best practices in home and community-based services that have shown to be effective or hold promise of effectiveness. The State is interested in Proposals that include specific strategies to achieve any or all of the three broad goals outlined below. These goals are consistent with Minnesota’s Olmstead Plan, currently under development, which seeks to increase the number of people with disabilities of all ages who receive services that best meet their needs in the most integrated setting. Improve the quality of life of home and community-based services participants in a measurable way. This could include improving participant self-reported quality of life, participant functioning in everyday activities, improving participant health status (clinical or functional), preventing the onset of secondary conditions, reducing the rate of adverse health events, increasing the engagement of participants in their community in a manner that reflects individual goals and preferences, or increasing access to competitive employment.Improve the quality of services in a measurable way. This could be achieved by increasing the coordination of HCBS with other services, improving transitions between settings, increasing the person-centeredness of services and service delivery, gathering and using consumer feedback to inform service delivery, facilitating the elimination of aversive practices through the use of positive behavior supports, or increasing the capacity of the direct service workforce.Deliver good quality service more efficiently. Improving efficiency implies achieving better service-related outcomes without increasing cost or achieving good outcomes for less cost. This could include the use of new technologies, new management or organizational strategies, and other ideas that lead to measurable changes in costs and/or quality.TASKS AND DELIVERABLESParticipate in the Age and Disabilities Odyssey ConferenceShare lessons learned and best practices with other selected providersProvide 6-month project status reports, including project-specific performance measurement results, in a timely manner Submit data as needed to help the State better understand the financial implications of a specified strategyComply with all applicable federal, state and local lawsMeet timelines specified in the Proposal Provide evidence of progress in achieving the goals/outcomes of the projectAll products and services developed must meet the State of Minnesota accessibility standards and guidelines. The goal of the Accessibility Standard is to improve the accessibility and usability of information technology products and services for all users. The standard incorporates the Web Content Accessibility Guidelines 2.0 and Section 508 of the Rehabilitation Act of 1973.PROPOSAL FORMATProposals must conform to all instructions, conditions, and requirements included in the RFP. Responders are expected to examine all documentation and other requirements. Failure to observe the terms and conditions in completion of the Proposal are at the Responder’s risk and may, at the discretion of the State, result in disqualification of the Proposal for nonresponsiveness. Acceptable Proposals must offer services identified in Section II - Scope of Work and agree to the contract conditions specified throughout the RFP. Proposals must be submitted electronically using the HCBS PIPP 2014 Application Form along with a completed HCBS PIPP 2014 Budget Worksheet Form. These forms are available on the DHS website: . The application form is divided into several sections outlined below. Each section must be completed. The Proposal Review Criteria are attached to each section. An instruction manual for completion of the form is also available on the DHS website: . It is critical that you review the instruction manual carefully. You will find examples for the required sections in the application form. These examples are fictitious and only written to assist you in preparing your Proposal. The examples are not intended to convey a topic area that would receive priority by the selection committee. Proposal SectionsAbstract (25 points): Maximum 1,500 characters including spaces. Applicant should write a brief description of the proposed project, including: the goal, the list of objectives and the proposed performance measure. The Abstract should summarize the Responder’s overall design of the project to achieve the goals as defined in this RFP. The Abstracts from successful applicants will be posted on the DHS public website.Description of Applicant Agency/Organization Information (100 points)Section 1: Name(s), location(s) and contact informationComplete the fields included on the form. Be sure to include the contact information and NPI/UMPI for each provider and provider location that will participate in the proposed project.Section 2: Brief overview of provider agency or provider collaborativeMaximum 5,000 characters including spaces. This section must include a brief description of the current programs and activities of the provider agency or provider collaborative. Specify which MA service(s) the agency provides. Applicant must include the total number of people served and the number and proportion of MA recipients served, and any pertinent demographic characteristics including race, ethnicity and socioeconomic status. Applicant must describe the geographic area served. Applicant must also indicate how consumers and families will be involved in the leadership, implementation and evaluation of the proposed project. If the applicant is a provider collaborative, include a description of the collaborative leadership plan and expectations from the members of the collaborative. Section 3: Introduction of project and link to one or more goals in the RFPMaximum 2,000 characters including spaces. Include a brief introduction of the proposed project and describe how the project supports one or more of the goals outlined in the RFP: (1) improve the quality of life of home and community-based services participants in a measurable way; (2) improve the quality of services in a measurable way; (3) deliver good quality service more efficiently. Indicate the scope of the proposed project by providing the total number and percent of participants that will be affected and the number and percent of these participants who are MA recipients.Impact/Need (150 points): Maximum 7,500 characters including spaces.Section 4: Description of the problem to be solvedApplicant must describe the problem by answering the following questions. Applicants are encouraged to use both qualitative and quantitative data.What story is your data telling you? Discuss your data trends (compare to previous performance or compare to state averages, industry standards, etc.).Why is it a problem? Why is this project needed for your organization or in your community?What impact is this problem having on participants, family members, staff and others? How many people are affected? How many MA participants are affected? How significant is the impact? To what degree does the problem impact the quality of life or the health and functional status of participants? What might be the consequences of not solving the problem?What is your vision? What is the difference between the way things are now and the way you want them to be? When your project is successful, how will things be different?Section 5: Description of the process to discover the root cause(s) of the problemApplicant should describe this process by answering the following questions.What you have discovered so far? Quality improvement is an evolving process and you may make new discoveries as you progress, however you must have some understanding of the causes before you propose strategies.What are the specific steps you are now taking to achieve a particular result? Define your current process, taking into account policies, staff roles, flow of activities, etc. Also think about how your physical environment and/or current culture may hinder or support the process.What are the systemic causes of the problem? What are the perspectives of different staff, participants, family members, and others? Categorize these perspectives regarding potential causes into environment, equipment, people, methods and materials, and look for dominant patterns.Project Goals, Outcomes and Activities (Implementation Plan) (250 points): Maximum 4,000 characters including spaces.Section 6: Description of the strategies to address the problemThis section must include a description of the proposed strategies to address the problem identified above. Applicants are encouraged to research existing models or interventions, especially those that have been proven to be effective (evidence-based or evidence-informed). The description should answer the following questions:What do you propose to do? What is the precise nature of the intervention? Describe the connection between the proposed intervention and your description of the problem.What is the scope of the proposed intervention? Describe the geographic area, proportion of total population targeted, proportion of total MA participants targeted and service/program areas involved.What is your plan to implement the project? What is your road map?Who is going to do what? Describe staff roles, leadership, committee formation and any outside parties involved.Section 7: Workplan with timelineInsert a workplan with a timeline. This may include a planning and training phase that should begin shortly after notification that the Proposal was accepted. Describe what will be done, who will do it, and when it will be done. Include information about how you will audit and monitor the project to be sure everything is happening and that course corrections are taken when needed.Evaluation and Performance Measurement Plan (125 points): Maximum 8,000 characters including spaces.Section 8: Description of performance measure and expected improvementDescribe the proposed performance measure and how it will measure the impact of the project. Insert the baseline data for the proposed performance measure(s), if possible. Indicate the expected level of improvement for each measure. Describe the time frame for achieving those improvement targets. Provide a rationale for why the time frame is longer than the incentive payment period (anticipated to be 12-15 months), if that is the case. If a baseline for the proposed performance measure does not exist. Describe the process that will be undertaken to develop the baseline and the time that would take. Section 9: Description of auditing and monitoring processesThis section must include a description of the process that applicant will undertake to audit and monitor the proposed implementation strategies. Applicant must also describe the action plan to address audit results. The description should include the auditing tools that will be used by specific staff or teams and a clear plan of who audits and how often, who the results from the audits are reported to, and how the audit results will be addressed.Section 10: Organizational capability statementProvide the basis for assuming that the proposed goals will be achieved. Include past experiences or experience in other settings, results of clinical or organizational studies, expert opinion or other evidence. Provide websites or information on where to find the resources, if applicable.Budget Proposal (300 points):Section 11: Budget narrativeMaximum 1,500 characters including spaces. Describe the resources that will be needed to implement the proposed project, such as staffing, training, equipment, etc. Applicants are encouraged to apply for only the amount needed for the proposed project. The total available funds will not necessarily be divided equally, nor will selected providers be guaranteed the entire amount requested. Budget Proposals will be judged on efficient use of funds and overall cost-effectiveness.Section 12: Budget WorksheetComplete the HCBS PIPP 2014 Budget Worksheet Form to include all items described in Section 11 and the total cost of the proposed project. Submit the HCBS PIPP 2014 Budget Worksheet Form with the HCBS PIPP 2014 Application Form. Sustainability Plan (50 points): Maximum 1,500 characters including spaces.Section 13: Description of sustainability planProvide a description of the sustainability plan for the proposed project that includes how the strategies that will be implemented in the proposed project will continue once the payment ends. Also describe how the proposed project will benefit individuals beyond the scope of the original project, including non-MA participants and other community members, and through possible statewide replication.PROPOSAL SUBMISSIONProposals must be submitted electronically by attaching the completed HCBS PIPP 2014 Application Form and HCBS PIPP 2014 Budget Worksheet Form to an email sent to DHS.hcbspipp@state.mn.us. Proposals must be received by 4:00 p.m. Central Time on January 13, 2014 to be considered. Late Proposals will not be considered and will be returned unopened to the submitting party. Faxed, mailed or hand-delivered Proposals will not be accepted. It is solely the responsibility of each Responder to assure that their Proposal is delivered in the required format and prior to the deadline for submission. Failure to abide by these instructions for submitting Proposals may result in the disqualification of any non-complying Proposal. PROPOSAL EVALUATIONEvaluation MethodologyAll Proposals received by the deadline will be evaluated by the State. Proposals will be evaluated on “best value” as specified below, using a 1000 point scale. The evaluation will be conducted in three phases:Phase IRequired Components ReviewPhase IIEvaluation of Proposal RequirementsPhase IIISelection of the Successful Responder(s) During the evaluation process, all information concerning the Proposals submitted, except identity, address, and the amount requested by responder, will remain non-public and will not be disclosed to anyone whose official duties do not require such knowledge. Nonselection of any Proposals will mean that either another Proposal(s) was determined to be more advantageous to the State or that the State exercised the right to reject any or all Proposals. At its discretion, the State may perform an appropriate cost and pricing analysis of a Responder's Proposal, including an audit of the reasonableness of any Proposal.Evaluation TeamAn evaluation team will be selected to evaluate Responder Proposals. State and professional staff, other than the evaluation team, may also assist in the evaluation process. This assistance could include, but is not limited to, the initial mandatory requirements review, contacting of references, or answering technical questions from evaluators.The State reserves the right to alter the composition of the evaluation team and their specific responsibilities.Evaluation PhasesAt any time during the evaluation phases, the State may, at the State’s discretion, contact a Responder to (1) provide further or missing information or clarification of their Proposal, (2) provide an oral presentation of their Proposal, or (3) obtain the opportunity to interview the proposed key personnel. Reference checks may also be made at this time. However, there is no guarantee that the State will look for information or clarification outside of the submitted written Proposal. Therefore, it is important that the Responder ensure that all sections of the Proposal have been completed to avoid the possibility of failing an evaluation phase or having their score reduced for lack of information. Phase I – Required Components ReviewDHS staff will review all Proposals received by the deadline to determine if all required components are included in the Proposal. Proposals that do not contain all required sections will not move forward to the second phase of the evaluation.Phase II Evaluation of Technical Requirements of ProposalsPoints have been assigned to each component area. The total possible points for these component areas are as follows:ComponentTotal Possible PointsAbstract 25ii.Description of the Applicant Agency100Impact/Need150iv.Project Goals, Outcomes and Activities250(implementation plan)v.Evaluation and Performance Mgmt Plan125vii.Budget Proposal300viii.Sustainability Plan 50Total:1000The evaluation team will review the components of each responsive Proposal submitted. Each component will be evaluated on the Responder's understanding and the quality and completeness of the Responder's approach and solution to the problems or issues presented. After reviewing the Proposals, the members of the evaluation team will rate each Proposalcomponent using the following formula:Component RatingPoint FactorExcellent1.0Very Good0.8Good0.7Satisfactory0.5Poor0.3Unacceptable0.0Upon determining which of the above ratings best describes the component being rated, the total possible points available for the component from paragraph (a) will be multiplied by the corresponding point factor.Example: A “very good” rating (0.8) of a Proposed Budget worth a maximum of 300 points would receive a score of 240 (300 x 0.8=240)Phase III Selection of the Successful Responder(s) Only the Proposals found to be responsive under Phases I and II will be considered in Phase III.The evaluation team will review the scoring in making its recommendations of the Successful Responder(s). The State may submit a list of detailed comments, questions, and concerns to one or more Responders after the initial evaluation. The State may require said response to be written, oral, or both. The State will only use written responses for evaluation purposes. The total scores for those Responders selected to submit additional information may be revised as a result of the new information. The evaluation team will make its recommendation based on the above-described evaluation process. The Successful Responder(s), if any, will be selected approximately 8 weeks after the Proposal submission due date. The final selection decision will be made by the Commissioner or authorized designee and will be at the sole discretion, and best interests, of DHS. The Commissioner or authorized designee may accept or reject the recommendation of the evaluation team.Negotiations and Unsuccessful Responder NoticeIf a Responder(s) is selected, DHS will notify the Successful Responder(s) in writing of their selection and DHS’s desire to enter into negotiations regarding proposed project, including the budget. Until DHS successfully completes negotiations with the selected Responder(s), all submitted Proposals remain eligible for selection by DHS.In the event negotiations are unsuccessful with the selected Responder(s), the evaluation team may recommend another Responder(s). The final award decision will be made by the Commissioner or authorized designee. The Commissioner or authorized designee may accept or reject any subsequent recommendation of the evaluation team. After the State and chosen Responder(s) have successfully negotiated an agreement, the State will notify the unsuccessful Responders in writing that their Proposals have not been accepted. All public information within Proposals will then be available for Responders to review, upon request.STATE’S RIGHTS RESERVEDNotwithstanding anything to the contrary, the State reserves the right to:Reject any and all Proposals received in response to this RFP;Consider the geographic distribution of the Proposals, the range of provider types that would be involved and the age and type of disabilities of the populations that would be affected by the proposed projects in making the final selection decisions; Disqualify any Responder whose conduct or Proposal fails to conform to the requirements of this RFP;Have unlimited rights to duplicate all materials submitted for purposes of RFP evaluation, and duplicate all public information in response to data requests regarding the Proposal;Select for negotiations a Proposal other than that with the lowest cost or the highest evaluation score;Consider a late modification of a Proposal if the Proposal itself was submitted on time and if the modifications were requested by the State and the modifications make the terms of the Proposal more favorable to the State, and accept such Proposal as modified;At its sole discretion, reserve the right to waive any non-material deviations from the requirements and procedures of this RFP;Negotiate as to any aspect of the Proposal with any Responder and negotiate with more than one Responder at the same time, including asking for Responders’ “Best and Final” offers; Cancel the Request for Proposal at any time and for any reason with no cost or penalty to the State;Correct or amend the RFP at any time with no cost or penalty to the State. If the State should correct or amend any segment of the RFP after submission of Proposals and prior to announcement of the Successful Responder, all Responders will be afforded ample opportunity to revise their Proposal to accommodate the RFP amendment and the dates for submission of revised Proposals announced at that time. The State will not be liable for any errors in the RFP or other responses related to the RFP. TECHNICAL ASSISTANCEResponders’ WebinarFor information about the Responders’ Webinar and other webinars for interested providers, go to ’ QuestionsResponders’ questions regarding this RFP must be submitted by email prior to 4:00 p.m. Central Time on December 13, 2013. All questions must be addressed to:Kari BensonAging and Adult Services DivisionMN Department of Human ServicesDHS.hcbspipp@state.mn.us Other personnel are NOT authorized to discuss this RFP with Responders before the Proposal submission deadline. Contact regarding this RFP with any State personnel not listed above could result in disqualification. The State will not be held responsible for oral responses to Responders.Questions will be addressed in writing and posted weekly on . Every attempt will be made to provide answers on a timely basis, with the intent that they are posted on the website no later than December 20, 2013. ................
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