Behavioral Health Services Mental Health (BHS-MH) A Division of Contra Costa Health Services (CCHS) Request for Qualifications Mental Health Services Act (MHSA) Master Leasing September 2013 I. General Instructions Contra Costa Behavioral Health Services (CCBHS) is seeking Statements of Qualifications from suitably qualified community-based providers to apply for Mental Health Services Act (MHSA) funds to implement a master leasing program for individuals experiencing mental illness. Master lease rental units will be provided to residents of Contra Costa County who are homeless and that have been certified by the CCBHS as eligible to receive (MHSA) services. The objective of the master leasing program is to create housing opportunities that are affordable and safe and that promote housing stability among MHSA consumers. The chosen contractor will acquire and maintain master lease rental units throughout Contra Costa County. Applicants responding to this Request for Qualifications (RFQ) will provide the following: a statement of qualifications, a description of their organizational capacity and a budget. The initial contract period is 12 months. Depending on contract performance as well as the availability of program funding, this contract may be renewed on an annual basis. The total amount available through the 12- month contract period of this project will be up to $325,000. However, the contract payment limit is dependent upon the availability of funds and may increase in future contract years. CCBHS is hoping to receive strong proposals that allow for a single contract. Any contracts awarded will be based upon the quality of the Statements of Qualifications, organizational capacity of the applicants and availability of funds. Depending on the number and qualifications of RFQ applicants, CCBHS may, after receiving approval from the Mental Health Director, move directly to a contract negotiation phase with the selected applicant. Eligible applicants may include but are not limited to public, not-for-profit and for-profit agencies. I (A). Format, Delivery and Due Date This RFQ and all related forms and materials are available on-line at CCBHS s webpage: http://cchealth.org/bhs/. Please provide one electronic copy on CD, a signed original PLUS five (5) additional hard copies of your Statement of Qualifications. Each hard copy must be clipped or stapled in the upper left corner (only) and clearly marked with the name and address of the lead agency. Additional specifications: Written in Times New Roman in size 12 font Single-spaced pages Margins 1 on all sides All pages consecutively numbered Statement of Qualifications follows the outline presented below Original and copies printed on three-hole punched paper 1
19-page text limit for Statement of Qualifications (this does not include the Cover Page or appendices). Statements of Qualifications should be delivered to the following: Steven Grolnic-McClurg Mental Health Director Contra Costa Behavioral Health Administration 1340 Arnold Drive, Suite 200 Martinez, CA 94553 Phone: 925-957-5115 A single, packaged set of all Statements of Qualifications and electronic submissions are due at the above address by 5pm on Monday, October 14, 2013. Postmarks on this date will not be accepted. Late Statements of Qualifications will not be accepted and will not be reviewed. There will be no exceptions. No faxes or electronic submissions will be accepted. In order presented, submissions shall include the following: 1. Cover Page (see attached) 2. Details of the agency who will be managing the master leasing program (5-page maximum). 3. Details of the applicant s organizational capacity (2-page maximum), including a description of the agency s experience in acquiring and maintaining master lease rental units as well as a description of how the agency will apply their experience to this project. 4. A budget outlining the expected cost of acquiring and maintaining the master lease rental units, broken down by major cost categories (1-page). The budget should include a justification (1-page). The budget should also include a list of any additional funds that will be leveraged to support program operations. (Please see Section III, RFQ Guidelines, for more detailed information regarding the content and format of the Statement of Qualifications.) I (B). Applicants Conference All interested agencies must participate in a MANDATORY applicants conference on Thursday, September 19, 2013 from 1:00 p.m. until 2:00 p.m. Those planning to participate in the conference should RSVP no later than 5 pm on Wednesday, August 18, 2013 to MHSA@hsd.cccounty.us. The conference will be located at: I (C). Rules and Considerations Behavioral Health Services Administration 1340 Arnold Drive, Suite 200 Large Conference Room Martinez, CA 94553 The cost of developing and submitting a proposal in response to this RFQ is the responsibility of the applicants and will not be reimbursed through any contracts resulting from this RFQ process or from any other county funds. CCBHS may issue an RFQ amendment to provide additional data required and make changes or corrections. The amendment will be sent to each applicant who submitted a Letter of Intent. CCBHS may extend the RFQ submission date if necessary to allow applicants additional time to consider such information and submit required data. 2
The RFQ may be cancelled in writing by CCBHS prior to award if the Board of Supervisors determines cancellation is in the best interest of the County. The RFQ and any contract resulting from this process may be cancelled by the Board of Supervisors with a 30-day notice any time funding is unavailable. Contracts awarded as a result of this RFQ are subject to pending appeals by other applicants. Contractor(s) will be required to participate, through the County, in state-mandated surveys and data collection efforts. Selected contractor(s) must adhere to Contra Costa County s contracting process, providing all information as requested by CCBHS. Selected contractor(s) will also be informed of the County s insurance coverage requirements, where applicable, and the process for contract approval (where applicable) by the Board of Supervisors. I (D). Additional Information This RFQ and all forms and materials for submitting a Statement of Qualifications are available on the CCBHS: http://cchealth.org/bhs/. CCBHS recognizes additional questions may arise after the Applicants Conference. In an effort to be considerate to all applicants, additional questions after the Applicants Conference must be submitted in writing. Questions and answers will be disseminated weekly via email to all submitters as well as posted electronically to the BHS website (see schedule outlined in Section V). Questions about the RFQ should be submitted in writing to MHSA@hsd.cccounty.us. The final date questions and answers will be posted is Monday, October 8, 2013. All RFQ submissions will be reviewed promptly and our goal is to announce either a selection or next steps by 5:00 p.m. on Monday, November 4, 2013. Applicants who are not selected may appeal CCBHS s selection of awardee(s) within three business days of notification. Appeals must be addressed to the Director of Behavioral Health. Appeals must be in writing and shall be limited to the following grounds: The County failed to follow the RFQ procedures, which affected the proposal scoring; and/or The RFQ evaluation criteria were not appropriately applied to the proposal. The Director of Behavioral Health will respond to the appeal within two business days and the decision of the Behavioral Health Director will be final and not subject to further review. II. Introduction II (A). About Contra Costa Behavioral Health Services The newly created Behavioral Health Services Division of Contra Costa Health Services combines Mental Health, Alcohol & Other Drugs and Homeless Program into a single system of care. With increasing challenges in serving complex populations with multiple needs, this integration is a response to the growing desire to have improved consumer outcomes through a systems approach that emphasizes "any door is the right door," and that provides enhanced coordination and collaboration when caring for the "whole" individual. The mission of Contra Costa Behavioral Health, in partnership with consumers, families, staff, and community-based agencies, is to provide welcoming, integrated services for mental health, substance 3
abuse, homelessness and other needs that promotes wellness, recovery, and resiliency while respecting the complexity and diversity of the people we serve. Mental Health Services Mental Health Services provides care to children, transition age youth, adults and older adults living in Contra Costa County. These services are provided through a system of care that includes county owned and operated clinics, community-based organizations, and a network of private providers. Contra Costa children and adolescents are served by a County-wide system of care that includes Mental Health staff working in partnership with Probation Department, Employment and Human Services Department, School Districts, and family members. Services for adults are provided to those with serious mental disabilities or those in acute crisis. Mental Health Services also includes a range of prevention programs oriented toward prevention of more serious mental health issues. The Contra Costa Mental Health Plan is the mental health care provider for MediCal beneficiaries and the uninsured. Alcohol and Other Drug Services The Alcohol and Other Drugs Services (AODS) "puts people first". The mission of AODS is to advocate for alcohol and drug free communities by promoting individual and family responsibility, hope, and selfsufficiency. The AODS System of Care is a planned, comprehensive approach for providing alcohol and other drug treatment and prevention services in Contra Costa County. The continuum of care benefits consumers and providers by combining administrative and clinical services in an integrated, coordinated system. The goal is to give consumers high-quality yet cost effective care in a timely manner. Homeless Programs The Contra Costa County Homeless Program's mission is to ensure an integrated system of care from prevention through intervention for homeless individuals and families within our community. We strive to accomplish this through the development of policies and practices, community involvement, advocacy, and the coordination of services that respect human dignity, strengthen partnerships, and maximize resources. Contra Costa Health Services Homeless Program has helped to create a system of care that includes: Community Homeless Court Program Outreach services to encampments Information and referral services Multi-Service Centers that provide case management and support services Emergency shelter Transitional housing Permanent supportive housing for adults, youth, and families Services are free of charge to homeless individuals. II (B). About the Master Leasing Program The definition of master leasing is a legal contract in which a third party (other than the actual tenant) enters into a lease agreement and is responsible for tenant selection and rental payments. Under master leasing a nonprofit or public agency leases multiple units of housing (could be scattered site units or a whole apartment building) from a landlord, and subleases the units to homeless or low-income tenants. 4
By assuming the tenancy burden, the agency facilitates housing of clients who may not be able to maintain a lease on their own due to poor credit, evictions, or lack of sufficient income. The landlord receives a certain monthly payment whether or not the units are occupied. 2 Elements of Master Leasing: Benefits the landlord, service provider and client Reduces rental costs due to the size and long-term nature of the lease Provides an alternative for clients with poor credit or evictions Divides upkeep costs between master lessor and landlord Includes on-site supportive services; property management can be subcontracted in larger master leases Creates a public-nonprofit-private partnership Works with many populations: chronically homeless, transitionally homeless and homeless youth. 2 Master leased rental units will be provided to residents of Contra Costa County who are homeless and that have been certified by the CCBHS as eligible to receive (MHSA) services. The objective of the master leasing program is to create housing opportunities that are affordable and safe and that promote housing stability among MHSA consumers. A person who is admitted to the MHSA master leasing program will be referred to as a consumer. These consumers are also consumers of CCBHS and other County approved referral agencies. For information about CCBHS current MHSA-funded Housing Services, please see the Community Services and Supports (CSS) Work Plan #5:Housing Services section of the 2013-2014 Mental Health Services Act Annual Plan Update, available at: http://cchealth.org/mentalhealth/. II (C). About Mental Health Services Act In November 2004, California voters passed Proposition 63, the Mental Health Services Act (MHSA). The MHSA is intended to "transform the public mental health system." The goal of the Act is to create a state-of-the-art, culturally competent system promoting: wellness; recovery for adults and older adults with severe mental illness; and resiliency for children with serious emotional disorders and their families. More information about MHSA is available at: http://www.dmh.ca.gov/mhsa/. III. RFQ Guidelines Housing stability promotes resiliency and recovery; therefore, the County understands the need to provide housing and rental subsidy services for the consumers served by MHSA. Through this RFQ, the County is seeking an agency that has the capacity to acquire and maintain master lease rental units. The total amount available through the 12-month contract period of this project will be up to $325,000. The objective of the master leasing program is to create housing opportunities that are affordable and safe and that promote housing stability among consumers. Consumers who will be housed in the master lease rental units will be individuals and families who fall under California Welfare and Institutions Code Section 5600.3. CCBHS will certify consumers as eligible for MHSA services. Once certified, a consumer will be referred to the contractor for admission into available housing. The contractor should not maintain a waitlist, conduct outreach, or solicit other resources for eligible consumers and will rely solely on the County Behavioral Health Division or its designee to submit referrals for housing services. 2 HomeBase. Master Leasing: Key Concepts. Local Implementation of 10 Year Plans to End Homelessness. PDFs. July 11, 2005. Available at: http://www.homebaseccc.org/pdfs/tenyearplannng/naeh%20master%20leasing%20key%20concepts.pdf. Accessed on July 30, 2013. 5
CCBHS and its network of community-based providers will partner with the selected agency to provide the agency with referral resources for consumers who require additional support services. Consumers referred for admission into available master lease rental units will be considered as a prospective tenant subject to the contractor s standard application and screening process. The contractor should apply its standard tenant application and screening process for all prospective tenants for master lease units. The application and screening process should comply with all Fair Housing Laws and Regulations and is the same process used for non-mhsa Consumers. Prospective tenants will be required to submit an application for housing, identity documents, an authorization for release of information, program eligibility documents, and income documents, and other documents as deemed required by policy or law. Successful RFQ applicants will: Be a public, not-for-profit or for-profit agency. Have experience providing master leasing services to individuals and families experiencing mental illness, and/or other special needs populations, in the Greater Bay Area, particularly Contra Costa County. Have the ability to work collaboratively with CCBHS and its partner agencies. III (A). Cover Page 1) Please complete the attached cover page (see final page of RFQ) and submit with Statement of Qualifications. III (B). Characteristics and Qualifications of Applicant Agency (5 page maximum, 55 points total) 1) Write a narrative describing the characteristics and qualifications of the applicant agency who will be managing the master leasing program and delivering services to residents. Letters a through s outline the key elements of a master leasing program. Please speak to your qualifications for items a through s. Include a description of your experience providing housing for individuals and families experiencing mental illness and/or other special needs populations in the Greater Bay Area, particularly Contra Costa County. (25 points) a. Provide services in accordance with the State of California Mental Health Service Act Housing Program, the CCBHS s Work Plan, all State, Federal and Local Fair Housing Laws and Regulations, and the State of California s Landlord and Tenants Laws. b. Provide consultation and technical support to the CCBHS designee with regard to services provided under the master leasing program. c. Utilize existing housing units already on the market to provide immediate housing to Consumers through master leasing. d. Acquire and maintain master-leased housing units throughout Contra Costa County. e. Negotiate lease terms and ensure timely payment of rent to landlords. f. Leverage housing resources through working relationships with owners of low income housing within the community. g. Integrate innovative practices to attract and retain landlords and advocate on behalf of Consumers. h. Leverage other rental subsidy programs including, but not limited to, Section 8. 6
i. Ensure condition of leased units meet habitability standards by having Housing Quality Standard (HQS) trained staff conduct unit inspections prior to a unit being leased and annually as needed. j. Establish maximum rent level to be subsidized with MHSA funding to be Fair Market Rent (FMR) as published by US Department of Housing and Urban Development (HUD) for Contra Costa County in the year that the unit is initially rented and for each year thereafter. k. Provide quality property management services to Consumers living in master leased and owned properties. l. Maintain property management systems to track leases, occupancy, and maintenance records. m. Maintain an accounting system to track rent and security deposit charges and payments. n. Conduct annual income re-certifications to ensure Consumer rent does not exceed 30 percent of income minus utility allowance. The utility allowance used shall be in accordance with the utility allowances established by the prevailing Housing Authority for the jurisdiction that the housing unit is located in. o. Provide and/or coordinate with outside contractors and contract agency maintenance staff for routine maintenance and repair services and provide after-hours emergency maintenance services to Consumers. p. Ensure that landlords adhere to habitability standards and complete major maintenance and repairs. q. Process and oversee evictions for non-payment of rent, criminal activities, harmful acts upon others, and severe and repeated lease violations. r. Work collaboratively with Consumers to remain compliant with the terms of the property lease. s. As appropriate, refer Consumers to support services which promote housing retention. 2) Describe the number and location(s) of the properties you currently lease. Describe your agency s experience in acquiring and maintain master lease rental units and how your agency will apply its knowledge to this project. (5 points) 3) Describe how your programs have supported individuals in maintaining housing and how you will support individuals in this project. (5 points) 4) Provide a description the following: eligibility criteria for services; the enrollment and eligibility verification process; rental application and screening process; discharge criteria; the proposed locations of the master lease rental units; program facilities; and the hours of operation. (5 points) 5) Describe your experience implementing programs which adhere to the Federal, State and Local Fair Housing Laws and Regulations, the State of California s Landlord and Tenants Laws, and Consumer Rights. (5 points) 4) Describe the property management and accounting systems you currently use. (5 points) 5) Describe how you address cultural and linguistic competency in your current programming. Applicants should have the ability to work successfully in racially/ethnically diverse settings and/or to collaborate with agencies with such experience. Bilingual services are desired. Applicants should have the ability to work successfully with individuals of diverse sexual orientations and gender identities and/or to collaborate with agencies with such experience. (5 points) 7
CCBHS is seeking to fund potential awardee(s) with a track record of leadership in the community, and in developing and maintaining supportive relationships with the defined target population in Contra Costa County. III (C). Organizational Capacity (2 page maximum, 25 points total) 1) Describe current agency staffing. Include the title, role and years of experience for each staff member.(5 points) 2) Describe how your agency will ensure a wide variety of housing stock. Provide the number of units, the number of bedrooms in each unit and the location of each unit that will be acquired through this project. Please keep in mind that the program should serve individuals across the age spectrum as well as families with children. Include whether the units will be site-based, scatter site and/or clustered units. (10 points) 3) Describe program staffing and each staff member s role and/or function in the project. Include the FTE for each staff member assigned to the project. (5 points) 4) Outline the timeframe within which the program will operate, including anticipated start date. (5 points) 5) Describe how the project will be reviewed and evaluated. Describe the property management, data systems and accounting systems you currently use. Include a description of whether the applicant has experience with the Homeless Management Information System or not. Provide a brief description of how you measure program outcomes. Explain how you collect qualitative (ie interviews, consumer focus groups, etc) and quantitative (ie demographics, assessment scores, etc) data in order to capture and document outcomes. Describe how frequently you measure each outcome. Describe the outcomes of your existing programs. (5 points) III (D). Budget and Budget Justification (1 page each, 20 points total) 1) Include a budget outlining the expected cost of the master leasing program, broken down by major cost categories. The total amount available for the initial contract year is up to $325,000 and should fund master lease rental units. If applicable, provide a list of resources expected to be leveraged. (10 points) 2) Include a budget justification/narrative. (10 points) IV. Method of Evaluation IV (A). Initial Screening Statements of Qualifications will be screened for compliance, completeness and eligibility as they are received. In order to receive a score, each Statement of Qualifications must meet all of the following criteria. A failure to meet any one of these criteria will cause the Statement of Qualifications to be disqualified. DISQUALIFIED SUBMISSIONS WILL NOT BE SCORED AND WILL NOT BE FURTHER CONSIDERED FOR THIS CONTRACT. 1. Statement of Qualifications was received by due date. 8
2. All sections of Statement of Qualifications as outlined in RFQ are included within page limit (Excluding Appendices). 3. Appendices are included and are complete. IV (B). Scoring of Statement of Qualifications A panel of RFQ reviewers will score each proposal. A maximum of 100 points for each Statement of Qualifications is possible using the following scoring: 1. Applicant Qualifications 55 Points 2. Organizational Capacity 25 Points 3. Budget 20 Points In order to be considered for an award, the proposal must have a minimum score of 75 points. Based on overall scores, RFQ reviewers will recommend to the Health Services Department selection of the agency/agencies/awardee(s) to potentially fund to develop and operate crisis residential program. Funding for program implementation will be contingent upon review approval from the Behavioral Health Director. V. Important Due Dates Important Dates Due Date Request for Qualifications Posted Online Thursday, September 5, 2013 Mandatory Applicants Conference Thursday, September 19, 2013 First set of responses to questions submitted by applicants Monday, September 30, 2013 Final set of responses to questions submitted by applicants Monday, October 7, 2013 RFQ Application Due Date Monday, October 14, 2013 Awardee Announcement Monday, November 4, 2013 9
Contra Costa Behavioral Health Services Master-Leasing: Statement of Qualifications Project Name: Cover Page Name of Applicant Agency (or Fiscal Agent if one is utilized): Address: Contact Name: Title of Contact Person: Contact Phone/Email Total Amount of Request: Applicant Agency Signature: This signature assures commitment to participate in this program if selected. Executive Director Type Name Here Date