Skagit County Department of Public Health and Community Services Request for Proposals Youth Recovery Court Treatment Services Skagit County Department of Public Health and Community Services 309 South Third Street Mount Vernon, WA 98273 360-419-3420
REQUEST FOR PROPOSALS Youth Recovery Court Treatment Services Pilot Program I. INTRODUCTION A. Skagit County Department of Public Health and Community Services requests proposals from DBHR- certified and DOH-licensed treatment agencies to provide behavioral health outpatient evaluation and treatment to Youth Recovery Court participants for a pilot program. The preference will be to contract with one treatment agency that is able to provide both mental health and substance use treatment, but proposals will be accepted from all appropriately licensed agencies for integrated treatment, mental health treatment or substance use treatment provided there are adequate assurances of coordination between providers. The treatment should be trauma-informed, family driven, youth guided, community based, and culturally and linguistically competent. B. The contractor shall integrate and utilize resources and services available through the NSMHA Medicaid (Washington Apple Health for Kids) System and County-funded outpatient substance use treatment contracts for eligible individuals wherever possible. C. Skagit County reserves the right to reject, in whole or in part, any and all proposals received and to negotiate contract terms subsequent to the submissions of proposals from the selected qualified proposers. D. All proposals are public information and subject to public disclosure. E. The County is not liable for any costs incurred by proposers prior to entering into a contract. Costs associated with developing the proposal, preparing for oral presentations, and any other expenses incurred by the proposer in responding to the RFP are entirely the responsibility of the proposer, and shall not be reimbursed in any manner by the County. F. Letter of Interest in attached format must be submitted to Skagit County Department of Public Health and Community Services, 309 So. 3 rd Street, Mount Vernon, WA 98273 (1 hard copy) and emailed to Rebecca Clark at rebeccac@co.skagit.wa.us by 4pm, Friday, January 17, 2014. No proposals will be accepted from any organization that does not submit a timely Letter of Interest. G. Clarifying questions or requests for additional information must be submitted by email to Rebecca Clark rebeccac@co.skagit.wa.us by 4pm, Friday, January 17, 2014. No questions or requests for additional information will be accepted after that date.
H. Proposals must be submitted to Skagit County Department of Public Health and Community Services, 309 So. 3rd Street, Mount Vernon, WA 98273 (1 hard copy) and emailed to Rebecca Clark rebeccac@co.skagit.wa.us by 12 pm Friday, February 14, 2014. Late proposals will not be accepted. II. PROGRAM DESCRIPTION Skagit County Office of Juvenile Court and Skagit County Superior Court propose to implement a two year Youth Recovery Court (YRC) pilot program. The YRC Pilot Program is a voluntary therapeutic court for juvenile offenders, both pre- and postplea, who have a behavioral health disorder (mental illness and/or substance use). YRC will provide targeted behavioral health treatment interventions in a highly structured environment. YRC participants will engage in a one year program that will include Behavioral Health Disorder Treatment, and will be assigned a Juvenile Probation Counselor who will coordinate case management and report to the court on a bi-monthly basis or as necessary. Contracted treatment services will include mental health and substance use disorder treatment, psychiatric care, and random UAs for up to 10 individuals during the first pilot year. Treatment services for youth participants will be trauma-informed, family driven, youth guided, community based, and culturally competent. For more information please see New SAMHSA study finds trauma-informed care improves behavioral and emotional health of children. http://www.samhsa.gov/newsroom/advisories/1105035654.aspx III. TARGET CLIENT POPULATION - Youth ages 13-18 who are: A. Charged with Juvenile offense in Skagit County Superior Court; may be pre-plea or post-plea; B. Indicates need for behavioral health treatment services; C. Suitable for and amenable to treatment; and D. Skagit County residents. E. Youth are not eligible for YRC if the charged crime or underlying offense (if on Community Supervision) is a sex offense, serious violent offense, or violent offense involving the use/possession of a firearm as defined by statute. All other referrals will be reviewed for eligibility on a case by case basis by the Prosecuting Attorney. IV. GOALS - To provide youth participants with supports to: A. Recover from behavioral health disorders; B. Resist further criminal activity; C. Perform well in school; D. Develop positive relationships in the community; and E. Develop healthy family relationships.
V. PROGRAM COMPONENTS A. Multidisciplinary Team to include: 1. Chemical Dependency Professional and Child Mental Health Specialist and/or clinician certified as both CMHS and CDP; 2. Prescriber capability; 3. Staffing competencies: i. Experience working with court supervised youth and their families; ii. Ability to engage families and natural supports in youth s recovery process; iii. Ability to work with schools regarding the special academic and program needs of youth with behavioral health disorders; iv. Experience working with socio, economically and culturally diverse youth; v. Experience and ability to provide successful, timely referrals to inpatient treatment; 4. Collaboration with other treatment professionals on the development of treatment plans; 5. Attendance at all YRC bimonthly court staffings and dockets as well as trainings and meetings as required. Evening court dockets may be necessary as the program develops. 6. Provision of client progress reports at all YRC staffings. B. UAs: Assurance of random, monitored urinalysis screening (UA) access and procedures seven (7) days per week. C. Background Screening: Treatment staff must pass screening criteria and attend training and orientation by Juvenile Detention staff regarding the Skagit County Juvenile Detention culture, safety and security issues, process and procedures. VI. WHO MAY APPLY A. Applicants must be DBHR certified and DOH licensed community mental health treatment and/or substance use disorder treatment provider agency. B. Applicant must have a history of service providing children/youth mental health and/or substance use treatment, knowledge of juvenile justice system, and understanding of therapeutic court models. C. Applicant must provide copies of all applicable current certifications and/or licenses of proposed staff. If the staff has not yet been appointed, applicant will describe the qualifications that will be expected from staff who will be assigned to the program. D. Applicant must be able to demonstrate to the County s satisfaction that it has the internal capability to perform generally accepted accounting principles and fiscal administration.
VII. COMPENSATION The County shall reimburse Contractor(s) up to $131,250.00 over 21 months (April 1, 2014 through December 31, 2015.) Services will be reimbursed on a cost reimbursement basis. Contractor must submit monthly cost summaries that account for Medicaid, county substance use treatment payments and any other reimbursement sources, with balance due to be reimbursed by County. Contractor shall ensure the Medicaid billing process is used for Medicaid-eligible participants. VIII. AVAILABILITY OF FUNDS The County reserves the right to renegotiate project budgets based on changes in the availability of funding and feasibility of the proposed budget for associated project costs. This Request for Proposals does not represent a commitment to fund any project. IX. TIMELINE AND DUE DATES Request for Proposal Issued January 6, 2014 Letter of Interest Due by 4pm January 17, 2014 Clarifying Questions Due by 4pm January 17, 2014 Clarifying questions and answers emailed to potential applicants January 22, 2014 Proposals Due by 12 pm February 14, 2014 Award Notification February 28, 2014 Estimated Contract Start Date April 1, 2014 X. PROPOSAL SUBMISSION PROCESS A. Applicant must show proof of the following minimum requirements before their proposal will be further considered: 1. For applicants that propose to provide mental health treatment services: licensure or provisional licensure as a community mental health agency to serve NSMHA enrollees; 2. For applicants that propose to provide substance abuse treatment services: certification by DBHR to provide outpatient treatment, or ability to obtain certification by April 1, 2014;
3. A minimum of two years of experience in successfully performing services of similar scope and size as Youth Recovery Court; 4. Policies and procedures which ensure compliance with HIPAA and 42 CFR; 5. Proof of ability to obtain Commercial General Liability in the amount of $3,000,000.00 per occurrence, with no aggregate, to cover Contractor s activities during the term of the contract. The Certificate must name the County, its elected officials, officers, and employees as additional insured and shall otherwise be deemed acceptable as determined by the Skagit County Risk Manager in their sole and absolute discretion; 6. A signed statement that the organization is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in a potential contract by any federal department or agency. Applicant must also agree to not enter into any arrangements or contracts related to this grant with any party that is not on the General Service Administration List of Parties Excluded from Federal Procurement or Non-procurement Programs at http://epls.arnet.gov/. B. Applicant s overall capability, specialized experience, reputation, past performance for similar services, technical competence, financial stability, ability to meet program goals, performance under contract terms and fee schedule will be considered in the award decision. C. Proposal content must include: 1. The Application Face Sheet (attached) signed by a person with the authority to bind the applicant; 2. Documentation of all minimum requirements listed in Section IX herein; 3. Program narrative (see Section XI); 4. Budget Worksheet in format provided by County (attached); 5. A list of the organization s Board of Directors/Advisory Board; 6. A copy of the applicant s most recent financial audit; 7. A resume for each key staff person who will participate in the program that highlights key and relevant experience and states the percentage of the total program effort each person is anticipated to perform; 8. A minimum of three (3) references for services performed of similar size, scope, and complexity to the requirements listed in this RFP, including the following information: a. Name and location of program(s); b. Brief description; c. Name of program manager and telephone number; d. Date of completion if not still an active contract; e. A description of other relevant programs completed. XI. PROGRAM NARRATIVE: (no more than six (6) pages) A. Detailed Description of the Proposed Program Approach
1. Clearly describe proposed behavioral health treatment strategies that will include provision of trauma-informed services and system of care principles. 2. Describe the evidence base for your proposed program if applicable. 3. Describe how you would you integrate services into school schedules or overcome transportation barriers court participants may experience. 4. Describe the location and hours of services to be provided. 5. Describe how families will be engaged and included in services including your approach with youth whose families are reluctant, or avoidant, to engaging in services. 6. Describe the necessary groundwork that has been completed or is near completion so that services can be implemented as soon as possible. B. Staff and Organizational Experience 1. Discuss the capability and experience of the applicant organization and other participating organizations. Include description of experience working within juvenile justice system. 2. Provide a list of staff who will participate in the program, showing the role of each, their level of effort and qualifications. 3. Describe the resources available for the proposed project (e.g., facilities, equipment), and provide evidence that services will be provided in a location that is adequate, accessible and amenable to the target population. C. Evaluation methods to be used to determine program success and efficiencies 1. Describe how you will target and measure the goals set forth in Section IV herein. 2. Discuss the data types and plans for data collection. 3. Discuss the evaluation methods and instruments. Describe the process and outcome evaluation, including assessments of implementation and individual outcomes. XII. PROGRAM BUDGET Using the Budget Worksheet, Attachment B, please identify all costs and expenses to be charged for providing services and performing the associated work identified herein. Please be sure to include UA costs in proposed budget. The budget worksheet provides information on the cost of the program to assist in the consideration of the proposal. It does not represent in any way the payment structure for contracted services should the proposal be funded. XIII. MATCH REQUIREMENT It is anticipated that a significant percentage of the target population, described below, will be Medicaid (Washington Apple Health)-enrolled and eligible for services through that funding source. If the contractor is a Medicaid provider, the contractor s proposal and budget must demonstrate how Medicaid-funded services will be integrated to match grant funds. XIV. CONTRACT TERM
The term of the proposed contract will begin on or around April 1, 2014. The County may extend the contract beyond the initial term upon its sole discretion, for up to six additional one year terms. The County has the right to terminate the contract for public convenience with thirty (30) days notice. XV. PROPOSAL EVALUATION PROCESS D. Skagit County Department of Public Health and Community Services intends to select the proposal which is the most qualified to meet its needs. The proposal submitted must fully address the requirements listed in this solicitation and the Applicant s degree of experience, knowledge, and ability to provide experienced and qualified support staff and perform the services as proposed. Skagit County Department of Public Health and Community Services reserves the right to reject any and all proposals received by reason of this request or to negotiate separately with any source whatsoever, in any manner deemed to be in the best interests of the Skagit County Youth Recovery Court. E. During the course of the evaluation and selection process, the County may request the highest scoring applicants to give a brief presentation to the Selection Committee. The purpose of the presentation would be to offer a brief explanation of the applicant s services and how the applicant plans to provide the services outlined in the RFP, and to answer any questions the team may have. Any costs associated with the preparation or presentation will be at the expense of the applicant organization. The County also reserves the right to require other evidence of managerial, financial, or other abilities prior to award of the contract. F. Membership of the Evaluation Committee may include representatives from Skagit County Department of Public Health and Community Services, Youth Recovery Court team, and the 1/10 th of 1% Treatment Tax Advisory Committee. At the discretion of the committee, other non-voting participants may be invited to offer input. G. Upon selection, the successful applicant will be invited to enter into a contract with Skagit County. If a contract agreement is not able to be reached with the selected applicant, Skagit County reserves the right to negotiate a contract with the second highest scoring applicant. XVI. PROPOSAL EVALUATION CRITERIA A. Evaluation of proposals which meet the minimum requirements will be based on the following criteria: Points: 1. Methodology and technical approach to the project. 40 2. Qualifications of applicant and applicant s personnel. 40 3. Experience with similar projects and references. 20 TOTAL Maximum Scoring Points 100 B. Oral presentation: If an on-site presentation is required up to 15 additional points could be added to the total score of the Applicant.
XVII. CONTRACT AWARD AND NEGOTIATIONS A. Contract award will be announced on or before February 28, 2014. B. Skagit County Department of Public Health and Community Services will make necessary contracting decisions. All projects are subject to extensive negotiation with the party submitting the proposal to assure that the County s interests are served and that the project fully meets the intent of this funding. Funding is committed at the point that a contract award is executed, not during negotiation. During the negotiation process, the County may require that further, specific documentation (e.g. documentation of partnerships, qualifications, etc.) be provided. XVIII. APPEALS Applicants may appeal only deviations from laws, rules, regulations, or procedures. Disagreement with the scoring by evaluators may not be appealed. The following procedure applies to Applicants who wish to appeal a disqualification of Application or award of contract: A. All appeals must be in writing and physically received by Skagit County Department of Public Health and Community Services no later than 4:00 pm on the fifth (5 th ) working day after the postmarked notice of intent to award or disqualification. Address appeals to Bob Hicks, Skagit County Department of Public Health and Community Services, 309 So. 3 rd Street, Mount Vernon, WA 98273. B. Appeals must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for appeal. C. Appeals not filed within the time specified above, or which fail to cite the specific law, rule, regulation, or procedure upon which the appeal is based shall be dismissed. XIX. RIGHT TO REJECT OR RENEGOTIATE The County reserves the right to reject any or all applications if such rejection is in the County s best interest. This Request for Proposal is a solicitation for offers and is not to be construed as an offer, a guarantee, or a promise that the solicited services will be purchased by the County. The County may withdraw this Request for Proposal at any time and for any reason without liability to applicants for damages, including, but not limited to, application preparation costs. Additionally, the County reserves the right to negotiate with the potentially selected applicants and may request additional information or modification from an applicant. When deemed advisable, and before any contract is let, the County reserves the right to arrange an onsite, pre-award review to determine the applicant s ability to meet the terms and conditions of the RFP.
XX. EXCEPTIONS OR DEVIATIONS Exceptions or deviations from this RFP may be negotiated prior to development of the contract for services, depending on type of exception. Failure to disclose at the time of proposal submission could result in automatic elimination from the RFP process. Any deviation from the description of services and requirements herein should be declared in the context of your organization s proposal. A. Describe exceptions or deviations from the proposed services as described above. B. Describe any exceptions your organization will request with regard to reporting or auditing requirements. C. Describe any exceptions or waivers of certification sought by your agency. XXI. NOTICE OF SOLICITATION Failure of the County to notify any party or parties directly regarding the availability of this RFP shall not void the process. XXII. CONTACT INFORMATION Rebecca Clark Skagit County Department of Public Health and Community Services 309 South 3 rd Street Mount Vernon, WA 98273 (360) 419-3420 or by e-mail at rebeccac@co.skagit.wa.us
LETTER OF INTEREST FORM Youth Recovery Court Please type or print all information. Return the completed and signed form to Rebecca Clark, Skagit County Department of Public Health and Community Services, 309 So. 3 rd Street, Mount Vernon, WA 98273 and email to Rebecca Clark at rebeccac@co.skagit.wa.us. Letter of Interest Form must be received by 4:00p.m., January 17, 2014. Late or incomplete forms will not be accepted. IDENTIFYING INFORMATION Contractor s Name Organization s Name Address City State Zip Phone Fax Email Address Signature below indicates an interest in becoming a contractor for Skagit County. I understand that signing this letter does not bind me to submission of a full application. All information submitted in this letter of intent is true to the best of my knowledge and belief. I fully understand that any significant misstatement in or omission from this application may constitute cause for denial of participation. Name and Title (print or type) Signature Date
Skagit County Department of Public Health and Community Services Application Face Sheet Youth Recovery Court Treatment Applicant: Address: Phone: Fax: Contact Person: Title: Phone: Email: Program proposal for: [ ] Integrated Behavioral Health Services [ ] Mental Health Treatment Services [ ] Substance Use Treatment Services Total Funding Request: $ Signature: Date: Print Name: Title:
Skagit County Department of Public Health and Community Services 2014 Program Budget Organization Name: I. Budget A B C D EXPENSES Personnel Costs: List each staff position. Attach extra sheet as needed. 1. 2. 3. 4. SALARY SUBTOTAL Employee Benefits TOTAL PERSONNEL COSTS Space Equipment Rental Office Supplies/Expenses Communications Travel Training Translation/Interpretation Insurance Dues & Fees Capital expenditures Direct Client Services/ Activities Contracted Services Other TOTAL NON-PERSONNEL COSTS GRAND TOTAL County Funds Funds from Other Sources (Outline in II) Value of In-kind or Non-cash Support Total Budget (A+B+C=D)
II. FUNDING SOURCES List the funding sources for the amounts in Column B on page 1. Fund Source Amount of Funds Secured/ Requested TOTAL (must equal Column B of page 1)
Skagit County Department of Public Health and Community Services Budget Form Instructions and Definitions COLUMN A (Total County Funds): This column reflects all of the funds from Skagit County to cover the program or project to be accomplished. COLUMN B (Total Funds from Other Sources): This column reflects all of the funds secured or requested from other sources to support this program or project, including other grants and donations. COLUMN C (Total Value of In-Kind/Non-cash Support): In-kind support is non-dollar contributions such as space and office equipment. COLUMN D (Total Budget A+B+C=D): This column reflects the total sum necessary to implement the program or project. STAFF POSITIONS: Provide salaries and wages of all employees whether part-time, fulltime, temporary, or volunteer in-kind value. List each job category on a separate line. See example below. If there is more than one person with that position, list the number in parentheses and provide the amounts for all employees within that category. EXAMPLE: EXPENSES County Funds Funds from Other Sources Value of In-kind /Non-cash Support Total Budget (A+B+C=D) Personnel Costs: List each staff position that is funded by this project. 1. Case Manager (2 FTE) $40,000 $40,000 $80,000 2. Receptionist (.8 FTE) 0 $22,000 $22,000 EMPLOYEE BENEFITS: Include commonly accepted fringe benefits paid on behalf of employees, such as FICA, health and life insurance, retirement, worker's compensation, unemployment insurance, and other approved payroll-related costs. SPACE: Include estimated rent, mortgage payments, utility payments, and maintenance or janitorial expenses. EQUIPMENT RENTAL: Include lease or rental expenses for furniture, fixtures, and equipment (except telephone). It also includes an estimate of maintenance costs for equipment whether pursuant to a service contract or an estimate of individual repair bills. OFFICE SUPPLIES AND EXPENSES: Include all basic office accessories and supplies, including copier materials, printing and postage, and equipment purchases under $500. COMMUNICATIONS: Include estimates for phone service, long distance charges and e-
mail/internet account fees. Similar and related expenses for other telecommunications should be included as well. TRAVEL: Program travel expenses directly related to specific client matters, administration of the program, etc. TRAINING: Include all non-personnel costs associated with the training or continuing education of staff or board members. Examples would be: per diem, conference registration fees or tuition, purchase of training materials, rent for facilities used in a training event, etc. TRANSLATION/INTERPRETATION: Include any expenses that will be allocated to the translation of materials into a language other than English, and any funds that will be used to pay for interpreter services on behalf of clients. INSURANCE: Include professional liability insurance, bonding, property insurance (fire and theft), and liability insurance for property and automobiles. CAPITAL EXPENDITURES: Include equipment and library purchases over $500 per item and other major expenses which occur infrequently (e.g., major renovation). DIRECT CLIENT SERVICES / ACTIVITIES: Include all expenses for services provided directly to clients. (e.g., assessment and counseling fees, project related transportation costs for clients, tools and equipment as deemed necessary in a client plan). CONTRACT SERVICES: This category includes two sections: one for service to the program, such as legal counsel for program operations, consultant fees exclusive of those paid for training, use of a computer service bureau, bookkeeping or other accounting services, etc. Please itemize those individual costs in excess of $500 in a footnote to this budget. OTHER: Include all program expenses not included above. Please itemize any expense of more than $500 in a footnote to this budget.