Contra Costa Behavioral Health Division Request for Qualifications Alcohol and Other Drug Services (AODS) Residential Substance Use Disorder Detoxification and Treatment Services for Men in West Contra Costa County January 2016 REQUEST FOR QUALIFICATIONS (RFQ) The Contra Costa County Behavioral Health Division of the Health Services Department is pleased to announce the availability of up to $200,000 for Implementation of a Residential Substance Use Disorder (SUD) Detoxification and Treatment facility in West Contra Costa County to serve as a residential SUD detoxification and treatment services for men in West Contra Costa County for the period of April 1, 2016 to June 30, 2016. This RFQ is a process by which the County solicits qualifications of qualified responders who may be selected to enter into a contract with the County. Please read this entire packet carefully. 1
Table of Contents RFQ Timeline 3 Project Description 4 RFQ Requirements and Instructions 9 Response Preparation Instructions 13 RFQ Response Outline 14 Response Review and Selection 17 Proposal Evaluation Process 18 Required Attachments And Responder Checklist 19 Form #1 Response Cover Statement 21 Form #2 Responder s Statement of Qualifications 23 Form #3 Contracts and Grants 26 Form #4 Letter of Intent 28 Appendix I General Conditions for County Contracts 29 Appendix II Regulatory and Administrative Requirements 37 Appendix III DMC ODS Waiver Terms and Conditions 38 Appendix IV ASAM Residential Service Levels of Care 39 Appendix V Budget and Workplan Forms 40 2
` RFQ Timeline Event Date 1. RFQ announced 01 04 16 2. Letter of Intent Due Date 01 15 16 3. Bidders Conference 01 22 16 4. RFQ Response Submission Deadline No response will be accepted after this date and time. Postmarked, facsimiled, or e mailed submissions will not be accepted. 02 05 16 5. Review, rating, and interviews completed 02 15 16 6. Announcement of award recommendation 02 19 16 7. Deadline to submit appeals 02 24 16 8. Announcement of Award 02 26 16 9. Contract Start Date 04 01 16 3
Project Description 1) Introduction The Contra Costa County Health Services Department Behavioral Health Services (BHS) Division is making available up to $200,000 for qualified agencies to site and manage the implementation of a Drug Medi Cal Certified West County Residential Substance Use Disorder Detoxification and Treatment Services for Men for the period April 1, 2016 to June 30, 2016. The successful bidder will become a provider of residential substance use disorder (SUD) services in Contra Costa County, with services expected to be in place by the first quarter of Fiscal Year 16 17. Depending upon contract performance as well as the availability of program funding, this contract may be renewed on an annual basis. The total amount available for FY 2015 16 is not to exceed $200,000. BHS will consider the funding of start up costs if necessary. The stated funding amount is based upon a service plan that provides 4,600 bed days of service per contract year. The Contra Costa County Health Services Department Behavioral Health Division is issuing this Request for Qualifications (RFQ) to solicit statements of qualifications from nonprofit organizations to operate a Drug Medi Cal Residential SUD Detoxification and Treatment Services for Men in West Contra Costa County. Based on the response to this solicitation for qualifications, Contra Costa County (County) plans to contract with a service provider for an initial period of April 1, 2016 to June 30, 2016. The County will retain the discretion to renew any contract issued to continue operating the SUD facility beyond July 1, 2016, contingent on availability of funding and demonstrated successful performance during the initial six months contract period. Not for profit organizations, and public agencies with experience in developing and implementing residential SUD detoxification and treatment programs are invited to submit responses. If your organization is interested and capable of providing the requested services under contract with the County, please review the Request for Qualifications (RFQ) and submit your response as directed in the ʺResponse Preparation Instructions.ʺ This solicitation is not in any way to be construed as an agreement, obligation, or contract between the County and any party submitting a response, nor will the County pay for any costs associated with the preparation of any response. 4
2) Synonymous Terms As used throughout this RFQ and its attachments, the following terms are synonymous: a) Supplier, Vendor, Contractor, Successful Responder b) Purchase Order, Contract, Agreement c) Services, Work, Scope, and Project d) Proposer, Responder, Bidder e) The County refers to the County of Contra Costa, California. 3) Background A long time provider of residential SUD treatment services will cease operations at their residential detoxification and treatment facility in Richmond as of December 31, 2015. CCC BHS is seeking qualified organizations with proven capability to locate, secure, establish, obtain Drug Medi Cal certification and operate residential SUD detoxification ASAM Level 3.2 and treatment ASAM Level 3.3 services for men. (Please see Appendix 4 for a description of the ASAM levels of care.) 4) Substance Use Disorder Residential Service Delivery Model in Contra Costa County Contra Costa County is a Phase I County, and adheres to the requirements of the 1115 Bridge to Reform Waiver, Drug Medi Cal (DMC) Organized Delivery System (ODS). As such, services delivered under this RFQ must be DMC certified at ASAM residential service levels of care 3.1 3.2 WM and 3.3 and must explain how these levels of care will operate in a single facility. 5) Overview of Target Population a) The residential treatment services will serve the West Contra Costa County region. The service area extends from Hercules to the county line south of El Cerrito. Historically, most clients have resided in the greater Richmond area. b) Selected caseload statistic are the following: 1) Homeless 28% 2) Veterans 3% 3) Co occurring MH 44% 4) Primary SUD problem a) Methamphetamine 35% b) Alcohol 29% c) Cocaine 22% 5
d) Heroin 8% e) Other 6% 5) Unemployed 96% 6) Criminal Justice System 22% 7) Median Age at Admission 45 8) Median Years of SUD Use at Admission 29 6) Funding Up to $200,000 will be available in Fiscal Year 2015 16 for the siting and implementation of residential SUD treatment services as described in this RFQ. If necessary, the County will consider proposals for the utilization of these funds for the siting and implementation of a residential detoxification and treatment facility in the contract period April 1, 2015 through June 30, 2016. In Fiscal Year 2016 17, it is anticipated, but not guaranteed, that the County may make $300,000 available in this and successive fiscal years for the operation of the residential detoxification and treatment facility funded through Drug Medi Cal. Any contract(s) resulting from this RFQ may potentially be renewable at the sole discretion the Board of Supervisors. 6
7) Purpose, Services, and Outcomes of RFQ a) Purpose: CCC BHS is seeking qualified organizations with proven capability to operate SUD residential and detoxification services for men in West County. b) Services and Desired Long Term Outcome: The Contractor will operate a residential SUD detoxification and treatment facility in West Contra Costa County to provide medically necessary services to an adult male caseload. ( Clients ), become DMC certified and attain ASAM Criteria Designations for residential services of 3.1 and 3.3 and SUD detoxification Level 3.2 In the event start up funding is required, applicants are expected to present strategies for accomplishing goals in 2 phases in the following areas: Phase1: i) Facility acquisition through lease or purchase. ii) Remodeling or other minor improvements. iii) Obtaining state licensing, certification and Drug Medi Cal certification for the facility. iv) Furnishing the facility, to include equipment and furnishing for living and office areas, kitchen and laundry areas. v) Development of a clinical services model consistent with DHCS licensing and certification requirements as well as ASAM criteria defining level 3.1 and 3.3 residential care facilities Phase 2: i. Facility staffing and community outreach ii. Establish formal links through MOUs with other SUD treatment providers, Mental Health, Homeless and Primary Care services iii. Development of policies and procedures for the delivery of ongoing detoxification and treatment services. iv. Description of how the facility will integrate with the SUD System of Care to ensure that clients benefit from other ASAM Levels of Care Services and staffing must be consistent with Department of Health Care Services (DHCS) facility licensing and certification standards, facility licensing regulations, counselor certification regulations, Please see Appendix II Drug Medi Cal certification standards and the Terms and Conditions of the Drug 7
Medi Cal Organized Delivery System Waiver. Operating as one element of a larger system of care, the Facility is expected to coordinate care with multiple SUD treatment facilities and programs as well as other Behavioral Health systems such as Homeless Services, Mental Health Services, Primary Health Care, Health Care for the Homeless, CC County Probation and others. 8) Contract Monitoring and Evaluation a) The County Behavioral Health Services Division will actively monitor services provided through these contracts. b) At a minimum, contractors will be expected to: i) Perform all services without material deviation from an agreed upon Service Plan. ii) Comply with all applicable federal and state regulations. (Please see Appendix I.) Complete progress report forms supplied by County. iii) Maintain adequate records of service provision to document compliance with Service Plan and complete forms supplied. iv) Cooperate with the collection of other fiscal/administrative/service data as requested by the County. v) Apply for and receive certification as a Drug Medi Cal provider. Apply and receive ASAM designation from DHCS. (Please refer to http://files.medical.ca.gov/pubsdoco/prov_enroll.asp#forms for more information.) vi) Provide ASAM level 3.1 and/or 3.3 services. vii) Provide services consistent with the cultural and linguistic diversity of the West County population and adhere to the CLAS standards c) The County will: i) Provide information to contractors concerning additional State or County data requirements not provided herein. 8
RFQ Requirements and Instructions The responder requirements in this section are mandatory. Contra Costa County reserves the right to waive any nonmaterial variation. 1) All responders must submit a letter of intent. The letter of intent must be submitted to Maria Ramos at 1220 Morello Ave, Suite 200, Martinez, CA 91553 under sealed cover by mail or hand delivery no later than 5:00 p.m. on January 15, 2016. The letter of intent form is located in Appendix II of this RFQ. 2) All responders shall submit one (1) original response package and eight (8) complete copies of the response, under sealed cover, by mail or hand delivery to Maria Ramos at 1220 Morello, Suite 200, Martinez, CA 94553 to be received no later than 5:00 p.m. on February 2, 2016. Each submission must be marked on the outside with the Responder s name and RFQ. Any response received after the deadline will be rejected. Postmarks, faxed and e mailed submissions are not acceptable. 3) AODS staff will review all received responses to make sure they are technically compliant with formatting and submission guidelines as per the RFQ. Responders that are non compliant with technical requirements will not move forward to the Review Panel. 4) Responses and required attachments shall be submitted as specified and must be signed by officials authorized to bind the responder to the provisions of the RFQ. All costs incurred in the preparation of a response will be the responsibility of the responder and will not be reimbursed by the County. 5) A mandatory bidders conference for prospective responders will be held on January 22, 2016 at Alcohol and Other Drug Services 1220 Morello Ave., Suite 200, Martinez, CA 94553 at 10:00 a.m. to answer questions about the RFQ process. 6) Any questions regarding this RFQ must be emailed to Maria Ramos at maria.ramos@hsd.cccounty.us on or before 5:00 p.m. on January 21, 2016. 7) AODS may amend this RFQ, if needed, to make changes or corrections to specifications or provide additional data. Amendments will be posted at http://www.ccchealth.org//bh//aod and, if after the mandatory bidders conference, emailed to all those attending. AODS may extend the RFQ submission date, if necessary, to allow responders adequate time to consider additional information and 9
submit required data. 8) The RFQ process may be canceled in writing by AODS prior to awards if the Contra Costa County Board of Supervisors determines that cancellation is in the best interest of the County. 9) With respect to this RFQ, the County reserves the right to reject any, some, or all responses. The County reserves the right to negotiate separately in any manner to serve the best interests of the County. All responses become property of the County, without obligation to any responder. 10) Responses will be judged on overall quality of content and responsiveness to the purpose and specifications of this RFQ. Responses should be without expensive artwork, unusual printing, or other materials not essential to the utility and clarity of the response. Evaluation criteria and weight factors are described below. 11) Responders will be invited to make a presentation to the Review Panel to discuss their proposed plan to implement their project and to clarify any questions. 12) A Review Panel will evaluate all technically compliant proposals received. The panel will be composed of Behavioral Health Division staff, members of the AODS Advisory Board, a former AOD consumer, community stakeholders and subject matter experts from other county SUD programs. The Behavioral Health Services Director will make the recommendation for contract award to the Board of Supervisors after considering the recommendations of the Review Panel. Responders will be notified of this recommendation in writing. Award of a contract by the Board of Supervisors will constitute acceptance of a response. 13) Only responders submitting a response in accordance with the RFQ may appeal the RFQ process. Responders who are not selected may appeal Contra Costa County Behavioral Health Service 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. a) Failure of the County to follow the selection procedures and adhere to requirements specified in the RFQ or any addenda or amendments. b) There has been a violation of conflict of interest as provided by California Government Code Section 87100 et seq. 10
c) A violation of State or Federal law. Notification of a final decision on the appeal by Behavioral Health Services shall be made in writing to the responder within five (5) days. The decision of the Behavioral Health Services Director shall be final and not subject to further review 14) Successful responders will be expected to promptly enter contract negotiation with AODS. This may result in mutually agreed upon changes in plans or activities identified in the response. As a result of this negotiation, actual contract(s) may include other agreements and clarifications of activities, consistent with the intent of this RFQ. 15) Services will begin upon the signing of a contract according to a mutually agreed upon start up schedule. The County is not liable for any cost incurred by the contractor prior to the effective date of any contract. 16) Selected contractor(s) will be responsible for all services offered in their response, whether or not contractor(s) perform them directly or through subcontractors in multiple agency collaboration. 17) AODS will actively monitor service implementation and delivery and provide contract monitoring. Any material breach of contract requirements will constitute grounds for terminating the contract. 18) Any contract awarded subsequent to this RFQ will be for the April 1, 2016 through June 30, 2016 period, with satisfactory performance as a condition of any future contract renewal. 19) All contracted parties must agree to actively support the implementation of the DMC_ODS Waiver and to comply with all applicable federal and state regulations as well as Contra Costa County s general contract terms. A listing of regulatory references is in Appendix II and the general contract terms are in Appendix I. 11
Response Preparation Instructions 1. Responses must be in the form of a package containing a complete response and all required supporting information and documents. Each response to this RFQ will be a public record that will be subject to disclosure under the California Public Records Act (Government Code, 6250, et seq.) and the County s Better Government Ordinance (County Ordinance Code, Title 2, Division 25. 2. Each responder must submit one (1) original package and eight (8) complete copies with attachments included, unless otherwise noted on Respondentʹs Checklist. 3. Response materials are to be double spaced on 8 1/2ʺ x 11ʺ paper (recycled preferred) with no less than 1ʺ margins on all sides using a 12 point serif font such as Times Roman. Total response should not exceed 22 pages excluding cover statement, table of contents, budget, timeline, and other required attachments. 4. Pages must be stapled together and numbered consecutively with each section identified by an appropriate Roman numeral. 5. Forms 1 3 (attached to this RFQ) are to be fully completed and attached in the order indicated on the Responderʹs Checklist. 6. All information in the response package must be presented in the following sequence. (This listing shall comprise the Response Table of Contents.) 12
RFQ Response Outline 1. Cover Statement (Form #1) The Cover Statement with original signatures, in blue ink, of the responderʹs Authorized Representative attached to the original of the response must precede the narrative. Copies of the form must also serve as a cover page to the remaining eight (8) response copies submitted. 2. Responder Narrative (not to exceed 22 pages) a. Responder Overview i. Your organization s history, years in operation, and number of years providing services described herein. ii. Your organization s primary areas of expertise and current core services. iii. Your organization s recent experience in siting, licensing and operating new residential SUD detoxification and treatment facilities. iv. Your organization s qualifications (including resources and capabilities) as they relate to the scope of services described herein. Including knowledge of the cultural needs of West County v. Proposed staffing for this project, including their roles on this project, their qualifications and their credentials. (CVs or job descriptions may be included as an attachment and will not count against the page limit.) vi. Financial Capability. Please list your current ratio and year end fund balance for the past three fiscal years. Please list your 3 largest sources of revenue in FY 15 16 along with the amounts and the percentage of total revenue derived from each. 3. Response Narrative a. Approach to the Scope of Work Start up i. Describe your approach to developing, opening, and operating the Facility, including methods, activities, anticipated service array and structure, and phases of implementation, including the anticipated date to begin receiving clients and providing services at the Facility. ii. Describe your plan to identify, prepare, and open the physical Facility. Describe the site s anticipated hours of operation, geographic location, access to public transportation, parking, ADA 13
compliance, and anticipated facilities use, including reception & waiting areas, individual and group service rooms, administrative areas, and records management. b. Approach to the Scope of Work Operations i. Describe the implementation of evidence based practices in similar facilities operated by your organization and how they would be implemented and managed in the Facility. ii. Describe your approach to supporting ongoing quality improvement. Include information on your systems of internal training, programmatic review and quality improvement, and clinical design (including curriculum selection and fidelity procedures). 4. Technical Expertise a. Service related expertise: i. Discuss your expertise as it relates to developing and implementing programs to address risks and needs regarding justice involved individuals, and other behavioral health needs including primary health. ii. Describe your experience in implementing similar projects. iii. Describe your experience in identifying the need for, and providing, professional development to ensure continuous programmatic improvements and consistent clinical practices. b. Subject specific expertise: i. Discuss your expertise as it relates to cultural competency, evidence based practices, trauma informed care, and clientcentered service approaches. ii. Describe your experience and expertise in meeting the needs of diverse populations, including LGBTQ, Veterans, co occurring disorders. c. Data and information management expertise: i. Describe your experience and expertise with electronic health 14
records or other data systems. 5. Experience with Similar Programs/Projects a. Describe any similar past projects including the scope of the project, relevance, stakeholders, and a brief summary of the approach and services provided. If relevant, indicate any collaborative partners engaged to complete the project. In addition, indicate any challenges encountered and how they were addressed. 6. Proposed Budget & Budget Narrative (Please use attached budget format) Include a line item budget listing the planned cost of the project, broken down by the major cost categories of 1) personnel salaries and benefits, 2) operating costs, and 3) administrative costs (indirect) required to support the program. Indirect costs may be budgeted not to exceed 15% and must be calculated and apportioned in accordance with OMB guidelines. Budget line items should include a justification narrative, and should be linked to the program narrative. The budget should also include a list of any additional funds that will be leveraged to support program operations. Applicants should provide a budget and justification for the initial fiscal year of operations, to include initial one time start up costs, and a separate budget and justification for the following 12 months of operations. One time start up costs are to be listed on separate budget forms and may include both capital outlay costs for such items as safety retrofit, furnishings and vehicle purchases, as well as personnel and operating costs. If you anticipate using subcontractors or partners, explain the proposed scope and costs anticipated for their services; include MOUs to substantiate your plan. 7. Timeline (not to exceed 2 pages) Provide a Gantt chart or similar detailed graphic to outline the project s activities, phases, and milestones. For each identified action and task, the chart should show responsibilities (persons, organizations, agencies), dependencies (actions and tasks which must be completed before subsequent actions and tasks may be initiated or completed), and milestones (significant dates in the implementation process). 15
Response Review and Selection All responses submitted in compliance with the RFQ requirements will be eligible for review and selection. Response Selection Methodology: 1) AODS staff will review each responseʹs adherence to RFQ specifications, including: a) Response Cover Statement b) Response Narrative c) Agency Information (including required attachments) 2) All responses deemed responsive will be referred to the RFQ Review Panel. a) The panel will be composed of Behavioral Health Division staff, members of the AODS Advisory Board, community stakeholders, former SUD services consumer, and subject matter experts from other county SUD programs. b) The Review Panel will review all technically compliant responses and evaluate and score all service elements utilizing the evaluation criteria listed on page 19. 3) The Behavioral Health Services Director will make the recommendation for contract award to the Board of Supervisors after considering the recommendations of the Review Panel. 16
Proposal Evaluation Process Proposal Rating Sheet Program elements will be rated as follows with a maximum score of 100: Program Elements and Possible Score 1) Response Cover Statement (required but not scored) 2) Responder Overview (0 10 points total) a) Relevancy of responder s overall services/history (3 pts.) b) Responder s qualifications as they relate to scope of work (3 pts.) c) Overall agency and specified staff with relevant experience and expertise (4 pts.) 3) Approach to the Scope of Work (0 40 points total) a) Approach to locate and open the Facility (15 pts.) b) Approach to SUD service delivery (5 pts.) c) Approach to ongoing service quality (5 pts.) d) Plan to become licensed, certified and obtaining ASAM designation (15 pts.) 4) Technical Expertise (0 30 points total) a) Service related expertise (10 pts.) b) Subject specific expertise (10 pts.) c) Partnership experience (5 pts.) d) Data and information management expertise (5 pts.) 5) Experience with Similar Projects/Programs (0 10 points total) a) Relevance of responderʹs current or past experience and demonstrated ability of applicant to implement Plan. 6) Cost Estimate (0 10 points total) a) Project costs are reasonable. Cost explanations are clear and demonstrate roles of proposed staffing. Total = 100 Points 17
Required Attachments And Responder Checklist Each respondent must submit a response in the following order with documents as described (unless otherwise noted). Duplicate enclosed forms as necessary. A. Response Cover Statement (Form #1) attached as cover to each response. (Form #1 with original signatures must accompany original response.) B. Table of Contents C. Responder Narrative D. Proposed Budget E. Timeline F. MOUs (Optional) G. Resumes of Key Staff H. Statement of Qualifications (Form #2) completed and signed by an Authorized Representative such as the Executive Director. (Form #2 with original signatures must accompany original response.) I. Responder's Contracts and Grants (Form #3) completed and signed by an Authorized Representative such as the Executive Director. (Form #3 with original signatures must accompany original response.) 18
RFQ Forms 19
Form #1 Response Cover Statement IMPLEMENTATION OF AN SUD DETOXIFICATION AND TREATMENT FACILITY FOR MEN IN WEST CONTRA COSTA COUNTY 1. Name of Responder: Address: 2. Contact Person: Title: Telephone: E Mail: 3. 501(c)(3) Status: Yes No 4. FEIN: 20
We submit the attached proposal and attachments in response to Contra Costa County s Request for Qualifications and declare that: If Contra Costa County Behavioral Health Services accepts this response, we will enter into a standard contract with Contra Costa County to provide all work specified herein as proposed or in accordance with modifications required by Behavioral Health Services. Funds obtained through this contract will not be used for other programs operated by the responder/contractor unless stipulated within the response and accepted by the Behavioral Health Services. Authorized representatives: (two signatures required) Signature Date Printed Name Title (Executive Director or Equivalent) Signature Date Printed Name Title (Board President or Equivalent) This form must accompany the response package when submitted and should be attached to each copy. Only one copy with original signatures is required. 21
Form #2 Responder s Statement of Qualifications 1) List any licenses or certifications held by the responder, with expiration dates. 2) Financials and Fiscal Management a) Who administers your fiscal system? Name: Title: Phone: Work Schedule: b) What CPA firm maintains or reviews your financial records and annual audit, if applicable? Name: Phone: Email: Address: 3) Business Identity Number of years responder operated under the present business name: List related prior business names, if any, and timeframe for each: 22
4) Number of years providing services described in this response or related services Has responder failed or refused to complete any contract? Yes No If yes, briefly explain: 5) Is there any past, present, or pending litigation in connection with contracts for services involving the responder or any principal officer of the agency? Yes No If yes, briefly explain: 6) Does responder have a controlling interest in any other firm(s)? Yes No 7) If yes, please list: 8) Does responder have commitments or potential commitments that may impact assets, lines of credit or otherwise affect agencyʹs ability to fulfill this RFQ? Yes No If yes, please explain: 23
Responder attests, under penalty of perjury, that all information provided herein is complete and accurate. Responder agrees to provide to County other information the County may request as necessary for an accurate determination of responderʹs qualifications to perform proposed services. (Sign below.) Signature Date Printed Name Title (Executive Director) Signature Date Printed Name Title (Board President) 24
Form #3 Contracts And Grants 1. List current contracts and subcontracts including government contracts and/or grants (Use additional pages as needed): A. Contact Name & Phone for Contractor/Grantor B. Services Provided C. Contract Dates D. Contract Amounts 2. List key contracts/grants completed in the last five years, including government contracts/grants: Responder agrees to allow County to contact contractors for information relative to responderʹs performance. (Sign below.) Signature Date Printed Name Title (Executive Director) Signature Date Printed Name Title (Board President) 25
Form #4 Letter of Intent The organization indicated below intends to submit a response to the Contra Costa County Behavioral Health Services Division RFQ for Residential Substance Use Disorder Detoxification and Treatment Services for Men in West Contra Costa County. 1. Agency: Address: 2. Contact Person: Name: Title: Telephone: email: 3. Please send Electronic Format Copies of Forms: Signature: Date: Executive Director This document must be on the premises of: Alcohol and Other Drugs Services Attention: Maria Ramos 1220 Morello Ave, Suite 200 Martinez, CA 94553 no later than 5:00 PM on January 15, 2016. Letters of Intent may be faxed, mailed or hand delivered. If the Letter of Intent is faxed, please mail the original to the address above. It is the responsibility of the applicant to ensure receipt of the Letter of Intent. The AOD Services FAX Number for Letters of Intent is: 925 335 3301. 26