REQUEST FOR PROPOSAL RFP # 112-1 Issued by: Educational Service District 112 2500 NE 65 th Ave Vancouver, WA 98661 Request for Proposal for: School Based Mental Health Services Battle Ground School District Issue Date: November 10, 2015 PROPOSALS ARE DUE BY 3:00 PM ON December 4, 2015 Proposal(s) shall be sealed and clearly marked on the package cover with RFP #, Project Title and Company name. Submit one (1) original and five (5) complete copies of the Proposal to:1 Educational Service District 112 2500 NE 65 th Ave. Vancouver, WA 98661-6812 Refer all questions and comments to: Denise Dishongh Educational Service District 112 denise.dishongh@esd112.org (360) 952-3644
ucational Serv District 112 GENERAL TERMS AND CONDITIONS ADMINISTRATIVE REQUIREMENTS Contractors shall comply with all management and administrative requirements established by Washington Administrative Code (WAC), the Revised Code of the State of Washington (RCW), and any subsequent amendments or modifications, as applicable to providers licensed in the State of Washington. ALL proposals submitted become the property of ESD 112. It is understood and agreed that the prospective Proposer claims no proprietary rights to the ideas and written materials contained in or attached to the proposal submitted. ESD 112 has the right to reject or accept proprietary information. AUTHORSHIP Applicants must identify any assistance provided by agencies or individuals outside the proposers own organization in preparing the proposal. No contingent fees for such assistance will be allowed to be paid under any contract resulting from RFP. CANCELLATION OF AWARD ESD 112 reserves the right to immediately cancel an award if the contractual agreement has not been entered into by both parties or if new state regulations, policies, or other business needs make it necessary to change the program purpose or content, discontinue such programs, or impose funding reductions. In those cases where negotiation of contract activities are necessary, ESD 112 reserves the right to limit the period of negotiation to sixty (60) days after which time funds may be unencumbered. CONFIDENTIALLY Proposer shall comply with all applicable state and federal laws governing the confidentiality of information. CONFLICT OF INTEREST All proposals submitted must contain a statement disclosing or denying any interest, financial or otherwise, that any employee or official of ESD 112 or the appropriate Advisory Board may have in the proposing agency or proposed project. CONSORTIUM OF AGENCIES Any consortium of companies or agencies submitting a proposal must certify that each company or agency of the consortium can meet the requirements set forth in the RFP. COST OF PROPOSAL & AWARD The contract award will not be final until ESD 112 and the prospective contractor have executed a contractual agreement. The contractual agreement consists of the following parts: (a) the basic provisions and general terms and conditions, (b) the special terms and conditions, (c) the project description and goals (Statement of Work), and (d) the budget and payment terms. ESD 112 is not responsible for any costs incurred prior to the effective date of the contract. ESD 112 reserves the right to make an award without further negotiation of the proposal submitted. Therefore, the proposal should be submitted in final form from a budgetary, technical and programmatic standpoint. DISPUTES ESD 112 encourages the use of informal resolution to address complaints or disputes arising over any actions in implementing the provisions of the RFP. Written complaints should be addressed to ESD 112, Chief Financial Officer, 2500 NE 65 th Avenue, Vancouver WA 98661. DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS It is the policy of ESD 112 to require equal opportunity in employment and services subject to eligibility standards that may be required for a specific program. ESD 112 is an equal opportunity employer and is committed to providing equal opportunity in employment and in access to the provision of all ESD 112 services. This commitment applies regardless of race, color, religion, creed, sex, marital status, national origin, disability, age, veteran status, on-the-job injury, RFP or #112-1 sexual orientation. BGPS School Employment Based Mental decisions Health are Services made without consideration of these or any other factors that are prohibited by law. In compliance with Department of Labor Regulations implementing Section 504 of the Rehabilitation Act of 1973, as amended, no qualified handicapped individual shall be discriminated against in admission or access to any program or activity. The prospective contractor must agree to provide equal opportunity in the administration of the contract, and its subcontracts or other agreements. INDEPENDENT PRICE DETERMINATION The prospective contractor guarantees that, in connection with this proposal, the prices and/or cost data have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition. This does not preclude or impede the formation of a consortium of companies and/or agencies for purposes of engaging in jointly sponsored proposals. LIMITATION This RFP does not commit ESD 112 to award a contract, to pay any costs incurred in the preparation of a response to this RFP, or to procure or contract for services or supplies. LATE PROPOSALS A proposal received after the date and time indicated will not be accepted. No exceptions will be made. ORAL PRESENTATIONS An oral presentation may be required of those prospective contractors whose proposals are under consideration. Prospective contractors may be informed that an oral presentation is desired and will be notified of the date, time and location the oral presentation is to be conducted. OTHER AUDIT/MONITORING REQUIREMENTS In addition, auditing or monitoring for the following purposes will be conducted at the discretion of ESD 112: Fund accountability; Contract compliance; and Program performance. PRICE WARRANT The proposal shall warrant that the costs quoted for services in response to the RFP are not in excess of those which would be charged any other individual or entity for the same services performed by the prospective contractor. PROTESTS must be submitted to the ESD 112 Chief Financial Officer. PUBLIC SAFETY may require limiting access to public work sites, public facilities, and public offices, sometimes without advance notice. The successful Proposer s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. ESD 112 managers have discretion to require the successful Proposer s employees and agents to be escorted to and from any public office, facility or work site if national or local security appears to require it. REJECTION OF PROPOSALS ESD 112 reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any or all prospective contractors on modifications to proposals, to waive informalities, to postpone award, or to cancel in part o in its entirety this RFP if it is in the best interest of ESD 112 to do so. SUBCONTRACTING No activities or services included as a part of this proposal may be subcontracted to another organization, firm, or individual without the approval of ESD 112. Such intent to subcontract shall be clearly identified in the proposal. It is understood that the contractor is held responsible for the satisfactory accomplishment of the service or activities included in a subcontract. VERBAL PROPOSALS Verbal proposals will not be considered in Page 2 of 9 making the award of any contract as a result of this RFP.
Request for Proposals School Based Mental Health Services Battle Ground School District RFP # 112-1 PURPOSE Educational Service District 112 (ESD 112) is one of nine statutory regional service agencies in the state of Washington. Created by the legislature 43 years ago, ESDs ensure equitable educational opportunities for all students urban and rural alike. ESD 112 s mission is to equalize educational opportunities for learning communities through innovative partnerships, responsive leadership, and exceptional programs. As a result of one of these partnerships with the Battle Ground School District, ESD 112 is receiving funding to contract for school based mental health services. The funding from the Substance Abuse and Mental Health Services Administration (SAMHSA) is to carry out the Battle Ground School Districts Advancing Wellness and Resilience Education (Project AWARE) grant. Project AWARE is a partnership between the Office of Superintendent of Public Instruction (OSPI), Battle Ground Public Schools, Shelton School District and Marysville School District. As required under the grant, each district will work to increase awareness of mental health issues among school-aged youth, provide training for school personnel, families and community members to detect and respond to mental health issues in children and young adults; and connect youth and families with needed services. The school districts will work together over the next five years to develop a comprehensive, coordinated and integrated program to advance wellness and resilience in education settings for school-aged youth. Project AWARE Goals: Improve overall school climate Promote positive mental health among youth and families Increase mental health literacy of school personnel and other adults Increase access to school and community-based mental health services Build the capacity and leadership to sustain community-based mental health promotion, prevention, early identification, and treatment services. Page 3 of 9
SCOPE OF PROJECT This Request for Proposal (RFP) invites children s mental health providers in Clark County to submit a proposal regarding the delivery of school based mental health services for the eighteen schools in the Battleground School District. These services will be provided to Medicaid and non-medicaid eligible individuals who may or may not meet Access to Care Standards. The successful proposer will be expected to participate in the required evaluation process for Project AWARE and the implementation of a school based referral system. ESD 112 will place additional value on proposals that include the ability to complete intakes onsite, provision of master level therapists, capacity to assign a consistent therapist one day a week or more in each school, use of Evidenced Based, Research Based and/or Promising Practices, and the willingness to assist in the creation of a sustainable school based metal health services model that can continue once the grant concludes. ESTIMATED AWARD INFORMATION The total estimated award for this RFP will not exceed $100,000. It is the expectation that the successful proposer will provide 2,000 hours of service per school year with a flat billing rate of $50.00 per hour. ESD 112 is considered the payer of last resort in all contracts with the school based mental health provider. Because these mental health services will be available to all youth in the district, all proposed services should have a variety of funding mechanisms including but not limited to Medicaid and privately insured individuals. It is the expectation that the funds awarded through this RFP will be used to supplement other funding sources, and to reimburse the mental health provider for identified services that are not billable through other funding streams. ESD 112 reserves the right to make multiple contract awards from this RFP. The number of contracts to be awarded will be dependent upon the number of schools the proposer(s) has the capacity to provide mental health services to during the school year. ELIGIBILITY This request for proposal is open ONLY to agencies who are a Licensed Community Mental Health Agency (CMHA) by the Washington State Department of Social and Health Services. The proposer must have the capacity to bill Medicaid at the Regional Support Network (RSN) and non-rsn levels of service, and to bill other funding sources including but not limited to private insurance. LENGTH OF AWARD Contracts resulting from this solicitation shall be funded for a period up to four years. ESD 112 reserves the right to terminate the contract with a thirty (30) day prior written notice. Page 4 of 9
TIMELINE Anticipated event dates for this RFP: RFP Release Nov. 13,2015 Pre-Submittal Meeting Nov. 18, 2015 Deadline for Questions Nov. 31, 2015 Proposals Due Dec. 4, 2015 Proposal Evaluation Period Dec. 7. 2015 through Dec. 10, 2015 Contract Start Date Jan. 11, 2015 PROPOSAL CLARIFICATION ESD 112 invites all interested parties to attend a Pre-Proposal meeting on November 18, 2015, 10:00-11:30, Educational Service District 112, 2500 NE 65 th Ave, Vancouver, WA 98661, in the Conference Center, Clark Room. While all interested parties are strongly encouraged to attend this meeting, attendance is not mandatory. During the Pre-proposal Meeting, all questions and answers will be recorded and placed on the ESD 112 RFP website. After the Pre-Proposal Meeting, questions and requests for clarification regarding this Request for Proposal must be directed in writing, via email, to the person listed on the cover page. The deadline for submitting such questions/clarifications is November 30, 2015. The Questions & Answers/Clarifications will be available for review at the link below. Each proposer is strongly encouraged to review this document prior to submitting their proposal. ESD 112 RFP site: All questions and answers will be posted at http://www.esd112.org/rfp-and-rfq/ Page 5 of 9
DEFINITIONS Evidence-Based Practice (EBP) Research-Based Practice (RBP) Promising Practice (PP) A program or practice that has been tested in heterogeneous or intended populations with multiple randomized and/or statistically-controlled evaluations, or one large multiple-site randomized and/or statisticallycontrolled evaluation, where the weight of the evidence from a systematic review demonstrates sustained improvements other outcomes of interest. Further, evidence-based means a program or practice that can be implemented with a set of procedures to allow successful replication in Washington and, when possible, has been determined to be cost-effective. A program or practice that has been tested with a single randomized and/or statistically-controlled evaluation demonstrating sustained desirable outcomes; or where the weight of the evidence from a systematic review supports sustained outcomes as identified in the term evidence-based in the above definition, but does not meet the full criteria for evidence-based. A promising practice is a given practice s potential to become Evidence-Based. This potential is acknowledged in identifying an emerging or promising practice. The promising practices of today will, with sound theoretical rationale and thorough science, become the EBPs of tomorrow. For the purposes of this section, a promising practice is a behavioral health intervention that appears to be effective, but does not yet have enough evaluation data to consistently demonstrate positive outcomes. Page 6 of 9
PROPOSAL FORMAT Please format your proposal as shown below. Cover sheet should include the RFP number, Title of RFP, name of organization, contact name, address, phone number and email address. SECTION 1: OVERVIEW 1. Explain how you will create a sustainable school based mental health model. 2. It is understood that it may take some time to build the program so that each school is receiving services, please explain how you will increase services so that each school will be served. 3. When do you estimate the program will be ready to accept individuals into services? SECTION 2: SERVICE REQUIREMENTS 1. Describe the service you would provide and how you would provide it. 2. Describe how you will provide consistent staff to each school in the district including credential level of staff providing the service. 3. Identify and briefly describe any EBP, RBP or PP s that will be used. 4. What levels of service will the services cover? SECTION 3: OUTCOMES/OUTPUTS AND PERFOMANCE MEASUREMENTS 1. What outcomes will result from this service and how will you measure the efficiency of the program? 2. How many individuals do you expect to serve? SECTION 4: BUDGET 1. Provide a detailed and comprehensive budget, including a budget narrative. 2. Describe the variety of funding mechanisms that would be available and how funds from this proposal will be utilized as payer of last resort. 3. Provide copies of financial statements. Page 7 of 9
EVALUATION CRITERIA Each proposal received in response to this RFP will be objectively evaluated and rated according to the 100-point system below. Proposals that do not meet all evaluation criteria will not be considered. Proposed Program Does the proposal reflect the ability to serve all youth in the district regardless of funding source? Does the proposed service include onsite services, which include but are not limited to, intakes, individual/family therapy, group counseling, etc.? Is the proposed service an EBP, RBP or PP as defined on page 6? Does the proposed program provide services to all schools in the district at a minimum of one day per week? Is a consistent therapist assigned to each school? Does the proposal support a sustainable mental health service model in schools? Cost of Services Quality and completeness of proposal TOTAL 60 20 20 100 PROPOSAL LIMITS Proposals must be clear, succinct, and not exceed 25 pages in length. Proposals exceeding 25 pages may be rejected. Proposals must: Be on white, 8 ½ by 11 paper, Be in a minimum of an 11 pt. font, Be single spaced, with a minimum of 1-inch margins Have numbered pages All submittals will be evaluated on the completeness and quality of the content. Only those proposers providing complete information as required will be considered for evaluation. Page 8 of 9
PROPOSAL SUBMISSION Sealed proposals must be received no later than the date, time and location specified on the cover of this document. The outside of the envelope/package shall clearly identify: 1. RFP Number and; 2. TITLE and; 3. Name and address of the proposer. All received proposals will be time stamped. Responses received after submittal time will not be considered and will be returned, unopened, to the Proposer. Proposals received with insufficient copies (as noted on the cover of this document) cannot be properly disseminated to the Review Committee and other reviewers for necessary action, and therefore, may not be accepted. Page 9 of 9