Request for Proposal TRANSITIONAL HOUSING AUGUST 31, 2018 This solicitation should not be interpreted as a contract (implicit, explicit, or implied), nor does it imply any form of agreement to any potential candidate. In addition, no inference should be made that Trillium will purchase and/or implement in the future any of the programs or services 201 W. First Street Greenville, NC 27858-1132
CONTENTS EXECUTIVE SUMMARY... 3 GENERAL/BACKGROUND INFORMATION... 3 SCOPE OF WORK... 4 COMPLIANCE... 5 GUIDELINES FOR TRILLIUM INPUT:... 5 TIMELINE/SCHEDULE REQUIREMENTS... 7 REQUIRED CRITERIA FOR SUBMITTING PROPOSAL... 7 FORMATTING REQUIREMENTS... 8 REQUIRED PROPOSAL COMPONENTS... 8 PROPOSAL EVALUATION INFORMATION... 10 ADMINISTRATIVE INFORMATION... 10 TRILLIUM CONTACT INFORMATION FOR TECHNICAL ASSISTANCE... 11 ADDENDA TEMPLATES PROVIDED... 11 ATTACHMENTS... 11 CHECKLIST... 11
Page 3 of 11 EXECUTIVE SUMMARY Trillium Health Resources is a Managed Care Organization (MCO)/Local Management Entity (LME) that oversees publicly funded behavioral health, substance use, and intellectual/developmental disability services for 26 counties in eastern NC. The mission of Trillium Health Resources is Transforming the lives of people in need by providing them with ready access to care. The primary purpose of this RFP is to invite providers to submit a proposal to develop transitional apartments and support structured rapid diversion protocols from adult care homes during discharge from state and private community hospital inpatient units. These efforts are expected to reduce future avoidable placement in adult care homes- related emergency department visits and inpatient recidivism through rapid engagement for this population in needed supports and treatment. The selected provider will utilize Peer Support, Tenancy Supports and Individual Support Services to provide wrap around support. The targeted area for this proposal is Wilmington. GENERAL/BACKGROUND INFORMATION Over the past decade NC has seen major changes in our approach to behavioral health and health care. Hospitals, jails and DSSs across the state have worked to assist many adults with severe and persistent mental health concerns. Often this population ends up discharged to adult care homes. In 2017 alone, the Trillium area had over 600 adults with these types of issues screened for admission to adult care homes in eastern NC. The vast majority of these adults are either Medicaid/Medicare or uninsured. Trillium has worked with essential partners in our communities to identify places in our system where we need to change our approach to care. We realize that many adults that end up in Inpatient care have the ability with appropriate services and supports to live in the community. We recognize the need for a strong and intensive approach to address the social influences on health and behavioral health conditions, like housing. Trillium will work with our existing partners to focus on a system change that supports diversion of this population from inappropriate or unnecessary placement in adult care homes or other institutions of mental disease (IMDs). One step in achieving successful diversion is the ability to coordinate transitional housing and immediate access to supportive services. Trillium will select a provider to develop transitional apartments and support structured rapid diversion protocols from adult care homes during discharge from state and private community hospital inpatient units. These efforts are expected to reduce future avoidable placement in adult care homes- related emergency department visits and inpatient recidivism through rapid engagement for this population in needed supports and treatment.
Page 4 of 11 It is critical for success in treatment of this population that we offer a whole person approach and access to a continuum of care that includes prevention, addresses social determinants of health, access to both physical and behavioral health treatment, and ongoing maintenance and recovery support. SCOPE OF WORK This program seeks to provide transitional apartments. These settings will improve connections to ongoing supports and treatment while diverting members with severe and persistent mental health issues from placement in adult care homes. Each setting will embed tenancy supports based on the specific needs of the member along with access to certified peer support specialists and individual supports. The targeted population is adults with severe and persistent mental health concerns that are transitioning into independent and permanent long term housing. The following items must be addressed in your agency s RFP response and is required criteria for submitting proposal: Eligible provider will be based in Eastern North Carolina and have a national accreditation. Eligible provider must be currently enrolled to provide Peer Support Specialist Services as a stand-alone service. Eligible provider must have access to a continuum of services as evidenced by letters of support from the following stakeholders in the proposed coverage area: (Attachments A1-A7) One letter of support from an inpatient unit (1) Two letters of support from outpatient practices (2) One letter for support from an ACTT provider (1) One letter of support from CST providers (1) One letter of support from a PSR providers (1) One letter of support from a Supported Employment provider (1) Eligible provider must currently use an EHR or EMR. Please share the name of the system and the steps you are taking to prepare for the North Carolina Exchange Authority (NCHIEA.) The following program requirements will require answers in your agency s RFP response: Please discuss how your agency will confirm that members are connecting to needed social determinants of health, such as; food, clothing, employment, access to both physical and behavioral health treatment, and ongoing maintenance and recovery support. Please discuss how your agency will assure that members are transitioned to permanent housing arrangements within 30 days of admission. Include job descriptions for all staff, including;
Page 5 of 11 Program lead who will oversee implementation, completion of deliverables and serve as primary point of contact to Trillium Health Resources. Staff that will serve as liaisons between community, EDs and inpatient units. Staff that will provide transport within 1 hour of Diversion by LMEMCO. Licensed professional, who will be available for consult. Please provide information on training curriculum for staff. Training curriculum should include topics such as; How to Support Individuals in the Community with Wrap-Around Supports and the Psychiatric Rehabilitation and Recovery Model. Providers will be responsible for adhering to the following: 1. Medicaid/State Funded MHSADD Service Definitions: Peer Support, Tenancy Management and Individual Support. 2. APSM 45-2: Records Management and Documentation Manual 3. APSM 95-2: Clients Rights Rules in Community Mental Health, Developmental Disabilities and Substance Abuse Services 4. HIPAA 5. Maintaining Accreditation 6. Any applicable local, state and federal regulations 7. The Trillium Health Resources Benefit Plan 8. The North Carolina Information Exchange Authority (NCHIEA) Healthcare provider information exchange guidelines and implementation timelines documented here https://hiea.nc.gov/. COMPLIANCE Guidelines for Trillium Input: The selected provider MUST demonstrate: 1. Steps necessary to demonstrate readiness to provide these services effective January 2 nd, 2019 a. Steps to obtain licensure from Division of Health Service Regulations for the service location/setting if applicable. b. Plan to hire and train all required staff as specified in the above Scope of Work and in with Medicaid/State Funded MHSADD Service Definitions: Peer Support c. Process to submit applicable Credentialing Applications for rendering clinicians as required. d. Ability to obtain equipment needed for provision of services. e. Demonstrate protocols/procedures, in your agency s standard format, to ensure that all services are provided in compliance with Medicaid/State Funded MHSADD Service Definitions: Peer Support, Tenancy Support and Individual Support.
Page 6 of 11 2. Participate in weekly/monthly management updates on progress to the Trillium Project Manager, until the project is complete and the service provision has been implemented. 3. Funding through this RFP will be used to lease and furnish 6, 3 bedroom houses/ apartments. The funding will also cover electricity, water, sewer and trash expenses. This funding is NOT meant to cover operational costs or staffing cost. Collaboration with other provider organizations is expected, as is leveraging of existing funds to optimize programming. Facilities will receive no more than $25,000 per facility. All awards will be paid based on monthly invoice of actual expenses that must be submitted through a monthly invoice. The award is dependent and contingent upon selection and subject to the availability of funds. 4. Provide evidence of full compliance with the following: a. Medicaid/State Funded MHSADD Service Definitions: Peer Support, Tenancy Management and Individual Support. b. APSM 45-2: Records Management and Documentation Manual c. APSM 95-2: Clients Rights Rules in Community Mental Health, Developmental Disabilities and Substance Abuse Services d. d. 42 CFR, PART 2 e. HIPPAA f. Accreditation Requirements g. Any applicable local, state and federal regulations h. Trillium Health Resources Benefit Plan i. Submissions of TARs and claims in accordance with the Medicaid Benefit Plan j. PCP Instructional Manual k. Trillium Health Resources Provider Manual l. Service documentation must be through an industry standard Electronic Health Record (EHR) or Electronic Medical Record (EMR) system capable of HL7 data exchange. Eligible providers must fully comply with North Carolina Health Information Exchange Authority (NCHIEA) Healthcare provider information exchange guidelines and implementation timelines documented here https://hiea.nc.gov/. If the selected provider is unable to comply with the contract requirements, Trillium Health Resources has the right to cancel the contract and hold the provider liable for dollars spent and for the increased costs of obtaining substitute goods or services elsewhere. It is Trillium s intent to award this service to the most qualified applicant, though Trillium reserves the unlimited right to not make an award based upon this RFP.
Page 7 of 11 TIMELINE/SCHEDULE REQUIREMENTS Questions & Answer (Q&A) Submission Deadline Please use the link to submit Questions September 21 st, 2018 Q&A results posted on Trillium Website October 1 st, 2018 Proposal Submission Deadline October 5 th, 2018 RFP Award Notification October 22 nd, 2018 Date work to begin (projected) January 2nd, 2019 ***All timelines are tentative and subject to change Written questions concerning this RFP will be received until September 21st, 2018, at 5:00 PM Eastern Daylight Time. They must be sent via Questions link. It is important that all interested agencies on this proposal periodically check Trillium website, www.trilliumhealthresources.org for any update that may be issued prior to the proposal closing date. It must be clearly understood that this RFP is being used as a vehicle to obtain proposals about agencies that are capable of providing these services to our Medicaid and state funded beneficiaries. This RFP should not be interpreted as a contract (implicit, explicit, or implied), nor does it imply any form of an agreement to any potential candidate. In addition, no inference should be made that Trillium will purchase and/or implement in the future any of the programs or services proposed by the respondents. REQUIRED CRITERIA FOR SUBMITTING PROPOSAL Eligible provider will be based in Eastern North Carolina and have a national accreditation. Eligible provider must be currently enrolled to provide Peer Support Specialist Services as a stand-alone service. Eligible provider must have access to continuum of services as evidenced by letters of support from inpatient units, outpatient practices, ACTT providers, CST providers, PSR providers and Supported Employment providers in the area of proposed coverage. Eligible provider must currently use an EHR or EMR and be actively taking steps required to prepare for the North Carolina Exchange Authority (NCHIEA.) Selected provider must be contracted and must not have outstanding program integrity or Network sanctions with Trillium Health Resources. Selected provider must adhere to all program, staffing, and training requirements set forth in Medicaid/State Funded MHSADD Service Definitions: Peer Support, Tenancy Support and Individual Support Selected provider must adhere to all regulatory requirements listed in the above Compliance section.
Page 8 of 11 FORMATTING REQUIREMENTS Trillium s goal is to review all proposals. However, this goal must be balanced against Trillium s obligation to ensure equitable treatment of the received proposals. For this reason Trillium has established the following formatting requirements. If you do not adhere to these requirements, your proposal will be screened out. All proposals must be submitted electronically through REQUEST, Trillium s Solicitation Portal. Any attachment pages must be typed in black, double-spaced, using a font of Times New Roman 12, with 1 margins. This does NOT include Letters of Support. Any specified page limits cannot be exceeded. Applicants must use the sections/headings listed under Required Proposal and place the required information in the correct section. Black print should be used throughout your application, including any charts and graphs. Materials with printing on both sides will be excluded from review. REQUIRED PROPOSAL COMPONENTS Face Sheet (provided as part of the electronic application) - organizational information such as legal name, employer/taxpayer number, address, contact information for leadership, etc. Cover Letter (Attachment B) Summary of proposed project and intent to submit proposal Summary description of strategy/plan and how it meets project goals and measurable objectives Letter must be signed by an officer of the company There is a one (1) page limit for this document PDF-files preferred. Project Narrative, including all 5 sections listed below and supporting documentation, as needed (insert # of characters or pages under each Section) Section A: Company/Organizational Information Description of the company and its professional history as it relates to the services sought under this RFP Licensing and/or bonding information Complete copies of the organization s last fiscal year s financials including the audit opinion, the balance sheet, statements of income, retained earnings, cash flows, management letters, and the notes to the financial statements (Attachment C) OR
Page 9 of 11 If independently audited financial statements do not exist, the provider/vendor should state the reason and submit sufficient information to be evaluated. Section B: Project Plan Please include a program description of what is being proposed and how it will be accomplished, as related to the intent of the RFP. There is 1000 word limit for this document The timeline for the service or project will serve as the basis for monitoring progress and adjusting activities as necessary. Please include the following information in your timeline: All activities required to accomplish the key objectives of the project. Target dates for the proposed activities where appropriate. Information on the proposed start and completion dates of the key objectives and activities. Technical Specifications including any equipment, software, facility impact, etc., if applicable. Installation and Maintenance plans, if applicable. Project Management, including Performance Management and Security/Fault Management, if applicable. Education/Training and Supervision. Section C: Personnel Please provide organizational structure that includes CEO and Leadership/Executive positions and levels of supervision for staff, including; Peer Support Specialist, Tenancy Supports and Individual Supports (Attachment D). Personnel charts for any subcontractors used, if applicable (Attachment E). Personnel charts may be submitted as attachments, labeled and paginated. Section D: Budget Line Item Budget (template provided electronically as Attachment F) The budget should be complete and include all the costs of any personnel, supplies, and activities required by the service or project. Ensure that the service or project is feasible within the budget created. Make sure the budget is reasonable and is based on actual costs. Detailed Budget Narrative The budget narrative must describe each budget item and relate it to the appropriate service/project activity. It must closely follow the content of the budget detail worksheet and provide justification for all proposed costs listed in the budget
Page 10 of 11 worksheet (particularly, supplies, travel, and equipment) and demonstrate that they are reasonable. The narrative must explain how any fringe benefits were calculated, how any travel costs were estimated, why particular items of equipment or supplies must be purchased, and how overhead or indirect costs, if applicable, were calculated. Section E: Data Collection Description of the plan for required reporting on relevant metrics determined by Trillium on members serviced, such as; referrals/connections, 30-day readmissions, types of support services provided and any relevant assessments. PROPOSAL EVALUATION INFORMATION All proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive will be eliminated from further review. The Trillium point of contact may contact the Provider/Vendor for clarification of any response. Provider/Vender is responsible for providing accurate contact information and responding promptly to Trillium point of contact. Responsive proposals will be evaluated on the factors that have been assigned a point value. The proposal will be reviewed and scored according to the quality of the response to the requirements and in Sections A-C. The responsible Provider(s)/Vendor(s) with the highest score(s) will be selected as a finalist or the finalist based upon the proposals submitted. Finalist Providers/Vendors may be asked to submit revised proposals or make a presentation for the purpose of obtaining best and final offers. If so, points will be recalculated accordingly, and points awarded will be added to the previously assigned points to attain final scores. The responsible Provider/Vendor whose proposal is most advantageous to Trillium, taking into consideration the evaluation factors, will be recommended for contract award. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score. It is Trillium's intent to award this service to the most qualified applicant, though Trillium reserves the unlimited right to not make an award based upon this RFP. Recommendations are made to Executive Management who has the final decision-making authority. ADMINISTRATIVE INFORMATION Award Notices
Page 11 of 11 Notification of award will be posted on the Trillium Health Resources webpage once a decision is made. Administrative Requirements The organization awarded the RFP must comply with all terms and conditions of the awarded contract. These terms and conditions will be provided in the award contract for signature. The awardee will be held accountable for the information provided in the proposal relating to performance targets. Trillium will consider the organization s progress in meeting goals, objectives and schedules based on the contracted criteria. Failure to meet stated goals, objectives and schedules may result in suspension or termination of the contract, or in reduction, withholding and/or repayment of funding. TRILLIUM CONTACT INFORMATION FOR TECHNICAL ASSISTANCE Name: Position: Mia Best Research & Development Address: 201 W. First Street. Greenville, NC 27858-1132 Phone Number: 866-998-2597 Email Address: Mia.Best@TrilliumNC.org Any non-technical questions must be submitted to the Questions link by the listed deadline above. ADDENDA TEMPLATES PROVIDED N/A ATTACHMENTS All attachments should be labeled and all pages should be consecutively numbered in order to avoid confusion. CHECKLIST Checklist provided electronically to insure a complete proposal.