Request for Proposal (RFP) Chemical Dependency Outpatient Treatment Services

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1 Request for Proposal (RFP) Chemical Dependency Outpatient Treatment Services 1. Introduction Island County Board of County Commissioners is requesting proposals to provide Outpatient Chemical Dependency Treatment Services for youth and adults in Island County. Total funding available is estimated at $134,635 through December 31, 2013, although the awarded contract period will be through June 30, Applicant must be certified by the Washington State Division of Behavioral Health and Recovery (DBHR) to provide outpatient chemical dependency treatment services per WAC Island County is an EOE. Island County reserves the right to reject any or all proposals, and waive any irregularities. Island County currently provides CD Treatment services directly through Island Recovery Services. Interested parties may: 1) Respond to this RFP with a proposal to start a new Chemical Dependency Treatment Agency in Island County, or 2) Respond to this RFP with a proposal to purchase the existing Chemical Dependency Treatment agency (Island Recovery Services). Providers interested in contracting with the County should consider multiple transitions taking place throughout the state and the nation. These transitions are currently undefined and they are likely to impact the current substance abuse service system. Possible changes to our system may include primary care integration and outcome-based contracts. 2. RFP Conditions and Requirements Island County is soliciting proposals from agencies interested in providing chemical dependency outpatient treatment services for adults and youth living within Island County. The following includes pertinent information regarding this RFP: 1. Applicants must submit original and 5 copies of their proposal no later than 4:00 p.m. on Monday, August 19 th, 2013 to be accepted and considered. Late proposals will not be accepted. Faxed and electronic applications will not be accepted. 1

2 Proposals shall be sent to: Island County Commissioners PO Box 5000 Coupeville, WA Proposals can also be hand delivered to: Island County Commissioners Administration Building 1 NE 7 th Street, Room 214 Coupeville, WA In order to be considered, applicants must supply all the information requested and all responses must be complete. 3. A review committee appointed by the Island County Commissioners will review proposals and rate them. Applicants will be asked to appear in person to present their proposals and provide additional information and answer questions. The RFP committee will then make a recommendation to the Board of County Commissioners. Island County reserves the right to negotiate or reject part or the entire proposal recommended by the review committee. 4. Availability of Funds: Funds announced in this RFP are estimates only. Contract amounts entered into as a result of this RFP will be negotiated with the successful respondent. There is no guarantee of the level of funding after December 31, The following amount will be available during the funding period that will begin Sept 16 th, 2013 and end December 31, Exact amounts beyond that date depend upon the county s final contract with the Division of Behavioral Health and Recovery (DBHR). Funds Available July 1, 2013 December 31, 2013 Title XIX Services $30,009 Federal SAPT Grant in Aid $23,199 State Grant in Aid $111,878 State CJTA $38,001 Total Base Allocation $203,087 Title XIX Match Funds* $25,109 Contract Total $228,196 Approximate Funds Available September 16, 2013 December 31, 2013 Title XIX Services $17,705 Federal SAPT Grant in Aid $13,687 State Grant in Aid $66,008 State CJTA $22,421 Total Base Allocation $119,821 Title XIX Match Funds* $14,814 Contract Total $134,635 2

3 * Title XIX Match Funds are reimbursed from the state when billing ProviderOne for Medicaid clients. These funds are not reimbursed through this contract. *Contracts are awarded on the basis of a shared cost by the Contractor and the County. Contractors must contribute at least ten percent (10%) of the service cost as match. 5. Eligibility Criteria for RFP Respondents: a. RFP respondents must be certified by the Division of Behavioral Health and Recovery (DBHR) to provide chemical dependency treatment services in Island County. b. All agencies responding must have data gathering and reporting systems which meet the requirements of TARGET c. By submitting a proposal in response to this RFP, the respondent accepts all the terms and conditions of this RFP, as well as all County and State regulations and requirements pertaining to the operation of the solicited services. 6. County Disclaimer: a. Failure of the County to notify any party or parties directly regarding the availability of this RFP shall not void the process. b. The County is not liable for any costs incurred in the development of a response. All costs incurred in response to this RFP are solely the responsibility of the respondent. c. The County reserves the right to reject any or all responses. The RFP is a solicitation for proposals to provide services and is not to be construed as an offer, guarantee or a promise that the solicited services will be purchased by the County. The County may withdraw this request for proposals at any time and for any reason without liability to respondents for damages, including, but not limited to, response preparation costs. 7. Non-responsive Submissions: a. The RFP Committee will determine if any applications are non-responsive to the RFP and must be deemed unacceptable. b. An application could be deemed unacceptable for any of the following reasons: 1) Does not address the essential requirements of the RFP. 2) Is clearly deficient in approach. 3) Does not include all required attachments. 4) Violates specific conditions of the RFP and/or, 5) Agency does not have required certification by DBHR. 8. Evaluation of Responses: a. The RFP Committee reserves the right to award the available funds to one successful respondent based upon analysis of the proposals and an appreciation of the needs of Island County residents. 3

4 b. Proposals will be selected based on the competitive solicitation process outlined in Island County Code (A). Factors that will be considered for selection will include fees, costs, ability, capacity, experience, reputation, responsiveness to time limitations, responsiveness to solicitation requirements, quality of previous performance and compliance with statutes and rules relating to contracts and services. 9. Right to Appeal: a. Unsuccessful respondents have the right to appeal the decision of the RFP Committee to the Board of County Commissioners. b. Appeals shall be limited to procedural or legal errors in the selection process. c. Appeals must be filed in writing no later than September 30, 2013 and should be directed to the Board of County Commissioners, PO Box 5000, Coupeville, WA Contracting Conditions and Proposal Requirements 1. The authority to enter into a contract rests with the Board of County Commissioners 2. The County reserves the right to negotiate with the successful respondent and may request additional information or modification of the submission. 3. Applicant must be certified by the Washington State Division of Alcohol and Substance Abuse to provide outpatient treatment services. Applicants are informed that the new WAC will be in effect as of Sept. 1, 2013 and may require specific applications or fees for specific services. 4. The contract will be subject to the terms and conditions in the DSHS Basic Agreement, the DBHR County Implementation Guide, and the Specific Terms and Conditions included in the DSHS-Division of Behavioral Health and Recovery order with Island County. 5. Following DSHS income eligibility guidelines (Attachment 1), eligible clients shall receive assessment and outpatient treatment according to an ASAM (American Society of Addiction Medicine) prescribed plan in a non-residential setting. Clients whose income exceeds the income eligibility guidelines may not be served with these contract funds. 6. Applicant must be able to meet the Island County General Terms and Conditions. 7. Applicant must be able to show that they can provide treatment services listed in the Scope of Work. 8. In the event the County chemical dependency treatment allocation is increased or decreased, the County reserves the right to adjust the contract award accordingly. 9. The successful respondent will: a. Provide treatment services in accordance with currently accepted ASAM criteria. 4

5 b. Ensure that childcare is available for clients needing this service (childcare will be negotiated with vendor as part of contracting process). c. Demonstrate the ability to provide culturally competent, gender and sexual identity sensitive services to clients and their families. d. Provide Chemical Dependency Treatment Services at DBHR approved sites located within Island County. e. Maintain a Title XIX provider contract with the State of Washington, Division of Medical Assistance. 1) Maximize the use of Title XIX funds as a first source of treatment revenue and use revenue generated by Title XIX to provide increased levels of service to the target population. 2) During assessment, screen all treatment applicants for Title XIX services, the applicant shall be referred to DSHS to apply for financial assistance. 3) Review and document each client s continued financial eligibility on a monthly basis to determine Title XIX eligibility. f. Collect date on clients who receive services funded by the County contract and report that data on the TARGET system. Update or install operating system and all related communications and printing hardware to DBHR TARGET 2000 Agency system requirements. g. Maintain client files according to WAC patient record content. h. Refer all clients to appropriate community based support groups and/or other culturally and treatment appropriate self-help groups to support continuing recovery (depending upon client preference). i. Develop a staff-training plan and make available training to assure treatment staff receives information for addressing specific issues of the clients they serve. Such training costs are factored into the individual and group reimbursement rates. j. Submit all reports, documents, and studies required by the State/ County for the purpose of monitoring and evaluating service performance and client outcomes. 10. Other contracting conditions and requirement as may be identified by the County. 4. Scope of Work Applicants should review the priority populations and ensure that they have the capacity and ability to provide services to and document priority populations as required. The following is a list of substance abuse treatment services for which Island County may contract during the period of September 16, 2013 June 30, Contracted services are subject to DBHR funding and service definition revision. All services must be provided in accordance with the new WAC or its successor. The substance abuse service categories are: A. Adult Outpatient Treatment: Adult outpatient treatment services are non-residential chemical dependency assessment and treatment services provided to persons ages 21 and older. Services include clinical evaluation/assessment, individual or group therapy, case management (as defined 5

6 by DBHR), and other related supportive services delivered to the primary client and his/her family members or significant others. Every effort should be made to complete assessments in 15 days. B. Alcohol and Drug Abuse Treatment and Support Act (ADATSA) Services: These are outpatient chemical dependency treatment services. Services are defined by WAC including services to clients who have been detained at and assessed by a chemical dependency involuntary treatment facility. ADATSA services include the following: Assessment, referral, placement, and case monitoring of persons who apply for services under ADATSA. Every effort should be made to complete assessments in 15 days. Provision of transportation to and from residential treatment. ADATSA outpatient treatment services are limited to those persons assessed and referred for services by an authorized ADATSA assessment center. Coordination with residential treatment. C. Child Care: Child care services are offered to active clients receiving chemical dependency assessment and treatment services from County-contracted assessment and treatment providers and who require child care services to access or remain in treatment. Child care may be provided while clients attend assessments, treatment sessions, 12-step support groups, parenting education activities, and other supportive activities when such activities are recommended as part of the recovery process, are noted in the patient s treatment plan, and are approved by Island County. Services must be delivered by child care providers licensed or certified by the Washington State Department of Early Learning in accordance with WAC and D. Community Outreach, Intervention: Community outreach and intervention services identify hardto-reach individuals who are abusing or addicted to alcohol and other drugs; link these individuals with chemical dependency assessments; and enroll these individuals in treatment. E. Engagement Services: These are direct clinical services designed to engage and motivate a client and to assist him/her with accessing treatment or to retain him/her in treatment. F. Expanded Assessment: Expanded assessment is defined as a comprehensive assessment provided to low-income adults who are either referred by Children s Administration staff or whose assessments are conducted in an off-site setting, such as a nursing home or an individual s home. Comprehensive assessments include: Chemical dependency diagnosis, with a specific recommended level of care or modality. Psychosocial history, including past drug/alcohol use, financial problems, education, and legal issues. Information from collateral contacts. Results of an initial urinalysis Prognosis for recovery. G. Family Group Services: This service is a therapeutic group-based service for family members of those who are chemically dependent. The goal of this service is to assist parents, children, or siblings to understand and cope with family dysfunction and the dynamics caused by addiction. 6

7 H. Interim Services: Interim services are offered to clients denied admission to a certified treatment program because of a lack of program capacity. These services reduce the adverse health effects of substance abuse, promote the health of the individual, and reduce the risk of transmission of disease. Services include brief screening, development of a service plan, individual or group counseling, updates regarding treatment availability, information and referral regarding HIV/AIDS and tuberculosis, information about the effects of alcohol and drug use on a developing fetus, and referrals to other health services. All County adult treatment providers must provide this service for a minimum of one (1) hour per month. I. Opiate Addiction Treatment Services: The County may pay for specialized treatment services provided for opiate addicted residents. A physician who is trained and certified to prescribe buprenorphine must provide direct services to people through a certified chemical dependency treatment program. J. Transportation: This service includes the provision of bus passes used to transport patients to and from chemical dependency inpatient treatment programs where no other source of funding is available. K. Urinalysis: This service refers to the provision of screening tests, to identify an individual s use of drugs or alcohol. There is a maximum limit of eight (8) tests per month for any individual. L. Youth Outpatient Treatment: Youth outpatient treatment services are outpatient chemical dependency assessment and treatment services provided to persons ages of age. Clients under the age of 10 may be served in programs designed exclusively for such clients. Services include clinical evaluation/assessment, group and individual therapy to the primary client and his/her family members or significant other, guidance counseling, case management (as defined by DASA), and educational information.. Drug Court Specific Services Island County Superior Court employs three different therapeutic courts to eliminate substance abuse among court-involved individuals. Accordingly, the Contractor shall ensure that the following components of drug court are met through the treatment provider: a. Treatment agency attendance at staff pre-hearings and court hearings b. Collaboration with therapeutic courts on the scheduling and assignment of random drug testing c. Timely and accurate treatment reports, as often as weekly d. Reports of non-compliance with treatment plan reported within 24 hours to include: missed appointments, missed drug test, suspected substance use, or any other violation of treatment plan e. Expedited access to treatment to include scheduled assessments for potential drug court individuals within 10 business days of referral. 7

8 5. Procurement Timeline Request for Qualifications Issued Monday, July 22, 2013 Applicant Conference Applications Due Tuesday, July 30, 1:00 p.m. at 402 North Main Street, Coupeville, WA Monday, August 19 th by 4:00 p.m. Select Provider & Award Notification Week of September 9, 2013 Contract Start Date Week of September 16, 2013 Applicant Conference The purpose of the conference will be to explain the RFP process and answer general informational questions. Attendance is not required. Following the Applicant Conference, an Addendum containing questions and answers will be distributed to all known recipients of the RFP documents. All applicants will be required to sign the Addendum Cover Sheet and submit it with their applications. No further inquiries, whether oral or written, will be accepted or answered after 4:00 pm on Tuesday, July 30, Specific Instructions The proposal needs to include the following: a. The Application Face Sheet (Attachment 2) b. The Certification of Compliance with Federal and State Rules and Regulations (Attachment 3) c. Copy of current insurance certification. d. Copy of most recent fiscal audit. e. Copy of Washington State Business License f. Proposed budget (Attachment 4) g. Attach three (3) current letters from groups or individuals with whom you have worked in partnership and/or collaboratively with. Please use no more than 8 pages to answer the following questions: 1. Describe the primary focus of your agency, its history and organizational structure. 2. Describe your agency s experience in delivering performance-based contracting and reporting outcomes. 8

9 3. Describe what Evidence Based Practices (EBP) you are currently using or you would use in your program. 4. What are your agency s quality control measures and mechanisms for ensuring sound financial and accounting practices? 5. Describe your agency s professional development training program for substance abuse treatment staff. 6. Describe your agency s experience and ability to provide services to people with co-occurring disorders. 7. Describe your agency s approach to Recovery Oriented Systems of care (ROSC). 8. With the changes coming such as Medicaid Expansion, DSM-5, etc. How are you positioning/preparing your organization for these changes? 9

10 Attachment 1 DBHR Low Income Guidelines FAMILY SIZE MONTHLY MEDIAN ANNUAL MEDIAN 1 $2,107 $25,278 2 $2,844 $34,122 3 $3,581 $42,966 4 $4,318 $51,810 5 $5,055 $60,654 6 $5,792 $69,498 7 $6,529 $78,342 8 $7,266 $87,186 9 $8,003 $96, $8,740 $104,874 Each additional member add $335 for monthly income 10

11 Attachment 2 Application Face Sheet Island County RFP #13-15 Chemical Dependency Treatment Services Applicant Information Name and Title of Authorized Representative: Name of Organization: Address: City Zip Code: State: Phone: Fax: Type of Organization (Please Check One): Incorporated as a private, not-for-profit corporation in the State of Washington, and granted 501 (c) (3) tax-exempt status by the U.S. Internal Revenue Service (IRS). Attach a copy of IRS determination letter to this face sheet. Incorporated as a private, for profit corporation in the State of Washington Government entity, public agency, or tribal organization Other Other Information 1. Employer IRS ID number/federal Tax ID number: 2. State of Washington Business License Number(s): Authorized Signature and Title Date Printed Name and Title 11

12 Attachment 3 CERTIFICATION OF COMPLIANCE WITH FEDERAL AND STATE RULES AND REGULATIONS I certify that will comply (Agency name) With all applicable Federal and State laws and regulations, and all terms and conditions of the Request for Proposal and the terms and conditions of any contract awarded by the County. These conditions include, but are not limited to: A. Compliance with Federal and State laws and regulations relating to the prevention of discriminatory employment practices and the current Washington State Department of Social and Health Services Non-Discrimination Plan and Minority Initiative. B. Compliance with Federal and State laws and requirements for safeguarding information. The use of disclosure by any party of any identifying information concerning a recipient or client for any purpose not directly connected with administration of the Department of Social and Health Services or the Contractor s responsibilities with respect to services provided under a contract with the County is prohibited except on informed consent of the recipient or client, his or her attorney, or responsible parent or guardian ; provided that, the County of Contractors may disclose information to each other or to the Department of Social and Health Services for purposes directly connected with the administration of their programs. Such purposes include but are not limited to determining eligibility, providing services and participating in an audit; provided further that, the County or the Contractor may disclose information for research, statistical monitoring and evaluation purposes conducted by appropriate Federal agencies and the Department of Social and Health Services. C. Other Entities to which information may be disclosed for the preceding purposes are those agents authorized by the Department of Social and Health Services in writing including the County and organizations and/or individuals under contract to the Department of Social and Health Services. Signature Printed Name Title Date 12

13 Attachment 4 PROVIDER BUDGET Period: 9/16/2013-6/30/2015* Applicant: A. PERSONNEL COSTS BUDGET CATEGORIES Contract Request Share of Cost (10%) Insurance Private Pay 1. Salaries, Taxes, Benefits TOTAL PERSONNEL COSTS B. OTHER EXPENSES 1. Professional/General Liability Insurance 2. Operating Supplies 3. Operating Services 4. Staff Training 5. Rent/Utilities 6. Independent Audit 7. Other: 8. Other: 9. Other: 10. Other: 11. Other: 13

14 TOTAL OTHER EXPENSES TOTAL PERSONNEL & OTHER EXPENSES Budget Prepared By: * Contract amount allocated 9/16/13-12/31/13: $134,635 Approximate amount for 1/1/14-6/30/15: $684,588 Name (Please type or print) Date This amount is subject to change once allocation is made. Please budget through the entire biennium. Signature of Authorized Official Date Name and Title (Please type or print) For County Use Only Signature of Reviewer Date 14

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