Contra Costa Behavioral Health Services Request for Proposals. Mental Health Services Act (MHSA) Mental Health Recovery Centers Questions and Answers
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1 Contra Costa Behavioral Health Services Request for Proposals Mental Health Services Act (MHSA) Mental Health Recovery Centers Questions and Answers Q1. In the Request for Proposals (RFP), the County announcement date is November 14, A1. The RFP states, All RFP submissions will be reviewed promptly and our goal is to announce either a selection or next steps by 5:00 p.m. on November 14th, This is an ambitious timeline and we will do our best to meet it. Given the tight timeline, it is Contra Costa Behavioral Health Services (CCBHS) intent to make an announcement as promptly as possible. Q2. Is the implementation timeline subject to change? And if so, would implementation follow a more or less aggressive timeline? A2. Yes, the implementation timeline is subject to change. There are multiple factors that could lead to a changed timeline-we hope to keep to the proposed timeline. Q3. Could the Mental Health Consumer Concerns (MHCC) contract be renewed? Even if an organization receives the highest score, the organization may not receive the contract award? A3. CCBHS cannot guarantee that the organization with the highest score will be awarded a contract. There are multiple factors that led to our releasing the RFP and it is possible that we will not change providers in the timeline listed in the RFP. Q4. Would both companies be operating at the same time, especially given the long timeframe? A4. Two agencies would not be operating the Centers at one time. The timeline is aimed at providing a minimal period of disruption to the current consumers utilizing the current centers. Q5. How does this transition affect the consumers who now have a relationship with MHCC, especially if there is no collaboration between the two agencies during the transition? A5 It is hoped that there will be collaboration between the current contractor and the contractor selected through the RFP process. CCBHS will do whatever it can to facilitate this partnership. Q6. The point value for having experience with peer-led/consumer-run services seems low, especially given the history of the organization currently providing services. Why? How is CCBHS defining peerled? If peer-led is not defined, respondents may be confused about whether they qualify. A6. The RFP uses the term peer-led, not consumer-run. The proposed service model must be peer-led. Proposals will not meet minimum scoring requirements if services are not peer-led. The point values found in the RFP correspond to how well a respondent describes its peer-led service model. It is recommended that potential bidders define peer-led in their proposals. Services are
2 to be peer-led; however, the organization overseeing the program does not have to be consumerrun. Q7. Can an organization submit a bid to run the Recovery Centers in one or two regions of the county? Q7. No, if an organization submits a bid, it must be for all three regions, East, West and Central County. Q8. There is quite a differential in award funds between the Central Center and the other two centers. Will Contra Costa County explain why the total amount of funding is not equal? A8. The reason is because there is already a Clubhouse in Central County which already provides some of the services described in the RFP. However, the Clubhouse does not serve all of the Central County consumers. The Recovery Centers in West and East County are the only organizations providing recovery support services in these regions of the county. Q9. Can the Central and East Centers be merged until need for separate locations have been justified? A9. Respondents have latitude during the transition period. CCBHS will entertain realistic transition plans; however, please not that some of the scoring is based on a strong transition plan for existing consumers. Q10. Does the 200 new clients mean there will be 200 in each region or 200 total? A10. Countywide, the contractor is expected to serve 200 unduplicated clients each year. Q11. Currently, what is the average daily attendance at each Recovery Center? How many unduplicated people were served in the past year? A11. West up to 40 clients a day; because the building is small, less than 20 clients are allowed in the facility at one time Central 20 to 35 clients East 16 to 20 clients The current contractor reports serving approximately 465 clients a year. Q12. What is the square footage of each Recovery Center? A12. CCBHS does not know the exact footage of the buildings. The Central County office houses the administrative offices of the organization. The East and Central County Recovery Centers are about the same size (perhaps about 1,500 square feet). The West County Center is considerably smaller (less than 1,000 square feet). Q13. If a new organization is chosen to provide services, is the organization expected to use the same buildings? A13. Respondents should address this in their transition plan. Some current consumers have stated they would like to continue to receive services at the same sites, but CCBHS is open to a variety of transition plans. Q14. Will the new provider be obligated to fulfill the current leases, such as car leases, copy machines, building rents, computers, etc. or can the new provider stop those, if they like, and start new ones with other vendors?
3 A14. CCBHS does not hold the leases. New providers are under no legal obligation to assume existing leases. Q15. Is Contra Costa County willing to front load 2-3 months of the 18 month funding to assist a new provider on starting up the program and/or taking over existing leases? A15. CCBHS does not have the ability to advance monies. That being said, CCBHS can produce documentation stating it intends to contract with the selected organization. This documentation can be used to negotiate leases. There are no additional start-up costs associated with the contract. Respondents can include start-up one-time costs in their transition plan. Q16. Is it the expectation of the County that there will be an interruption of services during the transition? A16. It is CCBHS intent to prevent an interruption in service. But, given the short-time line, CCBHS recognizes confounding variables may cause a service interruption. Q17. Will Contra Costa County be requesting RFP applicants for the current Patients Rights contracts? A17. These services will not be a part of this RFP. Q18. Does the current contractor provide transportation to its centers? A18. The current contractor has one van it uses to transport clients. Q19. Transportation is not mentioned in the RFP. A19. There is no prescription in the RFP; it is left up to the respondents to address this issue. Q20. How much of the existing centers equipment belongs to Contra Costa County and how much belongs to the current vendor? Knowing this will help in deciding how much equipment needs to be purchased. A20. Respondents should plan with the assumption that there will be no equipment available from the existing contractor. Q21. What are the current rents and other fixed costs? A21. CCBHS does not prescribe these values. Respondents are responsible for their own due diligence around researching local costs. It is the assumption of CCBHS that all respondents propose their costs. Q22. On page 6 of the RFP, section III B item e, How appropriate health, mental health, co-occurring disorders, housing, social, educational and employment resources are engaged, included, and positively reinforced in each consumer s WRAP, I do not understand the use of the word engaged in this context. A22. Utilization of a WRAP plan is voluntary by all consumers. That said, it is hoped that respondents will utilize WRAP as a cornerstone of program delivery and integrate resources into WRAP plans when they exist. Q23. How many volunteers are there at each site, and what, if any, is the current reimbursement amount for each volunteer?
4 A23. Volunteers are not currently paid, but respondents can include this in their proposals if they wish. Q24. Are respondents limited to the list of appendices or can they attach more? A24. Respondents are not prohibited from providing additional appendices if they choose. If a respondent chooses to submit additional appendices, he/she should consider how these appendices will improve his/her score. Q25. Does CCBHS have a defined eligibility/verification protocol? Is there a defined target population? Do the 200 unduplicated clients have to be in CCBHS System of Care? A25. Respondents should outline their protocols and define their target population. Currently, the centers allow consumers to self-identify. The RFP does not state whether the 200 clients need to be receiving services from CCBHS System of Care. Q26. Is there additional funding available? A26. The Mental Health Services Act budget has been fully committed. Responses should be based on the funding listed in the RFP. Q27. For consumers currently attending the Centers, what is their stage of recovery? A27. CCBHS has defined levels of care, from acute inpatient services to community-based wellness services. The current centers are open to all consumers, regardless of where each individual is in their recovery. Q28. Is Contra Costa County willing to share their concerns as to why they are seeking an RFP at this time or is this just a normal RFP cycle for the centers contract? A28. CCBHS does not discuss contract issues with outside organizations. CCBHS wants to ensure that the consumers currently receiving services will continue to receive comparable services after January 1. Q29. What is the staffing pattern at each site and do existing staff have time-certain contracts? A29. Existing staff do not have time-certain contracts. Each respondent is responsible for determining the appropriate level of staffing needed to fulfill their proposal Q30. Will the new provider be utilizing the current administration office of MHCC? A30. Respondents should address this in their transition plan. Q31. What are the current kitchen facilities at each site, and are meals cooked on site or brought in? A31. Each facility has a kitchen but they are not licensed. Q32. My understanding from our conversation is that while each proposal must be submitted by one entity (and must include developing and operating all three centers); nothing precludes more than one agency being involved in actually providing the services. Is this correct? A32. Yes, this is correct.
5 Additional Notes Some organizations have stopped by the current centers unannounced and have disrupted services. The current contractor has indicated that they are happy to provide tours, but they ask that anyone interested in visiting the centers make an appointment and not just show up. This is a competitive bid process. Applicants are asked to submit any questions regarding the current contractor s current programming and/or facilities to CCBHS. CCBHS will forward the questions to the current contractor and distribute any responses it receives to all individuals who attended the bidder s conference.
I. General Instructions
Contra Costa Behavioral Health Services Request for Proposals Mental Health Services Act (MHSA) Mental Health Recovery Centers October 16, 2013 I. General Instructions Contra Costa Behavioral Health Services
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