FY 2015-16 and ongoing Mental Health Crisis Evaluation Services

TUOLUMNE COUNTY HUMAN SERVICES AGENCY BEHAVIORAL HEALTH DEPARTMENT Request For Qualifications (RFQ) SPECIFICATIONS, TERMS, & CONDITIONS For: FY 2015-16 and ongoing Mental Health Crisis Evaluation Services Tuolumne County Behavioral Health Department 2 South Green Street Sonora, CA 95370 ATTN: Rita Austin, LCSW RFQ CONTACT INFORMATION http://www.tuolumnecounty.ca.gov Click on Behavioral Health Department, then Current RFQs * This RFQ will remain open. Proposals received will be evaluated on at least a quarterly basis for potential inclusion on the County s Qualified Provider List. Notice of this open RFQ will be published at least annually. 1

I. INTRODUCTION/PROGRAM OVERVIEW Tuolumne County through its Department of Behavioral Health (TCBHD) seeks to establish a list of qualified persons to provide after hours and/or weekend crisis evaluation services ( Qualified Provider List ). The County intends to contract with all qualified applicants to work at the direction of TCBHD, and receive stand-by pay of $6.50 per hour, a call out flat rate of $75.00, per contact, and payment for mileage when on official business using the County s reimbursement rate. The County reserves the right to determine the order in which it contracts with qualified providers to allow the greatest flexibility in coverage. Upon the exhaustion of the Qualified Provider List, the County intends to reuse the List. Additional qualified providers may be added to the Qualified Provider List as detailed below. The responsibility of this contract position is to provide psychiatric assessment at Sonora Regional Medical Center services when an individual requires evaluation for possible inpatient psychiatric services. If a person is determined to be a danger to self or others or is unable to meet his/her basic needs due to a mental disorder, involuntary detention under a 5150 is imposed. TCBHD provides a behavioral health crisis response system 7 days/24-hour through the Call or Walk-In Services and will work with the hospital emergency department for placement and transportation once the evaluation has been determined. II. SCOPE OF WORK It is the County s intent to contract with an individual(s) from the Qualified Provider List to provide after hours and/or weekend crisis evaluation services. Contracts with multiple qualified providers may be used to best coordinate and accommodate reasonable hours and days. A qualified applicant will be responsible for coordinating closely with the Call, Walk-In Services Team and Behavioral Health Clinical Manager or Supervisor. Duties of a qualified applicant will include: Provide after hours and/or weekend crisis evaluation as arranged. Provider must be prepared to provide services 24 hours per day for weekends and holidays and/or from 5 PM to 8:00 AM weekdays though hours may be shortened based on Walk-In staffing or the Provider may apply based on select availability for only certain days or times. Report regularly to the Clinical Manager or Supervisor and Crisis Intake Team regarding any problems or progress specific to individuals assisted. Submit documentation as required. Minimum Qualifications The Review Committee will consider all applicants whose proposals comply with the following criteria: An eligible candidate must be licensed or licensed eligible as LCSW, MFT or Clinical Psychologist w/crisis intervention exp. preferred. 2

Other Desired Qualifications: Experience in current practice of behavioral health clinical services in a public sector is desired. This includes knowledge of communitybased practice, evidence-based program development and dual diagnosis expertise. III. APPLICATION INSTRUCTIONS: The term of a contract awarded under this RFQ will be for one (1) year with an option to extend for an additional year. The design of this RFQ response is at the discretion of the applicant, but must include the information listed below. 1. COVER PAGE print, complete and sign cover page found on the last page of this document (page 10). 2. APPLICANT QUALIFICATIONS Three (3) pages are allowed, not including attachments. Please include the following information: Detail your education history, including the following: School Name and Address Dates Attended Diplomas/Degrees Obtained Attach proof of California licensure or registration for licensure for an LCSW, MFT or Clinical Psychologist. Describe your experience with providing the desired after hours and/or weekend crisis evaluation services. Include experience in providing the same or similar crisis evaluation services and activities to state and county government agencies, non-profit and/or private agencies. Provide a minimum of three professional references. 3. FORMAT INSTRUCTIONS: Statement of qualifications for this proposal is to be straightforward, clear, concise and responsive to the information requested. In order for proposals to be considered complete, respondents must provide all information requested in the Application Instructions. Proposals must be prepared in the format provided by the County with this RFQ: Proposals must be printed, one side only, on white 8 ½ by 11 paper. The response to each section of the RFQ Response Package must be limited to the number of pages specified. The space limitations indicated will be strictly enforced. Each respondent must submit one original proposal with an original signature on the COVER LETTER (page 10 of RFQ) and TWO (2) 3

additional copies of the signed proposal. The original must be clearly marked ORIGINAL. IV. SUBMITTERS QUESTIONS Questions regarding this RFQ release must be submitted in writing (email acceptable). Questions will not be accepted by telephone, facsimile (Fax), or orally. The County reserves the right to decline a response to any question if, in the County s assessment, the information cannot be obtained and shared with all potential applicants in a timely manner. The County will email and post answers to all questions on the TCBHD website: http://www.tuolumnecounty.ca.gov. Once at the Tuolumne County website, click on Behavioral Health then Current RFQs. Questions should be addressed to: Mental Health Crisis Evaluation Services 2012/2013 RFQ and ongoing Tuolumne County Behavioral Health Department Attn: Rita Austin, LCSW (209) 533-6257 2 South Green Street Sonora, CA 95370 Or by email at: RAustin@co.tuolumne.ca.us Questions regarding this RFQ and the Qualified Provider List may be submitted to the above individual. Answers to such questions will be posted on the TCBHD website at least quarterly. V. PROPOSAL DEADLINE For consideration for the Qualified Provider List, sealed proposals must be received at TCBHD, Administration Office, If mailed the address is as follows: Tuolumne County Behavioral Health Department Attention: Rita Austin, LCSW 2 South Green Street Sonora, CA 95370 If hand delivered the physical address is as follows: Tuolumne County Behavioral Health Department Administration Office Attention: Rita Austin, LCSW 105 Hospital Road Sonora, CA 95370 4

Proposals will be received only at the addresses shown above. No telegraphic, e- mailed, or facsimile proposals will be considered. All proposals must be received and time stamped at the stated address on or before the time designated. A time stamp shall be considered the official timepiece for the purpose of establishing the actual receipt of proposals. Any proposals submitted will be considered for inclusion on the Qualified Provider List at least quarterly. VI. GENERAL CRITERIA FOR ACCEPTANCE OF PROPOSAL: Non-Discrimination and Confidentiality of Data Requirements: The prospective applicant shall assure that there will be no discrimination in hiring or the delivery of services on the basis of race, color, religion, national origin, sex, age, marital status, disability, sexual orientation, or political affiliation. The applicant shall further assure the safeguarding of confidentiality of information in accordance with 45 CFR Part 164, Security and Privacy and Section 10850 of the Welfare and Institutions Code. VII. SELECTION PROCESS: A. The County will review the submitted proposals for conformity with the qualifications requested in this RFQ. All applicants who are deemed qualified by the Review Committee will be placed on the County s Qualified Provider List. Qualified applicants will be placed on the Qualified Provider List in no particular order. B. It is the intention of the County to enter into contracts with the providers in the order listed on the Qualified Provider List. The County reserves the right to award contracts with multiple qualified providers to best coordinate and accommodate reasonable hours and days which, in the sole judgment of the County, best accomplishes the desired results. C.; All qualified applicants will be notified of their placement on the Qualified Provider List. The County will notify, in writing, the qualified provider(s) whose proposal(s) is selected for contract award and of the general assurances and certifications required. D. Negotiation: The County reserves the right to negotiate with any individual, agency or organization on the Qualified Provider List. Items that may be negotiable include: term of Agreement and schedule. E. Proposals Not Selected: Applicants whose proposals are determined not to qualify will be notified in writing of the rejection. F. Applicants listed on the Qualified Provider List may request removal from the List in writing to the County. 5

VIII. INSURANCE REQUIREMENTS Qualified providers must submit the following items to the County within fifteen (15) days of receipt of notification of contract award: 1. Certificate of insurance for the following: a) Worker s Compensation in compliance with the statutes of the State of California. b) General Liability insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and $100,000 for property damage. The certificate of insurance shall indicate the aforementioned. c) Automobile Liability insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and $100,000 for property damage. This insurance shall cover for bodily injury and property damage, owned automobiles, and non-owned automobiles. d) Professional Negligent Errors and Omissions insurance, during the entire term of the Agreement, Provider shall maintain in full force and effect, professional negligent errors and omissions liability insurance, which shall include the following provisions: The policy limits of said insurance shall not be less than one million dollars ($1,000,000) per claim. Provider shall endeavor to maintain insurance that for a period of no more than one year following completion of the Agreement. In the event Provider fails to provide such insurance or to pay premiums thereon for the period required following completion of the Agreement, County shall have the right to pay such premiums as are reasonable and commercially available, on behalf of Provider and to deduct the costs thereof from any sums then owing to Provider. If at any time any of the said policies shall be reasonably unsatisfactory to the County, as to form or substance or if a company issuing such policy shall be reasonably unsatisfactory to the County, the Provider shall promptly obtain a new policy, submit the same to the Risk Manager for approval and submit a certificate thereof as hereinabove provided. Upon failure of the Provider to furnish, deliver or maintain such insurance and certificates as above provided, this Agreement, at the election of the County may be forthwith declared suspended, or terminated. Failure of the Provider to obtain and/or maintain any required insurance shall not relieve the Provider from any liability under this Agreement, nor shall the insurance requirements be construed to 6

conflict with or otherwise limit the obligations of the Provider concerning indemnification. The County, its elected and appointed officials, officers, employees, agents and volunteers ( additional insureds ) shall be named as an additional insureds on automobile and general liability insurance policies required herein. The Provider s insurance policy(ies) shall include a provision that the coverage is primary as respects to the additional insureds (to the extent of the Provider s negligence in the performance of its services under this Agreement); shall include no special limitations to coverage provided to additional insureds under the automobile and general liability policies; and, shall be placed with insurer(s) with acceptable Best s rating of A:VII or with approval of the Risk Manager. IX. CONTRACT AWARD APPEAL PROCEDURES The following procedure is provided in the event that an applicant wishes to protest the process, determination of qualification/disqualification or appeal the recommendation to award a contract(s) once the Notices of Award/Non-Award have been issued. Any proposal protest must be submitted in writing to TCBHD, Administration Office, 2 South Green Street, Sonora, CA 95370, Attention: Rita Austin, LCSW. The protest must be submitted before 3:00 p.m. within five (5) business days following the date of the Notice being challenged. The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e- mail address of the person representing the protesting party. The procedure and time limits are mandatory and are the applicant s sole and exclusive remedy in the event of a Protest. 1. Applicant s failure to comply with these procedures shall constitute a waiver of any right to further pursue the Protest, including filing a Government Code claim or legal proceedings. Within ten (10) working days of receipt of written protest/appeal, the TCBHD Director will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise an appeal/protest decision. X. EVALUATION CRITERIA FOR PROPOSALS TCBHD will evaluate the submitted Proposals to determine each Applicant s responsibility and responsiveness. 7

A responsible Applicant is one whose Proposal substantially complies with all requirements of the RFQ. The Review Committee will evaluate proposals according to the following criteria: A. Completeness of Response (RFQ) (pass/fail) B. Education (20 points) C. Experience (20 points) D. References (20 points) E. Personal Interview (40 points) An applicant whose proposal receives a score of 75 points or higher with a complete response will be deemed a qualified applicant and placed on the Qualified Provider List. XI. INTERVIEWS Applicants will be notified if their proposal will be considered by the Review Committee. Selection criteria utilized by the Review Committee during interviews will mirror the selection criteria listed above, subject to modification if needed. XII. FINAL CONTRACT After the Review Committee has compiled the Qualified Provider List and selected the Provider(s), the Provider(s) and County will negotiate the terms and conditions of the Agreement. The Agreement contains standardized clauses based on County Policies which address standard issues including, but not limited to: independent contractor, insurance requirements, non-assignment, hold harmless clauses, and progress payments. XIII. PROPOSED REVIEW ACTIVITIES AND TIMELINES Activity Date Release of Published RFQ Initial Deadline for all Questions Initial Deadline for RFQ Responses to County Initial Applicant interviews Ongoing Ongoing Ongoing 8

Initial Deadline for Appeals/Protest Initial Contract(s) executed for 1 Year Cycle from date contract signed Ongoing Ongoing Upon expiration/termination of the initial contract(s), the County will award subsequent contracts under substantially similar terms to other providers in order as listed on the Qualified Provider List. Upon exhaustion of the Qualified Provider List, the County will reuse the List in the same order. The County will notify the individuals on the Qualified Provider List in writing of any substantive changes in terms of the RFQ. Proposals submitted will be evaluated on at least a quarterly basis for inclusion on the Qualified Provider List. This open RFQ will be advertised on at least an annual basis. 9

Mental Health Crisis Evaluation Services Cover Letter Each respondent must submit one original proposal with an original signature on the COVER LETTER and TWO (2) additional copies of the signed proposal. The original must be clearly marked ORIGINAL. This proposal is submitted for consideration of inclusion on the County s Qualified Provider List I accept the terms and conditions contained in the Request for Qualifications (RFQ) package. I certify that all statements in this proposal are true. Typed or Printed Name: Date: AUTHORIZED SIGNATORY Name Specialty License # Signature Date Address Phone Fax E Mail Address As the Authorized Signatory, you will be named to receive payments. You will also retain primary financial and legal responsibility for contract. 10