1-2882 - Specifications - Final.pdf

DENTON COUNTY, TEXAS

REQUEST FOR PROPOSAL

PSYCHIATRIC SERVICES

RFP #25-2882

DENTON COUNTY, TEXAS

REQUEST FOR PROPOSAL

Psychiatric Services

RFP #25-2882

I. GENERAL CONDITIONS

A. INSTRUCTIONS: Proposers may submit proposals electronically by uploading documents required in Section II. Evaluation, at Denton County partner’s website, Bonfire at https://dentoncounty.bonfirehub.com. Refer to Exhibit A for Bonfire submittal instructions. Refer to Exhibit B for paper submittal instructions. If submitting electronically, do not submit paper documents. If you choose to submit in hard copy, submit one original paper copy of your submittal to the office of the Director of Purchasing:

Denton County Purchasing Department 1 Courthouse Drive, Suite #2300

Denton, TX 76208

Proposals shall be received prior to: 2:00 P.M. Central Standard Time (CST), Thursday, January 08, 2026

Denton County is always very conscious and extremely appreciative of the time and effort you must expend to submit an offer. We would appreciate your indicating on any "NO OFFER" response any requirements of this RFP which may have influenced your decision to "NO OFFER".

B. PROPOSALS SHALL include all required documents. Electronic proposals shall be submitted via Bonfire following the instructions for electronic submittal included in Exhibit A.

C. IT IS UNDERSTOOD THAT Denton County, reserves the right to accept or reject any and/or all proposals as it shall deem to be in the best interest of Denton County.

Receipt of any proposal shall under no circumstances obligate Denton County to accept the lowest proposal. The award of the contract shall be made to the responsible proposer whose proposal is determined to be the lowest and best evaluated offer resulting from negotiation, taking into consideration the relative importance of price and other evaluation factors set forth in the request for proposal.

D. LATE PROPOSALS: Proposals received in County Purchasing Office after submission deadline shall be returned unopened and will be considered void and unacceptable.

Denton County is not responsible for lateness of mail, carrier, etc., and time/date stamp clock in Purchasing Office shall be the official time of receipt.

E. ALTERING PROPOSALS: Any interlineation, alteration, or erasure made before receiving time must be initialed by the signer of the proposal, guaranteeing authenticity.

F. WITHDRAWAL OF PROPOSAL: A proposal may not be withdrawn or cancelled by the proposer for a period of ninety (90) days following the date designated for the receipt of proposal, and proposer so agrees upon submittal of their proposal.

https://dentoncounty.bonfirehub.com/

G. PROPOSALS WILL BE received and publicly acknowledged at the location, date, and time stated above. Proposals shall be received and acknowledged only so as to avoid disclosure of the contents to competing proposers and kept secret during the negotiation/evaluation process.

H. SUBMITTAL OF CONFIDENTIAL MATERIAL: The Owner considers all Proposal information, documentation and supporting materials submitted in response to this Request for Proposal to be non-confidential and/or non-proprietary in nature, and therefore, shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Sec. 552.001, et seq.) after the award of the contract except for trade secrets and confidential information which the Proposer identifies as proprietary. Any material that is to be considered as CONFIDENTIAL/PROPRIETARY in nature must be clearly marked on each applicable page as such by the proposer.

Marking your entire proposal CONFIDENTIAL/Proprietary is not in conformance with the Texas Public Information Act (Texas Government Code, Sec. 552.001, et seq.).

I. DISCLOSURE OF CERTAIN RELATIONSHIPS: Chapter 176 of the Texas Local Government Code requires that any proposer or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the proposer or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of Denton County no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed as defined in 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. A copy of the law is available at:

http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm. The forms for reporting are available online.

By submitting a response to this request, the proposer represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code.

If required, send completed forms to the Denton County Clerk's Office located at 1450 E.

McKinney, Suite 1103, Denton, TX 76209-4524.

J. DISCLOSURE OF INTERESTED PARTIES: In compliance with Section 2252.908 of the Texas Government Code, Denton County Commissioners Court may not enter into a contract with a business entity as a result of acceptance or award of this solicitation unless the business entity submits a disclosure of interested parties form as required by this statute. Notification will be given to the business entity recommended for award upon which the business entity will be required to submit the completed form prior to award.

A copy of this law is available at http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm. The on-line form is available at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. The Definitions are included in Chapter 46, Ethics Commission Rules are available online.

http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

K. PROHIBITION OF CONTRACT WITH CERTAIN COMPANIES:

Vendors/Contractors/Providers must be in compliance with the provisions of §2252.152 and §2252.153 of the Texas Government Code, which states in part, contracts with companies engaged in business with Iran, Sudan or Foreign Terrorist Organizations are prohibited. A governmental entity may not enter into a contract with any company listed on the Comptroller of the State of Texas website identified under Section 806.051, 807.051 or Section 2252.153, which do business with Iran, Sudan or any Foreign Terrorist Organization. By submitting a signed response to this solicitation, contractor verified to Denton County that it is not on any such list.

Pursuant to Texas Government Code Chapter 2274, Contractor verifies the following:

(1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

L. CHAPTER 2271 VERIFICATION: Denton County is legally prohibited from contracting for goods and services unless the contract contains written verification from the contractor that it does not, and will not during the term of the contract boycott Israel as described in Texas Government Code §808.001(1). By submitting a response to this solicitation, the Proposer is affirming compliance with Chapter 2271 of the Texas Government Code.

M. INFORMATION/QUESTIONS: All questions shall be posted to Denton County’s on-line bidding service, Denton County Bonfire Portal by the stated deadline. All questions and answers will be posted online at Denton County Bonfire Portal. Proposers are responsible for ensuring all answers to questions are reviewed prior to proposal submittal. Answers provided to posted questions address minor irregularities and are for clarification purposes only and do not revise or modify the specification requirements. Answers to questions that result in revisions to the specifications will be addressed by Addendum. No oral statement of any person shall modify or otherwise change, or affect the specifications.

N. ADDENDA: Addenda are written changes, additions, alterations, corrections or revisions to specifications which change the scope of work. Any addenda issued during the time allowed for the preparation of proposals shall be covered in the proposal and, in executing the contract; they shall become a part thereof. Failure of a Proposer to receive any addendum shall not release the Proposer from any obligations under his proposal, provided said addendum was posted and distributed by Denton County Bonfire Portal. Proposers are responsible for ensuring all addendums are reviewed prior to proposal submittal. All addenda can be reviewed at Denton County Bonfire Portal

O. TERM: The initial term of the contract will be effective March 1, 2026, or upon execution of the contract, whichever is the latter, for a one (1) year period, with an option to renew for four (4) additional one-year terms at the discretion of Denton County Commissioners Court.

P. PROPOSER RESPONSIBILITY: It is the responsibility of each proposer before submitting a proposal:

1. To examine thoroughly the contract documents and other related data identified in the proposal documents, to visit the site to become familiar with and satisfy https://dentoncounty.bonfirehub.com/portal/?tab=openOpportunities https://dentoncounty.bonfirehub.com/portal/?tab=openOpportunities https://dentoncounty.bonfirehub.com/portal/?tab=openOpportunities https://dentoncounty.bonfirehub.com/portal/?tab=openOpportunities https://dentoncounty.bonfirehub.com/portal/?tab=openOpportunities proposer as to the general, local, and site conditions that may affect cost, progress, performance, etc.

2. To consider federal, state, and local laws and regulations that may affect costs, progress, performance or furnishing of the work.

3. To study and carefully correlate proposer’s knowledge and observations with the contract documents and such other related data.

4. To promptly notify the County Director of Purchasing of all conflicts, errors, ambiguities, or discrepancies which proposer has discovered in or between the contract documents and such other related documents.

Q. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE PROPOSERS: Proposer shall submit information on its organization, experience and staff assigned to the project;

provide headquarters, nearest office and managing office for the projects stated herein;

and show level of organizational responsibility of key projects of staff members by submitting resumes of such. A prospective proposer must affirmatively demonstrate its responsibility by providing evidence of the following requirements:

1. Have adequate financial resources, or the ability to obtain such resources as required;

2. Be able to comply with the required or proposed delivery schedule;

3. Have a satisfactory record of performance;

4. Have a satisfactory record of integrity and ethics; and

5. Be otherwise qualified and eligible to receive an award.

Denton County may request representation and other information sufficient to determine proposer's ability to meet these minimum standards listed above.

R. SALES TAX: Denton County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the proposal price shall not include taxes.

S. DEBT: Denton County reserves the right to reject any proposal submitted by a Proposer who owes a debt to the County. Debt includes delinquent taxes, fines, fees and delinquencies arising from written agreements with the County.

T. PROPOSALS/PROPOSERS MUST COMPLY WITH: Proposals/proposers must comply with all federal, state, county and local laws governing or covering this type of service.

U. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) CONTRACTING:

1. The goal of Denton County is to ensure all HUBs, as described in the Texas Government Code, Title 10 Subtitle D, Chapter 2161, have maximum opportunities to participate in the County’s procurement in awarding of contracts and subcontracts.

2. Denton County will make a good faith effort to increase contract awards for the purchase of goods or services from the HUBs. HUB proposers are encouraged to participate in the county’s purchasing and procurement process. While the County is oriented to adhere to good faith efforts, nothing in this effort shall be construed to establish set-asides or mandatory quotas.

3. The County and all prime contractors (if subcontracts are to be let) will take the affirmative steps listed below:

a. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists.

b. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources.

c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women’s business.

d. Establishing delivery schedules, where the requirements permit, which encourage participation by small and minority business, and women’s business enterprises.

e. Using the services and assistance of the Small Business Administration, the Minority Business Development Agency of the Department of Commerce and the Texas Procurement and Support Services (TPASS) Centralized Master Bidders List HUB Directory.

II. EVALUATION CRITERIA AND SUBMITTALS

A. INITIAL EVALUATION CRITERIA: The award of the contract shall be made to the responsible proposer whose proposal is determined to be the lowest evaluated offer resulting from negotiations, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals in accordance with the Texas Local Government Code, Chapter 262. The evaluation criteria will be grouped into percentage factors as follows:

30% Qualifications and Relevant Experience 30% Methodology and Proposed Approach 40% Proposer’s Total Price

B. COMPETATIVE RANGE CRITERIA: Discussions may be conducted with responsible proposers who submit proposals determined to be reasonably susceptible of being selected for award. All proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. Revisions to proposals may be permitted after submission and before award for the purpose of obtaining best and final offers as determined to be in the best interest of Denton County.

60% Interview 40% BAFO (Best and Final Offer)

C. INTERVIEWS: Short-listed firms will be contacted at the end of the initial evaluation to request the necessary submittal documents to appropriately answer questions the evaluation committee may have for the proposers.

D. SUBMITTALS: : Submittals may be submitted electronically (Refer to Exhibit A) or in paper form (Refer to Exhibit B), as per the instructions in Section II of these specifications. For proper evaluation, Denton County requests that regardless of the submission type, all proposals follow the format as outlined below

Tab 1 - Contractor Background Information

a. Submit background information including principal place of practice, length of existence, breadth of experience and expertise, management structure, and any other information that demonstrates relative qualifications and experience.

b. Lead Doctor– Identify the proposed Lead Doctor and include a resume. Also include an organization chart of the proposed doctors partnered to cover services required by Denton County throughout the year. Include resumes for each doctor and list their specific roles in the firm/partnership.

c. Provide a copy of psychiatrist(s) license(s).

d. Provide a copy of certification from American Board of Psychiatry and Neurology (ABPN). If utilizing the services of a psychiatric resident they must be in an accredited residency program.

e. Complete the Vendor Reference Questionnaire in Bonfire, including a list of at least three (3) references with similar projects that have been performed by your firm. Provide description and schedule of projects with name of firm, address, telephone number, e-mail address, and name of representative.

f. Complete the Vendor Acknowledgement Questionnaire in Bonfire.

g. Address any performance related litigation that your firm may be, or has been, involved in over the last five (5) years.

h. Identify if your firm has had any contracts terminated due to non-performance over the last five (5) years.

i. Identify adverse actions sanctioned by any regulatory authorities over the last five (5) years.

Tab 2 - Methodology to meet Denton County needs

a. Provide a summary statement identifying your firm’s understanding of the services desired and the manner in which coordination and the exchange of information will be assured between all parties. Include the proposed approach and/or methodology to deliver services on a weekly basis throughout the year taking into consideration that services will be required regardless of provider’s scheduled vacations.

b. Identify anything you would require the County to provide.

c. Complete and return page 1 of Exhibit C with your response regarding the acceptance of the terms and conditions listed in the sample contract. If you take any exceptions, list them in the designated section for County review.

Tab 3 - Proposal Pricing/Delivery – Complete the pricing form in Bonfire. Pricing shall be itemized for the monthly fee for all listed services within the maximum hours and for the hourly rates in excess of the maximum as requested in this proposal. Brief notes referencing specific line items may be included, if necessary, for explanation.

III. SCOPE OF WORK

A. Purpose – The purpose of this Request for Proposals (RFP) and any resulting contract is to obtain proposals from qualified firms or partnerships to provide Psychiatric Services for the Denton County Probate Court in support of involuntary commitment hearings. These hearings are conducted in accordance with the Texas Health and Safety Code, Title 7, Subtitle C (Texas Mental Health Code, Chapters 571–578). Services will include performing patient examinations for County Court at Law No. 1.

B. Duties of Physician – As an independent contractor under this agreement, the Physician agrees to perform, on behalf of the County, the following duties as the Denton County Mental Health Court Physician:

Scope of Services – Probate Courts

1. The Physician (as an independent contractor) shall provide the following services in support of the Denton County Probate Court mental health docket:

a. On-Site Status Examinations

i. Review patient records and related case information.

b. Conduct interviews with proposed patients.

c. Evaluate the condition and mental status of proposed patients

2. Certificates of Medical Examination

Prepare and provide a Certificate of Medical Examination in accordance with the Texas Mental Health Code, using the Court-approved form. (See Exhibit D.)

3. Physician’s Affidavits;

Prepare and attach a qualifying Physician’s Affidavit to each Certificate of Medical Examination, including:

a. Determination of whether the proposed patient is a danger to self or others, or presents a risk of deterioration, and other findings required by applicable law.

b. A narrative diagnosis applicable to each case.

c. Recommendations regarding a treatment plan, if appropriate.

4. Testimony Related to Certificates

Provide live testimony in support of the Physician’s Certificate of Medical Examination or, when applicable, in support of another physician’s certificate.

5. Examinations for Psychoactive Medication Hearings

Conduct examinations of patients related to psychoactive medication hearings and provide written reports as required by law.

6. Court Testimony - Provide live testimony as required for the following matters:

a. Temporary Commitment Hearings (Texas Health & Safety Code § 574.031)

b. Extended Commitment Hearings (Texas Health & Safety Code § 574.035)

c. Psychoactive Medication Hearings (Texas Health & Safety Code § 574.106)

d. Probable Cause Hearings (as necessary on an emergency basis)

e. Any contested matter on the Mental Health docket requiring expert testimony or where a Magistrate’s Order has been issued

f. Hearings before the Probate Guardianship Court when called as the Court’s expert regarding a person who is, or has been, a respondent on the Mental Health docket.

C. Qualifications of the Contracting Physician

1. Licensure – Hold an M.D. and be licensed to practice medicine in the State of Texas by the Texas Medical Board (formerly the State Board of Medical Examiners).

2. Board Certification – Be certified by the American Board of Psychiatry and Neurology.

3. Oath Requirement – Comply with the statutory requirement to take and subscribe to the official oath, and file the oath and appointment with the Texas Department of State Health Services (formerly Texas State Board of Health), as required by applicable law.

D. Interviews - Provider will be required to interview family members of patients as needed to support examinations, diagnoses, or court proceedings.

E. Scheduling - Provider will work with Denton County Probate Courts to determine a schedule that includes one morning and two afternoons per week and best meets the needs of Denton County. Provider will be responsible for providing contingency services during scheduled vacations or unanticipated absences. Services are not required when Denton County offices are closed. Refer to Exhibit E for the County’s sample holiday schedule.

F. Compensation

1. Provider shall provide services deemed necessary or required by the Court or Parties to proceedings as determined by the Denton County Probate Judge for a fixed fee on a monthly basis, not to exceed forty (40) hours in any single month, during the initial term of this contract. The number of hours of services by the Physician shall not exceed one hundred twenty (120) hours per quarter, or not more than thirty-nine (39) days per quarter.

2. In addition to the monthly fee, the Proposer must include an hourly rate to be assessed in the event that the Physician is required to expend more than forty (40) hours in any month. Denton County requires that an itemized invoice be presented to the Court each month for payment.

3. Ninety days prior to annual expiration of contract term, Denton County will assess required hours and determine if an increase or decrease in the maximum hours per month and/or quarter may be required. If a change is determined, the

Provider’s monthly rate will be adjusted proportionately based on the monthly fee established for 40 hours per month in the initial term.

G. Conflict of Interest - The Provider shall not, directly or indirectly, engage in any activities during the contract term that conflict with the best interests of Denton County.

Scope of Services - County Court at Law 1

1. The provider shall perform on-site status examinations of patients, including:

a. Reviewing patient records and relates case information.

b. Conduct interview with proposed patients.

c. Evaluate the condition of mental status of proposed patients.

2. Certificates of Medical Examination - Provide the Court with a Certificate of

Medical Examination in accordance with relevant statutes and case law, using the Court-approved form. (See Exhibit D.)Prepare and attach a qualifying

3. Physician’s Affidavit to each Certificate of Medical Examination as above referenced.

a. Determining whether the proposed patient is a danger to self or others, presents a risk of deterioration, or meets other criteria required by applicable law.

b. Provide a narrative diagnosis of each patient as applicable to each case.

c. Provide a recommendation regarding a treatment plan, if any, for the patient.

A. Qualifications of the Contracting Physician

1. M.D. licensed to practice in the State of Texas by the State Board of Medical

Examiners.

2. Certified as Diplomat of the American Board of Psychiatry and Neurology.

3. The physician must agree to take and subscribe to the official oath and file copy of the oath and appointment with the Texas State Board of Health.

B. Testimony - Provide live testimony in support of his, or another physician’s, Certificate of Medical Examination.

C. Interviews - Provider will be required to interview family members of patients as needed.

D. Scheduling - Provider will work with Denton County Court at Law 1 to schedule visits as required. Services will be requested as needed and may be up to 5 visits per year.

Services of the provider are not required when Denton County offices are closed.

Refer to Exhibit E for sample holiday schedule.

E. Compensation - The Proposer must include an hourly rate to be assessed for providing services required for County Court at Law 1. Denton County requires that an itemized invoice be presented to the Court each month for payment.

IV. GENERAL CONTRACT TERMS AND CONDITIONS

A. CONTRACT: This request for proposal, submitted documents, and any negotiations, when properly accepted by Denton County, shall constitute a contract equally binding between the successful proposer and Denton County. No different or additional terms will become a part of this contract with the exception of a Change Order.

B. CONFLICT OF INTEREST: No public official shall have any interest in this contract, except as permitted by and subject to the disclosure requirements of Vernon's Texas Codes Annotated, Local Government Code, Title 5, Subtitled C, Chapter 171.

C. CONFIDENTIALITY: All information disclosed by Denton County to successful proposer for the purpose of the work to be done or information that comes to the attention of the successful proposer during the course of performing such work is to be kept strictly confidential.

D. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by Denton County Director of Purchasing.

E. ASSIGNMENT: The successful proposer shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of Denton County Commissioners.

F. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Denton County, Texas.

G. INDEMNITY: Successful proposer shall defend, indemnify and save harmless Denton County and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful proposer, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from proposal award. Successful proposer shall pay any judgment with cost which may be obtained against Denton County growing out of such injury or damages.

H. DESIGN, STANDARDS AND PRACTICES: Design, strength, quality of materials and workmanship must conform to the highest standards of engineering practices and/or professional services.

I. TERMINATION OF CONTRACT: This contract shall remain in effect until contract expires, completion and acceptance of services or default. Denton County reserves the right to terminate the contract immediately in the event the successful proposer fails to:

1. Meet delivery or completion schedules, or

2. Otherwise perform in accordance with the accepted proposal.

Breach of contract or default authorizes the County to award to another proposer, purchase elsewhere and charge the full increase cost to the defaulting proposer.

Either party may terminate this contract with a thirty (30) days' written notice prior to either party stating cancellation. The successful proposer must state therein the reasons for such cancellation. Prior written notice must be delivered in person or sent by registered or certified mail, return receipt requested, proper postage paid, and properly addressed to the other party at the address on the affidavit for the contractor or to the County Judge, 110 West Hickory, Denton, Texas.

J. PERFORMANCE OF CONTRACT: Denton County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default or resulting contract award.

K. PURCHASE ORDER: A purchase order(s) shall be generated by Denton County to the successful proposer.

L. INVOICES: Invoices shall be emailed directly to:

Accountspayable@dentoncounty.gov

The invoices shall show:

1. Name and address of successful proposer;

2. Detailed breakdown of all charges for the services or products delivered stating any applicable period of time; and

3. Denton County Purchase Order Number.

Invoices shall be based upon actual services rendered and actual hours of performance and/or products delivered.

M. PAYMENT: Payment will be made upon receipt and acceptance by the County of completed services and/or products ordered and receipt of a valid invoice, in accordance with the Texas Government Code, Chapter 2251. Successful proposer is required to pay subcontractors within ten (10) days.

N. INSURANCE: Before commencing work, the successful proposer shall be required, at his own expense, to furnish the Denton County Director of Purchasing within ten (10) days of notification of award with evidence showing the following insurance coverage to be in force throughout the term of the contract:

1. Worker's Compensation in accordance with State Territorial Worker's Compensation Laws; and Employer's Liability Insurance:

2. Public Liability and property damage insurance coverage including, but not limited to, the liability assumed in the indemnification provisions (as specified in this RFP) fully insuring contractor's and/or subcontractor's liability for injury to, or death of, County employees and third parties, extended to include personal injury liability coverage, and for damage to property of third parties, with a minimum combined coverage for each occurrence of $500,000.00;

and

3. Comprehensive automobile and truck liability insurance to include coverage of owned, hired, and non-owned vehicles with minimum limits of $300,000.00 each occurrence for bodily injury and $100,000.00 each occurrence for property damage. Such insurance is to include coverage for loading and unloading hazards.

Each insurance policy to be furnished by successful proposer shall include, by endorsement to the policy, a statement that a notice shall be given to Denton County by certified mail thirty (30) days prior to cancellation or upon any material change in coverage.

O. FUNDING: Funds for payment have been provided through the Denton County budget approved by the Commissioners Court for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Denton County fiscal year shall be subject to budget approval.

P. DEBARMENT: Proposer certifies that at the time of submission of its proposal, Proposer was not on the federal government’s list of suspended, ineligible or debarred contractors and that Proposer has not been placed on this list between the time of its proposal submission and the time of execution of the Contract. If Proposer is placed on this list during the term of the Contract, Proposer shall notify the Denton County Director of Purchasing. False certification or failure to notify may result in termination of the Contract for default.

Q. AVAILABILITY: It is expressly understood and agreed that in case Denton County should need any item(s) not available within the time frame needed from the successful proposer during the term of this contract, Denton County reserves the right to purchase these items from other than the successful proposer and shall not be in violation of any terms or conditions of said Contract. Further, Denton County reserves the right to seek another proposer if, at any time, proposer's prices do not conform to public pricing.

R. INDEPENDENT CONTRACTOR: The successful proposer shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this

RFP.

EXHIBIT C

RFP 25-2882, Psychiatric Services Exhibit C - Sample Agreement

I will agree to the terms and conditions as listed in the sample agreement.

I take the following exceptions to the agreement:

Prepared by Signature

Address:

Phone Number:

E-Mail:

Date:

THE STATE OF TEXAS

THE COUNTY OF DENTON

PROFESSIONAL SERVICE EMPLOYMENT

AGREEMENT FOR DENTON COUNTY MENTAL HEALTH COURT

THIS AGREEMENT, effective , 2026, is made and entered into by and between Denton County Texas, 1 Courthouse Dr, Denton, Texas 76208, a political subdivision of the State of Texas hereinafter referred to as the “County”, and hereinafter referred to as “Physician”, as awarded by Commissioners Court, RFP #25-2882, Psychiatric Services, on .

WHEREAS, County is a duly organized political subdivision of the State of Texas engaged in the administration of county government; and

WHEREAS, County provides the Denton County Mental Health Unit (“Unit”) and related services for the benefit of the citizens of Denton County; and

WHEREAS, the Denton County Mental Health Court is under the direction of the

Denton County Probate Judge, who is responsible for the administration of the Mental Health docket pursuant to the constitutional obligations of the County with respect to persons suffering from mental disease and/or defect; and

WHEREAS, Physician is a competent forensic psychiatrist with a reputable professional standing who is legally qualified to practice medicine in the state, a resident of this stated and who is board certified in psychiatry with specialty in forensic psychiatry; and

WHEREAS, County desires to employ a Physician to perform duties related to evaluation and court testimony in connection with cases before the Mental Health Court of County, and

WHEREAS, County and Physician desire to set forth in writing their terms and conditions of their agreements and understandings, NOW THEREFORE, the parties hereto agree and understand as follows:

1. Employment. County does hereby employ, engage and hire physician to perform the duties and responsibilities of the Denton County Mental Health Court Physician and

Physician does hereby accept and agree to such hiring, engagement and employment on the terms and conditions hereinafter set forth.

2. Terms of Employment. The term of this Agreement shall be for one (1) year, beginning on , 2026 and ending on , 2027, unless sooner terminated as hereinafter provided.

3. Duties of Physician. In accepting his employment, Physician agrees to undertake and assume the responsibility of performing for and on behalf of County the following duties as Denton County Medical Health Court Physician:

a. Provide on-site examinations of patients.

i. Review patient Files.

ii. Conduct interview with proposed patients.

iii. Evaluate the condition of proposed patients.

b. Provide the Court a Certificate of Medical Examination pursuant to the requirements of the Mental Health Code.

c. Prepare and attach a qualifying Physician’s Affidavit to each Certificate of

Medical Examination as above referenced.

i. Determine if the proposed patient is a danger to self or to others;

determine if there exists a threat of deterioration; and make other determinations as may be required by applicable law.

ii. Provide a narrative diagnosis of each patient as applicable to each case.

iii. Provide a recommendation regarding treatment plan, if any, for the patient.

d. Provide live testimony in support of his or another physician’s Certificate of Medical Examination.

e. Conduct examinations of patients as required in relation to psychoactive medication hearings and provide written reports related to same as required by law.

f. Physician will be required to interview family members of patients as needed.

g. Physician shall work with Denton County Probate Courts to determine schedule that includes one morning and two afternoons per week and best meets the needs of Denton County.

h. Physician will be responsible for providing contingency services during scheduled vacations or unanticipated periods of absence.

i. Provide live testimony as required for the following:

i. Temporary Commitment Hearings.

ii. Extended Commitment Hearings.

iii. Psychoactive Medication Hearings

iv. Probable Cause Hearings. (as necessary on an emergency basis)

v. In any matter on the Mental Health docket where contested issues require testimony or where a Magistrate’s Order has been issued.

vi. In immediate hearings held in, or on the Probate/Guardianship docket of the Court.

vii. When called as the Court’s expert and the testimony relates to a person who is, or has been, a respondent on the Mental Health Docket.

4. Compensation. The County and Physician agree that Physician shall provide the services deemed necessary or required by the Court or parties to proceedings as determined by the Denton County Probate Judge for a fixed fee on a monthly basis during the initial term of this Agreement. It is agreed that the number of hours of service by Physician shall not exceed forty (40) hours in a single month, one hundred twenty (120) hours per quarter or not more than thirty-nine (39) days per quarter.

a. As compensation for the services to be rendered by Physician to Unit during the term of this Agreement, in whatever capacity or capacities, County shall pay Physician per month based on the services required by the court, not exceeding forty (40) hours in any single month within the quarter, payable once every month during the term of the Physicians employment. Payments will be made from current revenues.

b. For the monies provided herein by the County, Physician agrees to perform and provide the necessary and appropriate services for the residents of Denton County to the maximum extent authorized by law, without regard to race, religion, color, age, national origin or inability to pay.

c. In the even Physician is required to expend more than forty (40) hours in any month or more than one hundred twenty (120) hours per quarter pursuant to this Agreement, additional hours shall be charged at per Hour.

d. Ninety days prior to annual expiration of contract term, Denton County will assess required hours and determine if an increase or decrease in the maximum hours per month and/or quarter may be required. If a change is determined, the Provider’s monthly rate will be adjusted proportionately based on the monthly fee established for 40 hours per month in the initial term.

5. Conflict of Interest. Physician covenants and agrees that, at all times during the term of this Agreement, he will not, directly, or indirectly, engage or participate in any activities which conflict with the best interest of County.

6. Qualifications of Physician.

a. In accepting his employment, Physician understands the qualifications for this position and shall have the following qualifications at the time of employment and throughout the term of this Agreement:

i. M.D. licensed to practice in Texas by the State Board of Medical Examiners.

ii. Certified as Diplomat of the American Board of Psychiatry and Neurology.

iii. Physician agrees to take and subscribe to the official oath and file a copy of the oath and appointment with the Texas State Board of Health.

7. Termination of Employment. The employment of this Physician under this Agreement may be terminated:

a. By County if Physician fails to meet delivery or completion schedules or otherwise perform in accordance with the accepted proposal.

b. By County, without prior notice, upon the commission by Physician of any criminal activity, immoral conduct, fraud or gross negligence in connection with the services provided by Physician for and on behalf of County, as described herein.

c. By County for any reason other than those specified in Subparagraph 7(a) above, upon the personal delivery of a written notice not less than thirty (30) days to Physician stating the reason for such termination.

d. By Physician, in writing, upon not less than ninety (90) days prior notice to County.

8. Miscellaneous.

a. Assignment. This Agreement shall not be assigned or otherwise transferred to a third party by County of Physician.

b. Governing Law. This Agreement shall be construed and enforced in accordance with the laws of the State of Texas. Venue of any legal action brought hereunder shall be exclusive in Denton County.

c. Severability. In the event that any provision herein shall be held illegal or not unenforceable, such provision shall be severed and the entire Agreement shall not fail, but the balance of the Agreement shall continue in full force and effect.

d. Waiver. Any waiver by either party of any provision of this Agreement shall be in writing, and shall not imply subsequent waiver of that or any other provision.

e. Complete Agreement. This Agreement embodies the entire contractual Agreement of the Parties with respect to the subject matter hereof. This Agreement cannot be modified except within Agreement signed by all Parties hereto.

f. Headings. The heading of any paragraph contained in this Agreement is for convenience only and shall not be deemed part of this Agreement nor a representation as to the contents thereof.

The County Judge or the presiding officer of Commissioners Court, has the authority to execute this Agreement upon approval by the Denton County Commissioners Court.

Each Party or the Party’s authorized representative executes this Agreement in triplicate originals as follows:

COUNTY

Denton County, 1 Courthouse Dr., Denton, Texas 76208

By:

Denton County Judge

Date:

PHYSICIAN

Name Address

APROVED AS TO CONTENT:

Denton County Probate Judge

APPROVED AS TO FORM:

Assistant District Judge

AUDITOR’S CERTIFICATE

I hereby certify that funds in the amount of $ are available to satisfy the obligations of Denton County under this Agreement.

Jeff May, County Auditor

EXHIBIT D

Certificate of Medical Examination for Mental Illness (Temporary or Extended Commitment) Denton County, Texas – Revised September ’25

NOTICE: THIS DOCUMENT CONTAINS

SENSITIVE DATA

CAUSE NO.

THE STATE OF TEXAS § THE PROBATE COURT

FOR THE BEST INTEREST § OF

AND PROTECTION OF § DENTON COUNTY,

§ TEXAS

(use initials only)

CERTIFICATE OF MEDICAL EXAMINATION FOR MENTAL ILLNESS

Temporary Mental Health Services Extended Mental Health Services

My name is , M.D. I am a person licensed to practice medicine in the State of Texas, or a person employed by an agency of the United States, having a license to practice medicine in any State of the United States, being duly sworn, state upon oath, to-wit:

1. My address is:

(Please initial) In accordance with the Texas Rules of Civil Evidence, Rule 510 I did, prior to my examination of , First Middle Last hereafter referred to as Proposed Patient, tell him / her that anything said to me or observations made by me of the Proposed Patient during the initial, or any later examination would be used in a Court of Law and are not privileged.

2. On the day of , 20 , I examined and evaluated the proposed patient, at the following location:

3. The proposed patient's address is:

4. The proposed patient has been under my care for the following period of time:

5. A brief diagnosis of the proposed patient’s physical and mental condition on said date is:

6. An accurate description of the mental health treatment, if any, given by or administered under the direction of the examining physician is as follows:

In accordance with the Texas Health and Safety Code and §574.022, if requesting an Order of Protective Custody for the patient to be immediately restrained pending the hearing Please Check All That Apply:

7. I am of the opinion that the Proposed Patient presents a substantial risk of serious harm to self or others if not immediately restrained, which is demonstrated by:

(a) the Proposed Patient's behavior

(b) evidence of severe emotional distress and deterioration in mental condition to the extent that the Proposed Patient cannot remain at liberty.

ONLY Complete this Question IF the proposed patient was Admitted Voluntarily for Inpatient Services to your Mental Health Facility.

In accordance with the Texas Health and Safety Code §572.005.

Please Check All That Apply and provide a detailed factual basis:

An application for Court-Ordered Mental Health Services may not be filed against a patient receiving voluntary inpatient services unless:

(1) a request for release of the Patient has been filed with , the Facility Administrator at (time) on (date )

OR

(2) in my opinion as the physician responsible for the patient's treatment, the patient meets the criteria for Court-Ordered Mental Health Services because he/she is:

AND:

(A) was absent from the facility without authorization;

explain how absence occurred;

(B) is unable to consent to appropriate and necessary psychiatric treatment, due to;

OR

(C) the patient refuses to consent to the necessary and appropriate treatment

I am recommending. I am completing this Certificate of Medical Examination for Mental Illness, to include my opinion that:

there is no reasonable alternative to the treatment recommendation I have made, and the patient will not benefit from continued inpatient care without this recommended treatment, due to the following facts:

In my opinion, this recommendation is the least restrictive-most effective treatment available to this patient, due to the following facts:

(3) I, the physician responsible for the patient's treatment, shall and will notify the patient of my intention to file an Application for Court-Ordered Mental Health Services.

In accordance with the Texas Health and Safety Code §574.034 Inpatient Commitment please check all criteria that apply:

8. I am of the opinion that the Proposed Patient is mentally ill, and that as a result of that illness meets the following additional criteria:

(A) is likely to cause serious harm to the proposed patient;

(B) is likely to cause serious harm to others; or

(C) (i) is suffering severe and abnormal mental, emotional, or physical distress;

(ii) is experiencing substantial mental or physical deterioration of the proposed patient's ability to function independently, which is exhibited by the proposed patient's inability, except for reasons of indigence, to provide for the proposed patient's basic needs, including food, clothing, health, or safety; and

(iii) is unable to make a rational and informed decision as to whether or not to submit to treatment.

In accordance with the Texas Health and Safety Code §574.035 Extended Inpatient Commitment please check the following criteria:

(a) The patient’s condition is expected to continue for more than 90 days;

and

(b) The Proposed Patient has received court-ordered inpatient mental health services under Subtitle §574.034 or §574.035, Texas Health and Safety Code or under Chapter §46B, Code of Criminal Procedure, for at least 60 consecutive days during the preceding 12 months.

The detailed basis of this opinion is as follows:

See Attached as Incorporated

In accordance with the Texas Health and Safety Code §574.0345 Outpatient Commitment please check all criteria that apply:

9. I have found appropriate mental health services available to the proposed patient; and the proposed patient is a person with mental illness;

(A) the proposed patient is a person with severe and persistent mental illness;

(B) as a result of the mental illness, the proposed patient will, if not treated, experience deterioration of the ability to function independently to the extent that the proposed patient will be unable to live safely in the community without court-ordered outpatient mental health services;

(C) outpatient mental health services are needed to prevent a relapse that would likely result in serious harm to the proposed patient or others; and

(D) the proposed patient has an inability to participate in outpatient treatment services effectively and voluntarily, demonstrated by:

(i) any of the proposed patient's actions occurring within the two-year period that immediately precedes the hearing; or

(ii) specific characteristics of the proposed patient's clinical condition that significantly impair the proposed patient's ability to make a rational and informed decision whether to submit to voluntary outpatient treatment.

In accordance with the Texas Health and Safety Code §574.0355 Extended Outpatient Commitment please check the following criteria:

(a) The patient's condition is expected to continue for more than 90 days;

and

(b) The proposed patient has received; court-ordered inpatient mental health services under this subtitle or under Subchapter D or E, Chapter 46B, Code of Criminal Procedure, for a total of at least 60 days during the preceding 12 months; or court-ordered outpatient mental health services under this subtitle or under Subchapter D or E, Chapter 46B, Code of Criminal Procedure, during the preceding 60 days.

The detailed basis of this opinion is as follows:

In accordance with the Texas Health and Safety Code and §574.034 (g), if the proposed patient requires treatment for longer than forty-five (45) days, please give a detailed explanation and facts to support this opinion.

10. An order of temporary inpatient or outpatient mental health services shall state that treatment is authorized for not longer than 45 days, except that the order may specify a period not to exceed 90 days if the judge finds that the longer period is necessary.

The detailed explanation and facts forming this opinion are as follows:

The factual basis for my opinions as stated herein is set forth in detail in the attached Affidavit which is incorporated herein by reference as if set out verbatim herein.

SIGNED on this the day of , 20 , Physician Signature

SWORN TO AND SUBSCRIBED BEFORE ME,

on this the day of , 20 .

Notary Public, State of Texas

CAUSE NO.

STATE OF TEXAS PHYSICIAN AFFIDAVIT

COUNTY OF DENTON FOR PROPOSED PATIENT

BEFORE ME, the undersigned authority, on this day…