1-CSU RFP 2-20-26.docx

Ventura County Behavioral Health

REQUEST FOR PROPOSALS (RFP)

Crisis Stabilization Unit (CSU) Program

ISSUED: February 20, 2026 DUE: March 23, 2026

Crisis Stabilization Unit (CSU) Program RFP

Table of Contents

RFP INTRODUCTION

Ventura County Behavioral Health (VCBH) is soliciting proposals from qualified providers to deliver high-quality behavioral health services that support the County Behavioral Health Plan and meet state and federal Medi-Cal requirements. This RFP seeks contractors capable of delivering evidence-based, culturally responsive, person-centered services in alignment with VCBH clinical, quality, data, and equity standards.

Program Purpose The purpose of this Request for Proposal (RFP) is to solicit offers from qualified organizations to operate a 24 hour, 7 days a week, 365 days a year Crisis Stabilization Unit (CSU) serving Medi-Cal beneficiaries, that will be located at 3150 E. Los Angeles Ave, Simi Valley, California, county owned facility, in accordance with California Code of Regulations (CCR) Title 9.

Providing psychiatric crisis stabilization services for voluntary and involuntary detained adults, who are 18 years and older, who are placed on a Welfare and Institutions Code (WIC) 5150 designation, or are exhibiting acute psychiatric symptoms but have not been placed on a WIC 5150 designation (voluntary status).

Services will include, but not be limited to, crisis assessment and evaluation for behavioral health and substance use disorders, emergency psychiatric evaluation and medication services, brief crisis interventions utilizing evidence-based skillsets, coordination of admissions to inpatient facilities when necessary, peer mentoring, coordination of care with individual support systems and community providers, referrals and linkage to community resources, and coordination of medical care support when necessary through area hospitals.

The purpose of the CSU is to provide immediate therapeutic response on a short-term basis (lasting less than 24 hours) to stabilize an acute behavioral health crisis and to prevent acute psychiatric inpatient hospitalization for consumers by alleviating problems and symptoms which, if not treated, present an imminent threat to the individual or other safety or substantially increase the risk of the individuals becoming gravely disabled.

SERVICE DELIVERY MODEL

The County has determined the following structure for the CSU program. There are TWO separate agreements:

1. GSA Lease Agreement – Building and facility (negotiated after contract award)

1. Service Contract - This RFP (CSU service delivery and operations) Bidders must submit rate proposals using BOTH rate structures (hourly and daily) for the service contract only. The GSA lease agreement will be negotiated separately with the selected contractor.

COUNTY PROVIDES VIA GSA LEASE AGREEMENT

(Separate from this RFP - to be negotiated after contract award) The County will provide a fully-equipped facility under a separate GSA lease agreement. The GSA lease will include the following items at no cost to the Contractor (or at a nominal lease rate to be determined):

Building and Structure: - Building space at 3150 E. Los Angeles Ave, Simi Valley, CA 93065 - Building structure and structural integrity - Major building systems (HVAC, electrical, plumbing) - Building and property insurance - Property taxes and assessments - Major capital improvements and structural repairs Furniture and Fixed Equipment: - All client furniture (recliner chairs, side tables) - All seating for client and staff areas - All tables (work tables, conference tables) - All storage units (cabinets, shelving, lockers, file storage) - Clinical furniture (medication carts) - Security camera system (hardware and installation) - Television monitors for security monitoring of entire building - Fixed medical equipment as required for a CSU - Fire safety equipment (fire extinguishers, alarms, suppression systems) Utilities and Facility Services: - Electric - Natural gas - Water - Sewer - Waste removal (regular trash) - Building maintenance and repairs - Landscaping and grounds maintenance - Parking lot maintenance - Pest control services Other Building-Related Items: - Building access and security systems - Exterior signage (building identification) - Emergency lighting and exit signs - Building-wide safety and emergency systems Items Requiring Clarification for GSA Lease:

The following items will be addressed during GSA lease negotiation with the selected contractor. These items may be included in the GSA lease (County provides) or may be Contractor responsibility under the service contract:

Repairs and Maintenance: - Minor repairs to building systems (HVAC, electrical, plumbing) - threshold defining “minor” vs. “major” repairs - Routine building maintenance items (filter changes, light bulb replacement in building fixtures, etc.)

Furniture: - Additional furniture beyond what is provided as building standard - Specialized furniture needs based on Contractor’s operational approach - Furniture replacement beyond normal wear and tear Signage: - Interior wayfinding signage - Interior room identification signs

- Directional signage within service areas - Safety and regulatory signage beyond building code requirements Access and Security: - Access control system management (who manages keys, badges, lock changes) - Security monitoring of County-provided camera system (24/7 monitoring staffing/service) - Visitor management system - Additional security measures beyond camera system Client Entertainment: - Television sets for client viewing in common areas (if desired) - Cable/streaming service for client TVs (if provided) Window Treatments: - Blinds, curtains, or shades for privacy and light control in clinical areas Other Building-Related Items: - Any building-related items not explicitly listed in “County Provides via GSA Lease Agreement” above - Any service-related items not explicitly listed in “Contractor Provides Under This Service Contract” County Responsibilities (Separate from GSA Lease): - Coordination with DHCS for initial facility certification application - Final authority over medication governance policies (in coordination with Contractor’s Medical Director) - Emergency preparedness planning and coordination with county emergency services - All billing rights for Medi-Cal and other payer sources - Collection of all revenue from Medi-Cal, Medicare, commercial insurance, and other payers.

CONTRACTOR PROVIDES UNDER THIS SERVICE CONTRACT

(Covered by this RFP - included in rate proposals) The Contractor will provide ALL items and services necessary to deliver CSU crisis stabilization services, including:

Staffing (All Positions): - All clinical, administrative, and support staff meeting CCR, Title 9, § 1840.348 - Recruitment, hiring, training, supervision, and retention of all staff - All staff wages, benefits, and payroll costs - All required licenses, certifications, and credentials for staff - Staff background checks and screening per County standards - Professional liability insurance for all clinical staff - Workers’ compensation insurance.

Technology and Equipment: - All computer equipment (computers, laptops, tablets) - All office equipment (printers, copiers, fax machines) - All phones and telecommunications equipment - Telecommunications services (phone lines, internet service) - Electronic Health Record (EHR) system (software, licenses, and technical support) - IT infrastructure and network hardware - IT support and troubleshooting - Medical and clinical equipment (not fixed to building): - Vital sign monitors (blood pressure cuffs, thermometers, pulse oximeters) - Emergency medical equipment and supplies (crash cart contents, AED, emergency medications) - Diagnostic equipment - Medical instruments and devices - Wheelchairs, or other mobility equipment - Examination equipment - Equipment maintenance, calibration, repair, and replacement for all contractor-provided items.

Supplies and Consumables: - Medical supplies (syringes, needles, gauze, bandages, etc.) - Medications (as approved within medication governance framework) - Personal protective equipment (PPE) - Infection control supplies - Medical waste containers and biohazard bags - First aid supplies - Office and administrative supplies (paper, pens, forms, filing supplies, printer supplies) - Cleaning supplies and materials (chemicals, disinfectants, paper products, trash bags, cleaning equipment) - Linens and textiles (chair linens, blankets, pillows, towels, washcloths, patient gowns, laundry services) - Food and beverages (snacks, meals if provided, coffee, tea, utensils, plates, cups) - Personal care items (soap, shampoo, hygiene products, toothbrushes, toothpaste) - All other consumable operational supplies.

Facility Operations and Services: - Medical/biohazard waste removal, janitorial and cleaning services throughout facility - Daily cleaning of all areas - Terminal cleaning protocols - Deep cleaning schedules - Floor care, window cleaning - Restroom cleaning and restocking - Infection control cleaning protocols - Biohazard cleanup procedures - Routine facility maintenance for contractor-provided equipment - Facility cleanliness and sanitation meeting DHCS and infection control standards - Security monitoring if required beyond County-provided camera system.

Clinical and Administrative Operations (24/7/365): - All CSU crisis stabilization services as described in Section 4.2 - Development and implementation of all policies and procedures (clinical, operational, administrative) - Medication management within County-approved framework - Obtaining and maintaining DHCS certification for the Simi Valley facility - Quality assurance, performance monitoring, and data reporting - Medi-Cal eligibility verification and billing documentation - Verification of commercial insurance and ensuring commercial insurance is billed prior to Medi-Cal when applicable - Clinical documentation in Contractor’s EHR system meeting County standards - Monthly reporting per Section 4.4 - Incident reporting to County - Participation in County emergency preparedness planning and drills - All operational compliance with DHCS, CCR Title 9, and applicable regulations.

Insurance: - Professional liability insurance per contract requirements - General liability insurance for operations - Workers’ compensation coverage - Cyber liability insurance - Any other required insurance coverages.

Pre-Operational Activities: All costs associated with pre-operational activities must be built into the ongoing service rates. Pre-operational activities include: - Staff recruitment, hiring, and training - Policy and procedure development - Equipment procurement and setup - Supply procurement and inventory stocking - Mock drills and readiness demonstrations - DHCS certification preparation - Any other activities needed to achieve operational readiness.

No separate pre-operational compensation will be provided. Bidders should include these costs in their ongoing hourly and daily rates.

REQUIRED RATE SUBMISSIONS

Bidders must submit rate proposals using BOTH of the following rate structures for the service contract:

1. Hourly Rate Structure: - Comprehensive hourly rate covering ALL contractor-provided items and services listed above - Specify rate methodology (per operational hour, per bed-hour, or blended) - Provide separate rates for 4-bed and 8-bed operations - Show total monthly and annual costs - Include detailed breakdown of all cost components.

2. Daily Rate Structure: - All-inclusive per-bed daily rate covering ALL contractor-provided items and services listed above - Provide separate rates for 4-bed and 8-bed operations (if different) - Indicate payment methodology (occupied bed days, available bed days, or minimum guaranteed) - Show total monthly and annual costs - Include detailed breakdown of how daily rate was calculated.

The County will evaluate both rate structures submitted by each bidder to determine which provides best value considering cost, administrative efficiency, budget predictability, operational flexibility, and alignment with County financial systems.

Both rate structures must: - Cover ALL contractor responsibilities listed above - Include all pre-operational costs (no separate pre-operational compensation) - Be sustainable over the 3-year contract term - Include appropriate escalation for Years 2 and 3 - Include contingency for minor cost variations.

IMPORTANT - EXPENSE CLARIFICATION REQUIREMENT

Bidders must carefully review the allocation of responsibilities between County (via GSA lease) and Contractor (via this service contract).

If any operational expenses, equipment, supplies, or service-related costs are not clearly allocated, bidders MUST submit questions during the Question Period (deadline: February 27, 2026) through the Bonfire system.

Examples of items that may require clarification: - Specific telecommunications or internet service requirements - Specific EHR system requirements or integrations - Security personnel or monitoring beyond County-provided cameras - Signage requirements (interior wayfinding, room identification) - Additional furniture beyond what building provides - Any other costs not explicitly assigned to County or Contractor Failure to raise questions about unclear expense allocations during the Question Period may limit the Contractor’s ability to: - Request rate adjustments for these items during contract performance - Claim these items were not included in the original rate proposal - Seek additional compensation for expenses the Contractor claims were not their responsibility.

Bidders are responsible for including ALL reasonably foreseeable contractor expenses in their rate proposals, whether explicitly listed in this RFP or reasonably implied by the CSU service delivery requirements and contractor responsibilities described herein.

Assumption for Bidding Purposes:

Bidders should assume that a fully-equipped facility as described in “County Provides via GSA Lease Agreement” above will be available at contract start. Any questions about the facility or building-provided items should be submitted during the Question Period.

The GSA lease agreement, including specific lease terms, will be negotiated with the selected contractor after contract award. The lease will address all building, furniture, utilities, and facility-related items listed under “County Provides via GSA Lease Agreement.”

Timeline (Subject to Change)

Intent to Bid Each bidder is responsible for indicating their intent to bid through the Ventura County Bonfire system at https://ventura.bonfirehub.com/opportunities/223476. To be able to submit a proposal, your organization must indicate its intent to bid. Any RFP addenda, Questions and Answers, or updated information will be made available through the Bonfire system.

Bidder RFP Questions All questions related to this RFP may be directed to the assigned VCBH Contracts Administrator, Noemi Reyes, through the Message section of the Bonfire system at https://ventura.bonfirehub.com/opportunities/223476. The VCBH Contracts Administrator facilitating this RFP is the only individual authorized to answer questions related to this RFP.

Bidder Bonfire Technical Support Any technical questions or issues related to the use of the Bonfire system may be sent to support@gobonfire.com.

GENERAL INFORMATION

Background and Need VCBH, a division of the County of Ventura Health Care Agency, has identified a need to have an Adult CSU in the East County area. Location for this CSU is 3150 E. Los Angeles Ave, Simi Valley, CA 93065, building that is county owned.

Aiming to treat and support individuals experiencing a behavioral health crisis that would otherwise be interfering and unmanageable in their current environment. The CSU would reduce the number of individuals having to be admitted to local emergency departments awaiting psychiatric treatment and would expedite said treatment. The availability of a CSU will also mitigate unnecessary psychiatric inpatient admissions, reducing potential trauma and lengths of stay, and in turn, rendering treatment in a less restrictive environment with more individualized care.

Nomenclatures The terms Bidder, Vendor, or Proposer may be used interchangeably in this RFP to designate an organization interested in responding to this RFP. The terms RFP, RFP Solicitation, or Solicitation refer to all proposal documents and related addenda produced by VCBH and provided to prospective Bidders. The terms Successful Proposer, Successful Contractor, and Contractor may be used interchangeably in this RFP and shall refer exclusively to the organization with whom VCBH enters into a contract because of this RFP.

Program-specific Terms:

Serious Mental Illness (SMI): A mental health condition that substantially interferes with a person ability to function in daily life, including work, relationships, or self care.

Co-Occurring Disorders: The presence of two or more conditions at the same time, most commonly a mental health disorder and substance use disorder.

Behavioral Health Crisis: A situation in which a person is experiencing an acute emotional, psychological, or behavioral distress that overwhelms their usual coping abilities and requires immediate support or intervention to ensure safety and stabilization.

Triage: The process of quickly assessing a situation or individual to determine the level of urgency, risk, and type of care needed.

Disposition: The outcome and next steps determined after an assessment and interventions.

Program Goals and Objectives The goals of the CSU are to provide timely, effective, and person-centered crisis intervention services to stabilize individuals experiencing behavioral health crises, reduce reliance on higher levels of care and law enforcement, and strengthen continuity within the county system of care.

Program objectives:

1. Provide quality crisis intervention and stabilization services and support to individuals presenting with a behavioral health crisis, Medi-Cal beneficiaries, with insurance eligibility verified and commercial insurance billed prior to Medi-Cal, as applicable.

1. Reduce the utilization of hospital emergency rooms, unnecessary psychiatric inpatient unit hospitalization, and reduce incarceration.

1. Reduce re-admission rates to psychiatric hospitals and re-hospitalization rates of individuals who are served by the county CSU program.

1. Reduce law enforcement involvement in behavioral health crisis calls, contacts, custodies and/or transports for assessment.

1. Provide crisis intervention and crisis resolution with linkage to ongoing care within the 24-hours of admission.

1. Strengthen access, linkage, and transition between crisis services and community based programs such as Behavioral Health outpatient clinics, triage case management services, and other needed supportive resources.

1. Provide appropriate and effective discharge planning.

Bidder Eligibility Suspension and Debarment and Exclusion To be eligible to submit a proposal, a bidder must not be listed as an ineligible person on the U.S. Department of Health and Human Services Office of Inspector General List of Excluded Individuals/Entities from federal programs. VCBH will not review a proposal submitted by an individual or entity on this list.

VCBH plans to use the following links to identify individuals and entities that are not eligible to contract with VCBH: http://exclusions.oig.hhs.gov/ and https://sam.gov/SAM/pages/public/searchRecords/search.jsf. Each bidder should verify that it is not on either list prior to submitting a proposal.

California Secretary of State Business Entities Search Business entities registered with the California Secretary of State must have an active status designation. VCBH will not review a proposal submitted from an entity that has any other status designation. Verify status at: https://businesssearch.sos.ca.gov/ DHCS Certification and CSU Experience Requirements Preferred Qualification - Existing DHCS Certification:

Bidders currently holding active DHCS certification to provide CSU services under CCR Title 9 at any location in California will receive preference in the evaluation process.

Facility-Specific Certification Requirement:

Regardless of existing certifications at other locations, the selected Contractor will be required to obtain DHCS certification for the CSU program at the Simi Valley facility before services can commence and billing can begin.

Alternative Qualification for Bidders Without Current DHCS CSU Certification:

Bidders without current DHCS CSU certification may still be considered if they demonstrate substantial experience providing crisis mental health services in 24/7 settings and experience with DHCS certification for other specialty mental health services.

INSTRUCTIONS TO BIDDERS/RULES GOVERNING COMPETITION

Submittal Deadline Completed proposals should be submitted online through the Bonfire system (https://ventura.bonfirehub.com/opportunities/223476.) no later than 5:00 p.m., March 23, 2026.

Bidders are allowed to submit more than one proposal with different methods of meeting the RFP requirements. If a bidder submits more than one proposal, one proposal must be marked “Base Proposal” and the others shall be marked “Alternate Proposal 1”, “Alternate Proposal 2”, etc.

The receiving time in the Bonfire System will be the governing time for acceptability of proposals - no late submittals will be allowed.

Proposal Response Bidders must submit their proposals and all required information and forms by the submittal deadline. Proposals failing to provide complete information may be deemed non-responsive. Bidders should keep copies of their submittals for future reference.

Modification of Proposals If a Bidder wishes to make modifications to a proposal that has already been submitted to VCBH online through the Bonfire System, they must withdraw the proposal in order to make the modifications. All modifications must be made in ink, properly initialed/executed by the Bidder's authorized representative, and submitted in accordance with the terms and conditions of this RFP. It is the responsibility of the Bidder to ensure that modified proposals are resubmitted through the Bonfire System before the submittal deadline. Proposals cannot be changed or modified after the submittal deadline.

Bidders may withdraw their proposals any time before the submittal deadline by submitting a notification of withdrawal that is signed by the Bidder's authorized agent.

Opening of Proposals Proposals will not be opened publicly. However, a list of the names of the organizations that submitted a proposal will be available within a reasonable time after the submittal deadline. Proposals will be made public and may be inspected at the time of award.

Examination of the Request for Proposal Bidders should carefully examine the entire RFP, any addenda thereto, and all related materials and data referenced herein or otherwise available to the Bidder.

Bidders shall be presumed to be familiar with all specifications and requirements of this RFP. Failure or omission to examine any form, instrument or document shall in no way relieve bidders from any obligation with respect to this RFP.

Proposal Validity Proposals submitted hereunder shall be firm for 90 calendar days from the due date and through the initial 33-months period of operation.

Proposal Content/Format To be considered responsive, proposals should address all items identified in this RFP. Proposals should be prepared in such a way as to provide a straightforward and concise discussion of the Bidder's ability to provide the services described in this RFP and meet the needs of VCBH.

Please note that some RFP questions require that the Bidder provide a detailed response and/or attachments. Failure to provide a complete response may be grounds for the rejection of a proposal. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness/clarity of content.

In order to facilitate the evaluation and comparison of all submitted proposals, Bidder proposals should be submitted in the format described in this RFP. Specifically, Bidders should present their proposals in the order described in Sections 5 and 7 of this RFP (each section and all attachments should be clearly labeled). Format instructions must be adhered to; all RFP requirements and requests for information in the proposal must be responded to; all requested data must be supplied. Failure to comply with this requirement may cause for rejection.

Please respond to this RFP solicitation on 8 1/2" X 11" paper using either Times New Roman or Arial font and no smaller than 12-point font size. Margins should be one inch all around. All pages must be numbered. Single or double spacing is acceptable.

Costs Incurred in Responding VCBH will not pay any costs incurred in proposal preparation, presentation, demonstration, or negotiation. Nor does VCBH commit to procure or contract for any services. All costs of proposal preparation shall be borne by the bidder. It is understood that all proposals, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of VCBH when submitted to VCBH and may be considered public information under applicable law. VCBH assumes no liability for any costs incurred by bidders throughout the entire selection process.

Addenda VCBH will issue written addenda in order to make changes, additions, or deletions to this RFP. Oral communications regarding this RFP will not be valid or binding, nor excuse the successful bidder of any obligations hereunder, unless set forth in writing by VCBH. Addenda will be sent to all known Bidders that complete an intent to bid within the Bonfire System and said addenda will be made available through the Message Section (see Public Notices subsection) of the online Bonfire Systems at https://ventura.bonfirehub.com/opportunities/223476.. It is the responsibility of each Bidder to ensure that VCBH has their correct business name, address, and contact information on file in the online Bonfire System. Any prospective Bidder who obtains a copy of the RFP documents from any other source other than online Bonfire System is responsible for advising VCBH that they have said documents and that they wish to receive subsequent Addenda.

Confidential and Proprietary Data All materials received relative to this RFP will be kept confidential, until such time an award is made, or the RFP is canceled, at which time all materials received will be made available to the public. All received proposals will be subject to the California Public Records Act, Government Code §6250. Under the California Public Records Act, VCBH may be obligated to provide a copy of any and all responses to this RFP, if such requests are made after the contract is awarded.

One exception to this required disclosure is information which fits within the definition of a confidential trade secret (Government Code section 6254(k)) or contains other technical, financial, or other data whose public disclosure could cause injury to the bidder's competitive position. If any bidder believes that information contained in its response to this RFP should be protected from disclosure, the bidder must specifically mark the pages of the response that contain the information. The County will not honor any attempt by the bidder to designate its entire proposal as proprietary.

Commitments, Warranty, and Representations The proposal submitted in response to this RFP will be included as part of the final contract. Bidders are cautioned that if a contract is awarded as a result of this procurement process, any written commitment by a bidder within the scope of this procurement shall be binding upon the bidder whether or not incorporated into a contract document. Failure of the bidder to fulfill any such commitment shall render the bidder liable for liquidated or other damages due to VCBH under the terms of the contract. For the purpose of this procurement, a commitment by a bidder includes:

Any modification, affirmation, or representation as to the above, which is made by a bidder in or during the course of negotiation.

Any representation by a bidder in a proposal, supporting document, or negotiations about the services to be performed (regardless of the fact that the duration of such commitment may exceed the duration of the contract).

Proposal Validation/Evaluation/Award Proposals will be checked for the information required to conform with this RFP. The absence of required information may be cause for rejection.

The successful bidder shall be chosen in accordance with, but not limited to, the following criteria:

1. Proven Performance The bidder's background, experience, and organizational stability will be assessed. The evaluation will focus on the bidder's record of successful service and support to accounts of comparable size and environment. The ability of the bidder will be evaluated in terms of technical resources, staffing, and staff experience.

Bidder organizational references will be contacted, and their responses will become a part of the award/review process.

2. Compliance with Contract Terms and Conditions The ability of the bidder to meet and abide by the contract terms and conditions set forth in the attached agreement without requiring modification to the agreement.

3. Support Emphasis will be placed on the bidder's ability to service and support the needs of VCBH and the clients/families we serve. The Bidder's organizational structure, staffing plan, and method for meeting the requirements of this RFP, in the most efficient manner possible, will be an important consideration.

4. Requirements/Specifications (plan and approach) Proposals will be evaluated on the following: general quality and responsiveness to the terms, conditions, and time of performance, completeness and thoroughness, grasp of the work to be performed, approach to be used, and ability to meet the requirements/specifications outlined in this RFP.

5. Cost The proposals will be evaluated on the basis of the bidder's rate reasonableness.

Award The contract will be awarded to the Bidder offering the most advantageous proposal after consideration of all evaluation criteria set forth herein. The criteria are not listed in any order of preference. VCBH will establish an Evaluation Committee that will be responsible for evaluating all proposals received in accordance with the evaluation criteria. The Evaluation Committee may also:

Contact and evaluate the Bidder's and any subcontractor's references • Contact any Bidder to clarify any response • Contact any current users of a Bidder's services • Solicit information from any available source concerning any aspect of a proposal • Seek and review any other information deemed pertinent to the evaluation process.

VCBH reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and summary of evaluation scores will not be released until after award of the contract. VCBH will not be obligated to accept the lowest priced proposal but will make an award in the best interests of VCBH after all factors have been evaluated. While VCBH intends to enter into a contract for these services, it will not be bound to do so. VCBH reserves the right to reject any or all proposals.

VCBH shall be the sole judge of the successful offers hereunder. VCBH reserves the right to award the contract to a Bidder that might not have submitted the lowest total price and negotiate with any or all Bidders. Bidders are advised that it is possible that an award may be made without discussion or any contact concerning the received proposals. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Award will be by means of a written contract with the successful Bidder. A Notification of Intent to Award may be sent to any selected Bidder but does not obligate VCBH to award the contracts until the completion of the entire RFP process. Award is contingent upon the successful negotiation of the final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Bidders unless an agreement is reached. If contract negotiations cannot be concluded successfully, VCBH may negotiate with the next highest scoring Bidder or withdraw the RFP. County Board of Supervisor's approval is required for all contracts that exceed $200,000.

The contractor shall not commence work until a meeting is held between representatives of the contractor and VCBH. The meeting will be held at VCBH, at a time and date to be established.

Presentations Bidders may be invited to make presentations to VCBH, if needed.

Site Visits VCBH reserves the right to schedule site visits to bidder's facilities or current operational sites in order to assess the capability and ability of the bidder to fulfill their contractual obligations with VCBH.

Additional Information If during the evaluation process, VCBH is unable to determine a bidder's ability to perform, VCBH has the option of requesting any additional information that VCBH deems necessary to determine the bidder's ability. The bidder will be notified and permitted five (5) business days to comply with any such request.

Errors/Defects in Proposals If discrepancies between sections or other errors are found in a proposal, VCBH may reject the proposal. However, VCBH may at its sole option, correct any mathematical errors in price.

VCBH may waive any immaterial deviation or defect in a proposal. VCBH's waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the bidder from full compliance with the RFP requirements, if awarded a contract.

Rejection of Proposals VCBH reserves the right to reject the proposal of any bidder who:

Previously failed to perform adequately for the County or any other governmental agency within the previous twelve (12) months. • Submits false, incomplete, or unresponsive statements in a proposal. • Is in default on the payment of taxes, licenses, or other monies due to County. • Submits a proposal that contains errors or discrepancies.

RFP Cancellation VCBH reserves the right to cancel this solicitation at any time, prior to the submittal deadline.

Protest Procedures For a protest to be considered, the protest must be made in writing, signed by the bidder's authorized representative, and delivered to the VCBH Contract Administrator at 1911 Williams Drive, Suite 200, Oxnard, CA 93036. The VCBH Contract Administrator reserves the right to refuse to hear protestors who have not followed the procedures listed below.

The following conditions apply to proposal protest:

a. Before Proposal Submittal Deadline. Protests of specifications, terms, conditions, or any other aspects of the RFP solicitation must be made before the proposal submittal deadline.

b. After Proposal Submittal Deadline. Protests of award must be made, no later than five (5) calendar days after the aggrieved party knows or should have known of the facts giving rise to the protest.

c. Protest Content. All protests must include the following information: 1) The name, address, and telephone number of the protestor. 2) The signature of the protestor or protestor's authorized representative. 3) The RFP solicitation or contract number. 4) A detailed statement of the legal and/or factual grounds for the protest. 5) The form of relief requested.

d. Protest Process 1) If the VCBH Contract Administrator can resolve the issue, there is no further action required. 2) If there is no resolution, the issue will be referred to the VCBH SPA Division Manager for review and resolution. If the issue is resolved, there is no further action required. 3) If there is no resolution, the issue will be referred to the VCBH Director who will make a determination on the issue and render a determination. This determination will be final.

SCOPE OF WORK

The selected contractor will offer community-based CSU Services through face-to-face contact 24 hours a day, 7 days per week and will address the emergency psychiatric needs of individuals 18 years and older, dealing with a behavioral health crisis.

The recovery-oriented services offered in voluntary and involuntary treatment settings will promote the provision of behavioral health care and integrated triage for individuals who may be in a situational crisis, may have primary diagnoses of mental health disorders, and/or substance use disorders.

Individuals will be given intensive crisis stabilization assistance onsite and offered an array of other services as needed, and appropriate discharge within 24 hours upon admission into the CSU.

The initial operating capacity shall be four (4) beds, with a planned ramp-up to a total capacity of eight (8) beds within the first 12 months of operations.

County vs Contractor Responsibilities The CSU program operates under TWO separate agreements:

1. GSA Lease Agreement - Provides building, furniture, utilities, and facility-related items

2. Service Contract - This RFP covers CSU service delivery, staffing, equipment, supplies, and operations This section clarifies the division of responsibilities between these two agreements.

Items Provided by County via GSA Lease Agreement The following items will be provided by the County under a separate GSA lease agreement to be negotiated with the selected contractor after contract award:

A. Building and Structure - Building space at 3150 E. Los Angeles Ave, Simi Valley, CA 93065 - Building ownership and structural integrity - Major building systems: - HVAC systems (heating, ventilation, air conditioning) - Electrical systems (main panels, primary wiring, building electrical infrastructure) - Plumbing systems (main lines, building plumbing infrastructure) - Structural components (roof, walls, foundation, load-bearing elements) - Building and property insurance - Property taxes and assessments - Major capital improvements (structural modifications, major system replacements) - Major structural repairs involving building systems B. Furniture Client Areas: - Recliner chairs for all bed capacity - Bedside tables - Seating (chairs, sofas, recliners for client areas) - Dining tables and chairs Staff Areas: - Office desks and chairs - Waiting room furniture - Break room furniture Storage and Clinical: - Storage units (cabinets, shelving, lockers) - File storage cabinets - fixed medication cabinets.

C. Fixed Equipment and Building Systems - Security camera system (hardware and installation) - Television monitors for security monitoring of entire building - Fixed medical equipment if required: - Wall-mounted oxygen systems - Wall-mounted suction systems - Other fixed emergency equipment as needed - Fire safety equipment: - Fire extinguishers - Fire alarm system - Fire suppression system (sprinklers) - Emergency lighting and exit signs - Building access and security systems - Building-wide emergency systems D. Utilities and Facility Services Utilities: - Electric - Natural gas - Water - Sewer Waste Management: - Regular trash removal services - Medical/biohazard waste disposal services - Waste management contracts Facility Maintenance: - Building maintenance and repairs (HVAC, electrical, plumbing, structural) - Landscaping and grounds maintenance - Parking lot maintenance and striping - Exterior walkways and entryways - Pest control services Building Systems Maintenance: - HVAC system inspection, service, and repair - Electrical system maintenance - Plumbing system maintenance - Fire safety system inspection and testing - Security system maintenance E. Signage (Building Level) - Exterior building signage (building identification) - Building directory - Emergency exit signage - ADA-compliant building signage F. County Regulatory and Oversight Responsibilities While not part of the GSA lease, the County retains the following responsibilities related to the service contract:

· Coordination with DHCS for initial facility certification application submission

· Coordination of DHCS site visit scheduling

· Provision of facility documentation to support DHCS certification

· Final approval authority over medication formulary, high-risk medication protocols, and medication governance policies (developed in coordination with Contractor’s Medical Director)

· Emergency preparedness planning and coordination with county emergency services

· Quarterly audits of medication practices with authority to require corrective actions

· All billing rights for Medi-Cal and other payer sources

· Collection of all revenue from Medi-Cal, Medicare, commercial insurance, and other payers

· Authority to recoup contract payments for claims denied due to Contractor’s documentation deficiencies Contractor Service Responsibilities Under Service Contract The Contractor is responsible for ALL items and services necessary to deliver CSU crisis stabilization services 24/7/365. All costs for the following must be included in the Contractor’s rate proposals:

A. Staffing - All Positions Direct Service Staff: - All required staff for a CSU as identified in CCR Title 9, including staffing ratios.

Support Staff: - Administrative staff - Janitorial staff - Other support staff as needed.

Staffing Costs and Requirements: - Recruitment, hiring, training, supervision, and retention of all staff - All staff wages and benefits - All payroll costs - Overtime and on-call coverage - All required licenses, certifications, and credentials for every staff member - Background checks and screening per County standards - Initial and ongoing training for all staff including: - Crisis de-escalation - Trauma-informed care - Cultural humility and LGBTQ+ affirming practices - Documentation and medical necessity - Mandated reporting - Safety and emergency procedures - DHCS certification requirements - Other required trainings.

B. Technology and Equipment Computers and Office Equipment: - All computer equipment (desktops, laptops, tablets as needed) - All office equipment (printers, copiers, fax machines) - All telecommunications equipment (phones, phone systems) - Computer hardware maintenance, repair, and replacement.

Communications and IT Infrastructure: - Telecommunications services (phone lines, phone service contracts) - Internet service (internet connection, service contracts) - IT infrastructure and network hardware (routers, switches, cabling) - IT support and troubleshooting - Technology help desk support.

Software and Systems: - Electronic Health Record (EHR) system: - Software licenses - Software installation and configuration - User training - Technical support - System maintenance and updates - Practice management software (if needed beyond EHR) - Billing and documentation software (if separate from EHR) - Other operational software as needed.

Medical and Clinical Equipment: Contractor shall furnish, maintain, and ensure the continuous operational readiness of all medical and clinical equipment necessary to provide crisis stabilization services in compliance with California regulations.

C. Supplies and Consumables Medical Supplies: - Medical consumables (syringes, needles, gauze, bandages, tape, etc.) - Medications (as approved within medication governance framework) - Personal protective equipment (PPE - gloves, masks, gowns, etc.) - Infection control supplies (hand sanitizer, disinfecting wipes, etc.) - Medical waste containers and biohazard bags - First aid supplies - Sharps containers.

Office and Administrative Supplies: - Paper, pens, pencils, clipboards - Forms and printed materials - Binders, folders, filing supplies - Printer ink/toner, copy paper - Computer supplies (cables, peripherals, etc.) - General office consumables Facility and Cleaning Supplies: - Cleaning chemicals and disinfectants - Sanitizers and infection control products - Paper towels, toilet paper, tissues - Trash bags (regular and biohazard) - Cleaning equipment (mops, brooms, vacuum cleaners, etc.) - Air fresheners and odor control products - Restroom supplies Linens and Textiles: - Bed linens (sheets, blankets, pillows, pillowcases) - Towels and washcloths - Patient gowns or clothing (if provided) - Kitchen/dining linens (if applicable) - Laundry services or equipment for cleaning linens Food and Beverages: - Snacks and beverages for clients - Coffee, tea, and condiments - Food for meals if provided during stay - Dietary accommodations as needed - Utensils, plates, cups (disposable or reusable) - Kitchen supplies.

Personal Care Items: - Soap, shampoo, hygiene products - Toothbrushes and toothpaste - Comfort items as appropriate - Other personal care supplies.

D. Facility Operations and Services Janitorial and Cleaning Services: - Daily janitorial services throughout the facility - Routine cleaning of all client areas, staff areas, restrooms, common areas - Terminal cleaning protocols for client discharge - Deep cleaning on established schedule.

Routine Facility Maintenance for Contractor-Provided Items: - Maintenance of all contractor-provided equipment - Repair or replacement of damaged contractor-provided items - Furniture repair or replacement for contractor-provided or damaged furniture - Preventive maintenance schedules.

Interior Environment: - Minor interior repairs within service areas - Touch-up painting as needed - Maintaining cleanliness and professional appearance of all service areas.

Security (Beyond County-Provided Systems): - Access control management (keys, badges, access codes for staff and clients) - Security of medications and controlled substances - Perimeter checks and facility security protocols.

E. Clinical and Administrative Operations (24/7/365) Service Delivery: - All CSU crisis stabilization services as described in Section 4.2 - Intake and triage 24/7/365 - Crisis assessment and evaluation - Brief crisis interventions and stabilization - Medication management and administration - Discharge planning and linkage to ongoing care - Coordination with law enforcement, emergency services, hospitals - Crisis residential stabilization services lasting less than 24 hours - Serving voluntary and involuntary (WIC 5150) adults age 18+.

Policies and Procedures: - Development and implementation of all clinical policies and procedures - Development and implementation of operational policies and procedures - Development and implementation of administrative policies and procedures - Emergency procedures and protocols - Medication policies and procedures (subject to County approval per Section 4.1.3) - Infection control policies - Safety policies and procedures - Documentation standards - All policies must meet or exceed DHCS, CCR Title 9, and applicable regulatory requirements.

Quality Assurance and Compliance: - Internal quality assurance program - Performance monitoring and improvement - Compliance with all DHCS requirements - Compliance with CCR, Title 9, § 1840.348 and related - Compliance with all applicable federal, state, and local regulations - Participation in DHCS site visits, mock drills, and certification readiness activities - Obtaining and maintaining DHCS certification for the Simi Valley facility: - Demonstrating operational readiness (staffing, policies, procedures, training) - Participating in mock site visits and readiness assessments - Correcting any deficiencies identified during the certification process - Maintaining ongoing compliance with all DHCS certification requirements - Managing all recertification activities per DHCS timelines Documentation and Billing Support: - Verification of Medi-Cal eligibility for all individuals served - Verification of commercial insurance and ensuring commercial insurance is billed prior to Medi-Cal when applicable - Clinical documentation in Contractor’s EHR system meeting County standards and requirements - Documentation completed within 24 hours of service delivery - Documentation meeting Medi-Cal billing standards and CCR Title 9 service definitions - Provision of supplemental documentation required for claims processing - Cooperation with County billing staff - Response to County documentation requests within 5 business days - Maintenance of documentation standards to achieve ≤2-3% claim denial rate - Understanding that County may recoup contract payments for claims denied due to Contractor’s documentation deficiencies (see Section 4.2.1).

Reporting and Communication: - Monthly service data and performance dashboards per Section 4.4 - Incident reporting to County within required timeframes (24 hours for sentinel events) - Participation in quarterly performance review meetings with County - Participation in all mandatory meetings with County clinical leadership, programs, and partners - Collaboration with VCBH clinical leads and access line - annual comprehensive outcomes reporting.

F. Insurance Requirements - Professional liability insurance per contract requirements - General liability insurance for facility operations - Workers’ compensation coverage - Cyber liability insurance - Any other required insurance coverages as specified in contract…