1-MHSA VET Ment RFP-final.pdf

Ventura County Behavioral Health Veterans Mentorship Program RFP

REQUEST FOR PROPOSALS (RFP)

Veterans Mentorship Program (VMP)

ISSUED: September 18, 2025

DUE: October 17, 2025

1911 Williams Drive, Suite 200 • Oxnard, CA 93036

RFP TABLE OF CONTENT

RFP INTRODUCTION

Program Purpose

Timeline (Subject to Change)

Intent to Bid

Bidder RFP Questions

Bidder Bonfire Support

Section 1.0 – General Information

1.1 Background and Need

1.2 Nomenclatures

1.3 Program Goals and Objectives

1.4 Five Pillars of Wellness Framework

1.5 Service Tiers and Delivery Model

1.6 Bidder Eligibility

2.0 SCOPE OF WORK

2.1 Required Service Components

2.2 Staffing Requirements

2.3 Administrative and Reporting Requirements

3.0 PROPOSAL REQUIREMENTS

3.1 Organizational Profile and Qualifications (Maximum 3 pages)

3.3 Staffing Plan and Organizational Capacity (Maximum 6 pages)

3.4 Community Partnerships and Collaboration (Maximum 4 pages)

3.5 Cultural Competency and Accessibility (Maximum 3 pages)

3.6 Quality Assurance and Evaluation (Maximum 3 pages)

3.7 Budget and Financial Management (Use provided budget template)

4.0 PROPOSAL EVALUATION CRITERIA

4.1 Technical Approach and Program Design (35%)

4.2 Organizational Capacity and Experience (25%)

4.3 Community Engagement and Partnerships (20%)

4.4 Budget and Cost-Effectiveness (15%)

4.5 Evaluation and Quality Assurance (5%)

5.0 SUBMISSION REQUIREMENTS

5.1 Required Documents

5.2 Submission Instructions

5.3 Vendor Qualifications

6.0 CONTRACT TERMS AND CONDITIONS

6.1 Contract Structure

6.2 Performance Standards

6.3 Insurance Requirements

7.0 QUESTIONS AND CLARIFICATIONS

8.0 ATTACHMENTS

Attachment A: Budget Template (Excel workbook)

Attachment B: Standard Provider Agreement

Attachment C: Key Staff Listing Template

Attachment D: References Template

Attachment E: Non-Collusion Affidavit

RFP INTRODUCTION

Program Purpose Ventura County Behavioral Health (VCBH) is soliciting competitive proposals from qualified organizations to implement a comprehensive Veterans and First Responders Transition Support Program call “Veterans Mentorship Program (VMP). This program will provide peer mentorship, resource navigation, and wraparound services to support veterans and emergency first responders transitioning from active service to civilian life.

The initial anticipated contract period will be for one year with the possibility of two (2) additional one (1) year extensions.

Timeline (Subject to Change)

Issue RFP September 18, 2025 Bidder indicating their intent to bid October 12, 2025 Bidder Questions Due to VCBH September 25, 2025 Question Response October 2, 2025 Proposals Due by 5 p.m. October 17, 2025 Contractor Selection/Notification November5, 2025 Contract Finalized November 12, 2025 Board of Supervisors Approval Received December 16, 2025 Operations Initiated by Contractor January 1, 2026

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/191727. 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 Provider Network Management (PNM) Administrator, Noemi Reyes through the Message section of the Bonfire system at https://ventura.bonfirehub.com/opportunities/191727. The VCBH PNM Administrator facilitating this RFP is the only individual authorized to answer questions related to this RFP.

https://ventura.bonfirehub.com/opportunities/191727

Bidder Bonfire Support

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

Section 1.0 – General Information

1.1 Background and Need

Veterans and first responders face unique challenges when transitioning from active service to civilian life, including:

• Difficulty accessing community resources and mental health services

• Challenges in employment searches and career transitions

• Family and social relationship adjustments

• Financial difficulties and housing instability

• Mental health concerns including PTSD and adjustment disorders

• Loss of identity, purpose, and military/first responder community

Throughout California there are several established successful models including the Veterans Transition Center which provides comprehensive wraparound services for Veterans facing housing insecurity, food, clothing, case management, job development, benefits assistance, mental health resources, substance abuse counseling, and community engagement opportunities.

The need for a VMP was identified through the VCBH MHSA (Mental Health Services Act) Innovation project process. This process reflects extensive community input, prioritizing high-risk and underserved populations while encouraging the integration of peer-led support. The VMP aligns with the County of Ventura’s Strategic Plan (2024– 2027), specifically the goal of building Healthy, Safe, and Resilient Communities through equitable and timely access to mental health services.

NOTE: In this RFP, the term, client, refers to both military and first responders. Both populations have similar challenges in transitioning to non-military and non-emergency civilian lifestyles.

Target Population Statistics

• Ventura County Population: 835,427

• Veterans (2019-2023): 33,552

• Naval Base Ventura County Personnel: 14,104 (military, contractor, civilian)

• Estimated Program Participants: 200 individuals over three years

1.2 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 mailto:support@gobonfire.com

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.

MILITARY

Former military service members may not have had experience with a traditional job search, especially if they enlisted directly out of high school whereas others may not be aware of how their military experience and training could be an advantage when applying for jobs in the civilian workforce. Some veterans are not aware of the support or services that are available for their transition. Currently, service members attend the Transition Assistance Program, run by the Department of Veteran Affairs and, upon discharge, many do not follow up on the offered services. Lack of support can lead to feelings of stress and anxiety for veterans thus affecting their mental health.

FIRST RESPONDERS

First responders, including law enforcement officers, firefighters, emergency medical services (EMS) clinicians, and public safety telecommunicators, are crucial to ensuring public safety and health. Occupational stress in first responders is associated with an increased risk of mental health issues, including hopelessness, anxiety, depression, and post-traumatic stress, as well as suicidal behaviors such as suicidal ideation (thinking about or planning suicide) and attempts.

1.3 Program Goals and Objectives

Primary Goal: Support veterans and first responders transitioning from active service to civilian life in Ventura County, with secondary support for their spouses and family members.

Program Objectives:

1. Establish referral partnerships with military installations, veteran organizations, and first responder agencies

2. Develop community partnerships with service organizations providing resources across five wellness pillars

3. Create and implement a peer-to-peer mentoring program with trained staff and volunteers

4. Conduct screening and assessment including suicide risk monitoring

5. Develop individualized transition plans focused on the "five pillars of wellness"

6. Maintain accessible physical office space and service delivery locations

1.4 Five Pillars of Wellness Framework

The program must address client needs across five interconnected wellness domains:

1. Mental Health: Counseling, trauma-informed care, stress management

2. Physical Wellness: Health services, fitness programs, nutrition support

3. Relationship Wellness: Family counseling, social skills, community building

4. Financial Wellness: Financial literacy, budgeting, debt management

5. Career Wellness: Employment services, skills training, career coaching

1.5 Service Tiers and Delivery Model

Contractors must propose a tiered service delivery model with escalating levels of support:

Tier 1 - Basic Support (6-12 months):

• Screening, assessment, and peer mentor assignment

• Pro-social relationship building and career support

• Resume development, interview preparation and training

• Ongoing social events and community engagement

Tier 2 - Enhanced Support:

• Financial assistance for services (gym memberships, counseling co-pays, professional clothing, training)

• All Tier 1 services plus targeted financial support

Tier 3 - Intensive Support:

• Focus on mental health and relationship wellness

• Coping skills development and healing-focused interventions

• High-intensity non-clinical interventions

• Comprehensive case management

Tier 4 - Comprehensive Support:

• Clinically supported services

• Residential retreat programs and intensive interventions

• Family involvement and support

• Coordinated care planning

1.6 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’s List of Excluded Individuals/Entities from federal programs. The Office of Inspector General defines an ineligible person as any individual or entity that is currently excluded, suspended, debarred or otherwise ineligible to participate in the federal health care programs. They are also defined as any individual or entity that has been convicted of a criminal offense related to the provision of health care items/services and who has not been reinstated in the federal health care programs after a period of exclusion, suspension, debarment, or ineligibility. VCBH will not review a proposal submitted by an individual or entity on either list.

VCBH plans to use the following link to identify individuals and entities that are not eligible to contract with VCBH: http://exclusions.oig.hhs.gov/. Each bidder should verify that it is not on the list prior to submitting a proposal by using the link above or the bidders sanction check provider. If a bidder is erroneously listed on the sanction list, they will be responsible for correcting the error prior to the submittal of their proposal.

VCBH requires that all potential contract entities self-disclose any pending charges or convictions against them or any individual with their organization for violations of criminal law, any sanctions, and any disciplinary actions by any federal or state law enforcement agency, regulatory agency, or licensing agency (including exclusion from Medicare and Medicaid programs).

If a contractor and/or individual within the contractor’s organization become an ineligible person after VCBH has executed a contract with the entity/individual, the contractor/individual shall be removed from any responsibility and involvement with the VCBH contracted obligations that are related to federal or state health care programs/funding.

Ventura County 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 by using the links above or the bidders sanction check provider. If a bidder is erroneously listed on either sanction list, they will be responsible for correcting the error prior to the submittal of their proposal.

California Secretary of State Business Entities Search Business entities registered with the California Secretary of State as a corporation, limited liability company, or limited partnership must have an active status designation on the California Secretary of State Business Entities Search website. VCBH will not review a proposal submitted from an entity that has any other status designation. The following link to verify a business entity’s status: https://businesssearch.sos.ca.gov/. Each bidder should verify their status designation prior to submitting a proposal. If a bidder’s status requires correction, this correction must be made prior to the submittal of their proposal.

https://protect.checkpoint.com/v2/___http:/exclusions.oig.hhs.gov/___.YzJ1OmNvdmF2YW5hbjpjOm86NjgwOTg1YjQ0OTU4MTA4YTJjNmRmZTYwNDA2Y2QyYWU6NjoxZDI3OjBlMmVkZGMyY2E2MTdiZDhmMGM4NGJmYmM0NjAyMjNkNGFhMzg5M2I5NTgwNWNjNzk3Y2YzOGE4ZjRlOTlkODk6cDpU https://protect.checkpoint.com/v2/___https:/sam.gov/SAM/pages/public/searchRecords/search.jsf___.YzJ1OmNvdmF2YW5hbjpjOm86NjgwOTg1YjQ0OTU4MTA4YTJjNmRmZTYwNDA2Y2QyYWU6Njo0MmViOjIwNWRjYTZlN2IwZGU1MzExMjBjNTlmNmUzOTU3OGE0YWU1MGI3ODk1NGM3MjE1NjUxYzI0NjdmZDA0NTExNzI6cDpU

2.0 SCOPE OF WORK

2.1 Required Service Components

A. Program Development and Implementation

• Develop comprehensive program policies, procedures, and protocols

• Create staff training curricula and volunteer management systems

• Establish intake, assessment, and case management processes

• Implement data collection and evaluation systems

B. Outreach and Referral Development

• Identify and establish formal partnerships with referral sources including:

o Military installations and veteran service organizations o Police departments, fire departments, and EMS agencies o Healthcare providers and mental health services o Legal services and social service agencies

• Develop and implement marketing and outreach strategies

• Create educational materials and program information resources

C. Community Partnership Development

• Establish formal partnerships with community-based organizations providing:

o Mental health and counseling services o Employment and career development services o Financial counseling and assistance programs o Housing assistance and case management o Educational and vocational training programs

• Maintain current resource directory and referral protocols D. Peer Mentorship Program

• Recruit, screen, train, and supervise peer mentors

• Match clients with appropriate mentors based on background and needs

• Provide ongoing mentor support, supervision, and continuing education

• Implement mentor recognition and retention strategies

E. Direct Client Services

• Conduct comprehensive intake assessments including suicide risk screening

• Develop individualized service plans addressing the five pillars of wellness

• Provide case management and service coordination

• Offer crisis intervention and safety planning

• Facilitate support groups and educational workshops

2.2 Staffing Requirements

Minimum Staffing Structure:

• Program Director/Manager with supervisory experience

• Clinical staff qualified to conduct mental health assessments

• Case managers with veteran/first responder experience

• Peer mentors (staff and volunteers) with military or first responder background

• Administrative support staff

Staff Qualifications:

• Cultural and linguistic competency training

• Trauma-informed care training

• Veteran/first responder population-specific training

• Appropriate licenses and certifications for clinical staff

• Background checks and security clearances as required

2.3 Administrative and Reporting Requirements

Monthly Requirements:

• Attend monthly meetings with VCBH (virtual or in-person)

• Submit monthly reports in prescribed Excel format

• Provide monthly financial reports with supporting documentation

• Submit invoices by 10th of following month

Evaluation and Reporting:

• Participate in evaluation with contracted evaluation provider

• Collect data to support program learning goals and outcome measures

• Submit interim report at project midpoint

• Submit final report six weeks after contract conclusion

• Conduct client satisfaction surveys

Program Learning Goals:

1. Effectiveness of veteran peer mentorship on civilian transition

2. Impact on employment rates among transitioning veterans

3. Client receptivity to mentorship and resource linkage

4. Relationship between mentorship and employment outcomes

5. Client receptivity to mental health services when indicated

Expected Outcomes:

• Improved quality of life for program participants

• Reduced stigma around seeking transition assistance

• Enhanced resource awareness and network development

• Increased community awareness of veteran/first responder value

• Reduction in mental health crises and suicide risk

• Service delivery to minimum 200 individuals over contract period

3.0 PROPOSAL REQUIREMENTS

3.1 Organizational Profile and Qualifications (Maximum 3 pages)

Required Information:

• Organization ownership, incorporation details, and office locations

• Number of employees locally and nationally

• Point of contact information for contract management

• Organization background and mission alignment

• Minimum 2 years experience providing similar services to veterans or first responders

• Description of previous programs including staff size, locations, dates, and outcomes

• Complete disclosure of any contract failures, litigation, or sanctions

• Self-disclosure of pending charges, convictions, or disciplinary actions

3.2 Program Approach and Implementation Plan (Maximum 8 pages) A. Service Delivery Model:

• Detailed description of proposed service delivery across all four tiers

• Integration plan for the five pillars of wellness framework

• Approach to individualized service planning and case management

• Crisis intervention and safety planning protocols

B. Implementation Timeline:

• Comprehensive startup plan for first three months

• Staff recruitment and training timeline

• Community partnership development schedule

• Client recruitment and enrollment projections

C. Evidence-Based Practices:

• Description of evidence-based models and practices to be utilized

• Trauma-informed care implementation

• Cultural competency and accessibility considerations

3.3 Staffing Plan and Organizational Capacity (Maximum 6 pages) A. Organizational Structure:

• Proposed staffing plan with roles, responsibilities, and FTE allocations

• Organizational chart showing reporting relationships

• Staff recruitment and retention strategies

• Supervision and professional development plans

B. Key Personnel (provide resumes, job descriptions, salary information):

• Program Director/Manager

• Clinical Supervisor

• Case Manager(s)

• Peer Mentor Coordinator

• Administrative staff

C. Volunteer Management:

• Volunteer recruitment strategies

• Training curriculum and requirements

• Supervision and support systems

• Recognition and retention programs

3.4 Community Partnerships and Collaboration (Maximum 4 pages) A. Existing Partnerships:

• Current relationships with veteran service organizations

• Established connections with first responder agencies

• Existing community resource networks

• Previous collaboration experience

B. Partnership Development Plan:

• Strategy for identifying and engaging new partners

• Formal partnership agreements and MOUs

• Resource sharing and coordination protocols

• Partnership sustainability planning

3.5 Cultural Competency and Accessibility (Maximum 3 pages)

A. Cultural Competency Framework:

• Approach to serving diverse racial, ethnic, and linguistic populations

• Staff training on cultural competency and implicit bias

• Accommodation strategies for clients with disabilities

• LGBTQ+ affirming practices and policies

B. Language Access:

• Interpretation and translation services

• Bilingual staff capabilities

• Culturally adapted materials and resources

3.6 Quality Assurance and Evaluation (Maximum 3 pages)

A. Data Collection and Management:

• Data collection protocols and tools

• Data security and privacy protection measures

• Outcome measurement strategies

• Quality improvement processes

B. Evaluation Participation:

• Commitment to participate in external evaluation

• Internal evaluation and monitoring systems

• Continuous quality improvement approach

3.7 Budget and Financial Management (Use provided budget template)

Required Budget Information:

• Detailed budgets for each contract period using Attachment A

• Cost-effective justification for each line item

• Indirect costs not to exceed 15% of direct salaries and benefits

• Cash flow and sustainability planning

Bidders shall submit budgets which include each of the following terms:

• January 1, 2026, through March 31, 2026 (start-up/expansion budget)

• April 1, 2026, through December 31, 2026 – fully operational program

• January 1, 2027, through December 31, 2027 – fully operational program

• January 1, 2028, through December 31, 2028 – fully operational program

The budgets should detail expenses using Attachment “A.” Tabs for “Direct Budget” expenses are to detail direct service staff, leadership and support staff, direct operational expenses, and indirect costs using the ‘Direct Budget’ tabs for each year of the contract.

Start-up budgets should be detailed on tabs labeled for each specific budget. The total budget for each year should be entered on the orange tab labeled ‘RFP Budget – TOTAL’.

For each budgetary line item, please include a description of the item, your calculations, amount, and any additional information that justifies the expense. Training costs should be included in the budget to accommodate any needed staff training as described in the submitted proposal. Please include a start-up budget if needed, the County will allow up to three months of start-up costs. Start-up costs include any costs that are incurred in order to launch the services defined in the scope of work.

4.0 PROPOSAL EVALUATION CRITERIA

Proposals will be evaluated using the following weighted criteria:

4.1 Technical Approach and Program Design (35%)

• Quality and comprehensiveness of proposed service delivery model

• Alignment with program goals and evidence-based practices

• Innovation and creativity in program design

• Feasibility and sustainability of proposed approach

4.2 Organizational Capacity and Experience (25%)

• Demonstrated experience with similar populations and programs

• Organizational stability and track record

• Quality and qualifications of proposed staff

• Capacity to manage program requirements

4.3 Community Engagement and Partnerships (20%)

• Existing relationships and community presence

• Partnership development strategy and capacity

• Cultural competency and accessibility planning

• Stakeholder engagement approach

4.4 Budget and Cost-Effectiveness (15%)

• Budget reasonableness and cost-effectiveness

• Financial management capacity and controls

• Value proposition and return on investment

4.5 Evaluation and Quality Assurance (5%)

• Data collection and evaluation plan quality

• Quality improvement and monitoring systems

• Commitment to accountability and transparency

5.0 SUBMISSION REQUIREMENTS

5.1 Required Documents

A. Executive Summary (1 page maximum) B. Technical Proposal addressing all requirements in Section 3.0 C. Cost Proposal using provided budget template (Attachment A) D. Key Staff Information (Attachment C - resumes, job descriptions, salary info) E. References (Attachment D - minimum 3 references from similar projects) F. Financial Statements (current and prior year)

G. Business Continuity Plan (1 page maximum) H. Non-Collusion Affidavit (Attachment E)

5.2 Submission Instructions

• Deadline: October 17, 2025, 5:00 PM Pacific Time

• Method: Electronic submission through Bonfire system at https://ventura.bonfirehub.com/opportunities/191727

• Format: PDF files, 12-point font minimum, 1-inch margins

• Page Limits: Strictly enforced as specified in each section

5.3 Vendor Qualifications

Mandatory Requirements:

• Not listed on federal exclusion lists (OIG or SAM.gov)

• Active status with California Secretary of State (if applicable)

• Minimum 2 years experience providing services to veterans or first responders

• Demonstrated capacity to manage multi-year contracts

• Current insurance and bonding capabilities

6.0 CONTRACT TERMS AND CONDITIONS

6.1 Contract Structure

• Initial one-year term with two optional one-year extensions

• Performance-based contract with outcome requirements

• Payment on reimbursement basis (Net 60 days)

• VCBH standard contract terms (see Attachment B)

6.2 Performance Standards

• Monthly reporting and data submission requirements

• Quarterly performance reviews

• Annual client satisfaction surveys

• Compliance with all applicable federal, state, and local regulations

6.3 Insurance Requirements

• General liability, professional liability, cyber liability insurance

• Workers' compensation coverage

• Minimum coverage amounts as specified in standard contract

7.0 QUESTIONS AND CLARIFICATIONS

All questions must be submitted through the Bonfire system message center by September 25, 2025. Questions and responses will be posted publicly for all potential proposers.

Contact: Noemi Reyes, VCBH Provider Network Management Administrator.

Technical Support: support@gobonfire.com

8.0 ATTACHMENTS

Attachment A: Budget Template (Excel workbook)

Attachment B: Standard Provider Agreement

Attachment C: Key Staff Listing Template

Attachment D: References Template

Attachment E: Non-Collusion Affidavit All attachments are available through the Bonfire system at the URL provided above.

This RFP has been structured to promote fair competition among qualified providers while ensuring the best possible outcomes for veterans and first responders in Ventura County.

VCBH reserves the right to reject any or all proposals and to negotiate with selected vendors.