10-RFP 26 0004 - SPECIFICATIONS AND SCOPE.docx

REQUEST FOR PROPOSALS FOR

INPATIENT PSYCHIATRIC SERVICES FOR PATIENTS OF HARRIS HEALTH

JOB NO. 26/0004

4800 FOURNACE PLACE

BELLAIRE, TEXAS 77401

PROPOSALS ARE DUE NO LATER THAN:

February 16, 2026 AT 2:00 P.M. CDT

TABLE OF CONTENTS

3.0 Minimum Requirements 4

4.0 Itemized Requirements 4

5.0 Evaluation Criteria 8

6.0 Submittals 9

7.0 Instructions to Proposers 11

8.0 General Requirements for Proposers 13

9.0 Special Conditions for Proposers 13

10.0 Appendix 14

1.0 PROCUREMENT SCHEDULE

1.1 The Procurement Schedule is as follows, understanding that it is a tentative schedule and may be modified as necessary by the Sourcing Manager.

2.0 SCOPE OF WORK

2.1. OVERVIEW AND PURPOSE

Harris Health is seeking proposals from qualified vendors with the experience, capabilities and proven qualifications to provide Inpatient Psychiatric Services for adult and adolescent patients of Harris Health. The purpose of the contract is to ensure timely access to Inpatient Behavioral Health services for eligible patients when Harris Health facilities lack capacity, while maintaining compliance with state and federal healthcare regulations.

2.2 CONTRACT TERM AND BUDGET

The initial term of the contract will begin on or about July 1, 2026 and end twelve (12) months thereafter.

The term of the Agreement may be extended for 4 (four) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions with revised pricing permitted, but shall not exceed the increase of the Consumer Price Index for All Urban Consumers (CPI-U) for the preceding calendar year. Below is the index to be used for the calculations.

Consumer Price Index for All Urban Consumers (CPI-U) Series Id: CUURS37BSA0, CUUSS37BSA0 Not Seasonally Adjusted

The current budget is estimated at around $ 5,000,000 but is subject to change depending on the availability of funding.

2.3 CURRENT STATE

Inpatient psychiatric services are currently provided through a combination of in-house staff and outsourced vendors. Outsourced services are reimbursed at a flat daily rate per patient.

During FY 2025, 688 patients were transferred to the vendor facility under the contract that is being replaced through this solicitation.

2.4 FUTURE STATE

Under the new contract, Harris Health will continue to refer eligible patients to an external vendor for inpatient psychiatric services. The selected vendor will be expected to comply with all applicable federal and state regulations, including the Emergency Medical Treatment and Labor Act (EMTALA), Health Insurance Portability and Accountability Act (HIPAA), and Centers for Medicare Services (CMS) standards. The vendor will also be required to participate in Harris Health’s quality assurance and performance improvement programs and provide timely and accurate data reporting.

2.5 UNIQUE CONSIDERATIONS

The vendor shall provide services exclusively to non-funded patients who meet Harris Health’s eligibility criteria. These patients are typically uninsured and have no obligation to pay for services rendered. The vendor shall not bill patients directly under any circumstances. All services must be provided within Harris County and the surrounding areas, and the vendor must comply with all applicable Texas laws and regulations.

3.0 MINIMUM REQUIREMENTS

3.1 Harris Health has identified minimum vendor qualifications and solution requirements for proposals to be considered for evaluation of their proposal and award. These minimum requirements are listed below in this Section. Those vendors and their proposals that do not meet these minimum requirements described in this Section will not be evaluated and considered for award under this solicitation.

1) The vendor must be licensed to operate a psychiatric facility in the State of Texas.

2) All psychiatric physicians must be board-certified or board-eligible in psychiatry and licensed to practice in Texas.

3) All nursing, technical, and clinical support staff must hold active Texas licensure and certification appropriate to their role and meet all CMS Conditions of Participation.

4) Services shall be available twenty-four (24) hours per day, seven (7) days per week, including holidays.

4.0 ITEMIZED REQUIREMENTS

4.1 ITEMIZED REQUIREMENTS

1) Vendor will be required to ensure EMTALA-compliant Transfer Protocols, including:

a) Using physician-to-physician sign-off prior to patient transfer.

b) Conducting nurse-to-nurse handoff during the transfer process.

c) Notifying the patient or their representative about the transfer and its implications.

2) Vendor shall ensure the referred Patient is accepted or denied within (5) hours of referral.

3) Vendor shall provide Behavioral Health Physicians to perform exams, procedures, and tests, and interpret the results. Physicians will perform psychiatric evaluations, prescribe, and administer appropriate treatments.

4) Vendor shall provide, or arrange the provision of, basic laboratory, radiology, and other related diagnostic services necessary to provide inpatient psychiatric services.

5) Vendor shall provide a 30-day take-home medication upon the patient’s discharge.

6) Vendor shall provide a continued stay review every (5) days following admission.

7) Vendor shall provide Harris Health with a treatment summary report for each patient. The report must conform to HL7 version 2.2 or 2.3 standards.

8) Vendor shall submit a treatment plan summary report to Harris Health within forty-eight (48) hours of the Patient’s discharge. The report will include the patient’s name, date of birth, assigned medical record number, diagnosis, date of services, synopsis of treatment, and evaluation of treatment result.

9) The vendor shall be able to dedicate 25 beds available for Harris Health Transfers.

10) The vendor shall ensure their staffing is adequate and includes the following clinical roles: Psychiatrists, psychiatric nurses, social workers, case managers, and psychiatric technicians.

11) On-call psychiatrists and Tele-psychiatrists are acceptable.

12) Vendor must maintain minimum staffing ratios as per CMS guidelines and provide contingency plans for shortages.

13) All vendors’ staff shall be instructed on trauma-informed care, have cultural competency training, and comply with language access standards (Title VI of the Civil Rights Act of 1964).

14) Vendor shall provide comprehensive documentation, such as:

a) Medical history and physical examination records.

b) Diagnostic test results, including laboratory and imaging reports.

c) Legal documents, including consent forms and court orders.

d) Discharge summaries and coordination notes.

e) Advanced directives, if available.

15) Vendor shall participate in Harris Health’s data reporting and quality monitoring processes, including:

a) Clinical reviews every three (3) days during inpatient admission.

b) Submission of outcome and performance data.

c) Cooperation with Harris Health’s Quality Assessment and Performance Improvement (QAPI) program. QAPI metrics shall be reported monthly.

16) Vendor shall maintain credentialing records for all staff and submit to annual audits conducted by Harris Health.

17) Vendor shall report any adverse events or breaches of protected health information (PHI) immediately and provide a mitigation plan.

18) Insurance certificates must be submitted annually and updated as needed.

19) Vendor shall provide care coordination and discharge planning for all patients to ensure continuity of care.

20) Vendor shall notify Harris Health of each patient admission within 24 hours or the next business day.

21) Vendor shall ensure services are culturally and linguistically appropriate.

22) Vendor shall comply with HIPAA, HITECH, and applicable Texas laws regarding data privacy and security.

23) The insurance requirements for this solicitation are outlined in Attachment H – Minimum Insurance Requirements. The awarded Vendor shall comply with all requirements specified in Attachment H, except as modified below:

a) Vendor shall maintain professional liability and general liability insurance coverage in an amount not less than five million dollars ($5,000,000) per claim for the duration of the contract.

b) Vendor shall maintain cyber liability insurance coverage of at least $2 million per occurrence.

24) Vendor shall maintain licensure as a general acute care or acute psychiatric hospital in Texas.

25) Vendor shall be certified under Title XVIII of the Social Security Act.

26) Vendor shall cooperate with audits and maintain records for 6 years.

27) Vendor shall maintain a compliance program including a designated compliance officer.

28) The Vendor’s facility must meet the following minimum standards:

a) Fire Safety Compliance

i. Facility must comply with the National Fire Protection Association (NFPA) Life Safety Code (NFPA 101).

ii. Must maintain current fire marshal inspection certificates.

iii. Fire alarms, sprinklers, extinguishers, and evacuation plans must be in place and tested regularly.

b) Accessibility

i. Facility must be compliant with the Americans with Disabilities Act (ADA).

ii. Must provide accessible entrances, restrooms, patient rooms, and common areas for individuals with physical disabilities.

c) Sanitation and Infection Control

i. Facility must maintain a comprehensive infection prevention and control program in accordance with CDC and CMS guidelines.

ii. Must undergo regular sanitation audits and maintain documentation of cleaning protocols.

iii. Must provide hand hygiene stations and ensure proper waste disposal, including biohazard materials.

d) Environmental Safety

i. Facility must ensure ligature-resistant environments in patient care areas.

ii. Must maintain temperature, lighting, and ventilation systems that support patient comfort and safety.

iii. Must have protocols for pest control and environmental hazard mitigation.

e) Emergency Preparedness

i. Facility must maintain an emergency operations plan, including protocols for natural disasters, power outages, and mass casualty events.

ii. Staff must be trained in emergency response procedures.

f) Security Measures

i. Facility must have 24/7 security presence or monitoring systems.

ii. Must ensure controlled access to patient care areas and maintain visitor management protocols.

g) Licensing and Inspections

i. Facility must maintain all required state and local licenses and permits.

ii. Must be subject to periodic inspections by regulatory bodies and provide documentation upon request.

4.2 QUALITY ASSURANCE PERFORMANCE IMPROVEMENT

The following QAPI metrics will be used in the contract:

(FY25 YTD baseline = 10.24 days)

The Contractor shall meet all Quality Assurance and Performance Improvement (QAPI) metrics as outlined in this solicitation. Failure to meet these metrics may result in corrective action, which can include but is not limited to: submission of a corrective action plan, increased monitoring, withholding of payment, or termination of the contract for cause.

5.0 EVALUATION CRITERIA

5.1 All proposals will be examined by an Evaluation Committee which will consist of Harris Health staff.

5.2 Proposals that do not meet the Minimum Requirements contained in Section 3.0 will be eliminated from consideration.

5.3 Proposals should be brief, straightforward, and concise demonstrating the vendor has an understanding on what is being requested and evaluated. Omissions, ambiguous and equivocal statements may be construed against the vendor. The proposal response may be incorporated into any contract which results from this RFP, and vendors are cautioned not to make claims or statements it is not prepared to commit to contractually.

5.4 The Harris Health Sourcing Manager may hold discussions with one or more vendors to clarify their proposal for evaluation and possible award. Vendors shall not contact any Harris Health System personnel during the RFP process without the express permission from Harris Health Sourcing Manager identified herein. Harris Health may disqualify any vendor who has made site visits, contacted other Harris Health System personnel or distributed any literature without prior authorization from the Harris Health Sourcing Manager.

5.5 Vendors may be requested to make a presentation to the evaluation committee based on their submitted proposal and information requested by the committee. In addition to a presentation, the evaluation committee may request a tour of a vendor’s client site(s)s where the proposed solution can be demonstrated in a production environment.

5.6 All correspondence relating to this RFP, from advertisement to award shall be sent to Harris Health Purchasing Department. All presentations and/or meetings between Harris Health and the vendor relating to this RFP shall be coordinated by the Sourcing Manager.

5.7 Evaluation Scoring

Award shall be made to the highest scored responsive and responsible vendor whose proposal is determined to be the best evaluated offer taking into consideration the evaluation criteria in the following order of relative importance:

5.8 Submission of a proposal implies the vendor's acceptance of the evaluation criteria and vendor’s recognition that subjective judgments must be made by the Evaluation Committee.

6.0 SUBMITTALS

6.1 Harris Health is using the Bonfire platform (https://harriscountytx.bonfirehub.com/ ) to distribute this RFP document, respond to questions, and receive proposals for this competitive solicitation. Below are the requirements a vendor must follow when submitting a proposal for consideration. Vendors are encouraged to register and become familiar with the platform prior to submitting a proposal.

6.2 Bonfire Requested Information Section – Items to Upload

1) Proposal Acknowledgement

2) Miscellaneous Proposal Documents – The forms below would be uploaded under Miscellaneous Proposal Documents.

a) Vendor Certification of Eligibility to Participate

b) Tax Residence Certification

c) Addenda (if any)

6.3 Qualifications Narrative

Provide a narrative that describes your company’s qualifications and experience as an organization and how it stands ahead of its competition. To evaluate vendor’s qualifications and experience, please provide the following information:

1) Vendor’s history, background and principal officers.

2) Licenses/Accreditations for your organization.

3) What is your organization’s experience in providing inpatient psychiatric services for uninsured populations?

4) Provide details of your licensure, certifications, and compliance history with CMS, EMTALA, HIPAA, and Texas regulations.

5) Describe your staffing model, including psychiatrist coverage, nurse-to-patient ratios, and contingency plans for staff shortages.

6) How do you ensure cultural competency and language access for diverse patient populations?

7) Provide examples of your participation in QAPI programs and performance improvement initiatives.

8) What is your track record for meeting similar QAPI metrics in previous contracts?

9) Describe your compliance program and how you handle adverse events or PHI breaches.

10) How do you ensure all staff maintain current licensure and certifications?

11) Describe your onboarding and ongoing training programs, including trauma-informed care and cultural competency.

6.4 Complete the attached Vendor Experience Form detailing recent experience in providing good and service for a similar organization. The Form is an attachment in Bonfire, and once completed, can be uploaded back into Bonfire in the Supporting Documentation section.

6.5 Solution Narrative

Provide a narrative that describes your approach and methodology for providing the requested service. Vendors are to provide information that would highlight the vendor’s strengths in providing the requested service, information that would demonstrate vendor’s leadership in the field, and information that would distinguish vendor from its competitors.

1) Explain your process for accepting or denying patient transfers within the required 5-hour window.

2) How will you ensure 25 dedicated beds are available 24/7 for Harris Health patients?

3) Describe your approach to discharge planning and continuity of care, including coordination with community resources.

4) How will you provide tele-psychiatry services securely and in compliance with HIPAA?

5) Outline your data reporting process, including interoperability with Harris Health’s systems and adherence to HL7 standards.

6) What measures will you take to maintain infection control, fire safety, and ligature-resistant environments?

7) How do you plan to meet or exceed the QAPI metrics outlined in the scope?

8) Describe your emergency preparedness protocols and frequency of drills.

9) What technology solutions will you use for documentation, reporting, and communication with Harris Health?

10) What is your staffing model for psychiatrists, nurses, social workers, and case managers? Include minimum ratios and coverage plans.

11) Explain your process for accepting or denying patient transfers within the required 5-hour window.

12) Describe your data reporting process, including interoperability with Harris Health’s systems and adherence to HL7 standards.

13) How will you ensure secure data exchange and compliance with HIPAA/HITECH?

14) What technology platforms will you use for tele-psychiatry, and how do you ensure they are HIPAA-compliant?

6.6 The following Pricing information will be requested in Bonfire as a Data Submission.

Pricing shall be quoted as a flat daily rate per patient per bed and shall include all costs associated with the provision of inpatient psychiatric services. This includes, but is not limited to: physician and nursing care, psychiatric evaluations, medications administered during the stay, 30-day take-home medication upon discharge, diagnostic and laboratory services, meals, room and board, care coordination, discharge planning, and all required documentation and reporting. No additional charges to Harris Health or the patient will be permitted.

B. Included in the RFP documents is the contract template to be used in the execution of an agreement with the awarded vendor. The contract template will be negotiated and its terms finalized at the time of contract award between Harris Health and the awarded vendor.

6.8 Harris Health will not be liable for any costs incurred by the vendor in preparing a response to this RFP. Vendors submit proposals at their own risk and expense. Harris Health makes no guarantee that any products or services will be purchased as a result of this RFP, and reserves the right to reject any and all proposals. All proposals and accompanying documentation will become the property of Harris Health. All proposals are open to negotiation. The vendor is expected to examine all documents, forms, specifications, and all instructions. Failure to do so will be at vendor’s risk.

6.9 At and after opening, proposals will NOT be part of the public record and subject to disclosure, but will be kept confidential until time of award and execution of an agreement. When an award is made and an agreement is executed, proposals are subject to review under the “Public Information Act.”

7.0 INSTRUCTION TO PROPOSERS

7.1 A Pre-Proposal conference will be conducted via Microsoft Teams on January 26, at 2:00 PM local time in Houston and is anticipated to last approximately thirty (30) minutes. Participation is not mandatory, but is encouraged in order to have a better understanding of the requirements of this RFP.

When it’s time, join the meeting:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 268 779 990 282 17 Passcode: wD2zA7Rb

Dial in by phone +1 469-848-0248,,892724015# United States, Seagoville Find a local number Phone conference ID: 892 724 015# Join on a video conferencing device Tenant key: harrishealthsystem@m.webex.com Video ID: 116 896 239 9 More info For organizers: Meeting options | Reset dial-in PIN

7.2 It is each vendor’s responsibility to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their response for accuracy before submitting. Questions relating to this RFP submitted in writing in Bonfire no later than the date listed in Section 1.0 Procurement Schedule. Questions received after the question deadline are not guaranteed responses. All questions submitted in writing prior to the deadline will be responded to via an addendum, and vendors will be notified of the addendum by public notice in Bonfire. Harris Health is not bound by any information conveyed verbally.

7.3 Responses to this Request for Proposal (RFP) shall be formatted and organized in the following order for consistency and easy screening:

A. Vendors are to follow the prompts in Bonfire when submitting a proposal, understanding to submit the information only when requested for each section. Vendors are not to submit information where it is not being requested, as different evaluation members may receive and review different sections of the proposal. An example would be submitting pricing in the experience section, as evaluation members evaluating experience are not involved in calculating points for pricing, which is the Sourcing Manager’s responsibility.

B. Harris Health reserves the right to request additional information and use as part of the RFP evaluation process.

C. If a vendor is unable to submit their proposal through Bonfire, a hardcopy is to be submitted to the Sourcing Manager prior to the submittal deadline listed in Section 1.1, at the address listed below in Section 7.6. Submitted proposal must be typed, single spaced, and printed single-sided on 8 ½” by 11” paper, delivered in a sealed envelope with the Vendor Name and RFP number typed on the envelope.

7.4 Harris Health anticipates awarding the goods or services described within this RFP to a single vendor. The RFP itself does not obligate Harris Health to the purchase of any described goods or services. The progress towards a potential award is solely at the discretion of Harris Health and may be terminated at any time prior to execution of an agreement.

7.5 The vendor may propose value added goods or services that it believes will benefit Harris Health in meeting the needs outlined in the RFP Document. The vendor must identify the use, functionality, and purpose of the optional/value-added item(s), and how Harris Health will benefit from these items. The pricing for the optional / value added goods or services shall be clearly labeled as optional/value-added and separate from the RFP requested pricing.

7.6 The following Strategic Sourcing Manager (Sourcing Manager) is the primary and sole vendor contact for this Request for Proposals. Vendors who communicate directly with the user department or others within the Harris Health organization in regards to this Request for Proposals may be eliminated from award, if it is determined the communication created an unfair advantage for the vendor.

8.0 GENERAL REQUIREMENTS FOR PROPOSALS

8.1 The General Requirements for Proposals document dated 12/11/24 and which a copy is included in the Bonfire portal, shall be incorporated as part of this Request for Proposals document.

8.2 Vendors are to review and understand these requirements, with questions regarding these requirements be submitted in accordance with the Question Deadline listed in Section 1.0 Procurement Schedule.

9.0 SPECIAL REQUIREMENTS FOR PROPOSERS

The following Special Requirements shall supersede General Requirements for Proposals where applicable.

9.2 INVOICES

The Vendor shall submit an invoice upon completion of each deliverable. Deliverables will be considered complete upon written acceptance by Harris Health. Each invoice shall include the contract number along with the deliverable(s) completed and amount. No charges may be billed to Harris Health unless such costs are explicitly included in the agreement.

9.3 CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with Harris Health, which must be approved by its Board of Trustees to disclose all interested parties. If applicable, the Form 1295 must be completed and turned in prior to the contract. For more information, go to the following website: https://www.ethics.state.tx.us/filinginfo/1295

9.4 HIPAA COMPLIANCE

The vendor agrees to comply with the requirements of the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191 (codified at 45 C.F.R. Parts 160 and 164), as amended ("HIPAA"); privacy and security regulations promulgated by the United States Department of Health and Human Services ("DHHS"); Title XIII, Subtitle D of the American Recovery and Reinvestment Act of 2009, Pub. L. No. 111-5, as amended ("HITECH Act"); provisions regarding Confidentiality of Alcohol and Drug Abuse Patient Records (codified at 42 C.F.R. Part 2), as amended; and TEX. HEALTH & SAFETY CODE ANN. §§ 81.046, as amended, 181.001 et seq., as amended, 241.151 et seq., as amended, and 611.001 et seq., as amended collectively referred to as "HIPAA", to the extent that the vendor uses, discloses or has access to protected health information as defined by HIPAA. The vendor may be required to enter a Business Associate Agreement pursuant to HIPAA.

10.0 APPENDIX

10.1 The following documents shall be made a part of this Request for Proposals solicitation and shall be available on the Bonfire portal for completion and submittal as part of your proposal.

RFP 26/0004

image1.emf