251-26-128 (School-Based Mental Health Services).pdf

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Memorandum from Purchasing Department

Letter of Instruction for RFP #251-26-128

To: Prospective Parties

Thank you for your interest in the Wake County Public School System. Please review the following instructions prior to submitting your proposal.

• Prior to submitting and executing the proposal, please make sure you read and understand the terms and conditions referenced. All proposals are subject to the terms and conditions outlined herein. All responses will be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror’s response will be waived and have no effect either on this Request For Proposals or on any contract that may be awarded resulting from this solicitation. The attachment of any other terms and conditions by the Offeror may be grounds for rejection of that proposal. Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal.

• Please read carefully the section titled CONFIDENTIALITY AND PROHIBITED

COMMUNICATIONS DURING THE RFP PROCESS. All questions should be directed to bids-pgooding@wcpss.net.

• Offerors are cautioned that this is a request for offers, not a request to contract, and

WCPSS reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of WCPSS.

• In submitting a proposal, the Offeror agrees not to use the results there from as part of any news release or commercial advertising.

• Submit one (1) signed, original executed proposal response and one (1) electronic copy on a flash drive (emails not accepted) of your proposal simultaneously to the address identified below.

• with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table below. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate envelopes and marked accordingly. For delivery purposes, separate envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the proposal package.

mailto:bids-pgooding@wcpss.net http://www2.wcpss.net/

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Request for Proposal #251-26-128

1551 Rock Quarry Rd – Bldg. F SCHOOL-BASED MENTAL HEALTH (CO-LOCATED) SERVICES

Raleigh, NC 27610 Contract Type: Agency Specific Term Contract

Refer ALL Inquiries to: Petra Gooding Telephone No: 919-588-3456 DUE DATE: April 23, 2025 @ 2:00 pm

E-Mail: bids-pgooding@wcpss.net Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

NOTICE TO VENDORS

Sealed proposals, subject to the conditions made a part hereof, will be received at this office (1551 Rock Quarry Road, Building F, Raleigh, NC) until 2:00 p.m. on the day of opening and then opened, for furnishing and delivering the commodity as described herein. Refer to page 2 for proper mailing instructions.

Proposals submitted via facsimile (FAX) machine or email in response to this Request for Proposal will not be acceptable.

Proposals are subject to rejection unless submitted on this form.

EXECUTION

In compliance with this Request for Proposal, and subject to all the conditions herein, the undersigned offers and agrees to furnish and deliver any or all items upon which prices are proposed, at the prices set opposite each item within the time specified herein. By executing this proposal, I certify that this proposal is submitted competitively and without collusion.

Failure to execute/sign this page prior to submittal shall render bid invalid. Late proposals are not acceptable.

VENDOR: FEDERAL ID OR SOCIAL SECURITY NO.

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO

(800)

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for 60 days from date of proposal opening unless otherwise stated here: ____ days Prompt Payment Discount: _______ % __________________ days.

Submit one (1) signed, original executed proposal response and one (1) electronic copy on a flash drive (emails will not be accepted) of your proposal simultaneously to the address identified below.

Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate envelopes and marked accordingly. For delivery purposes, separate envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the proposal package.

http://www2.wcpss.net/

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MAILING INSTRUCTIONS: Mail only one fully executed proposal with copies, unless otherwise instructed, and only one proposal package with copies per envelope. Address envelope and include proposal number as shown below. It is the responsibility of the Vendor to have the proposal in this office by the specified time and date of opening.

DELIVER TO:

PROPOSAL NO. RFP 251-26-128

Wake County Public School System

Purchasing Department, Building F

1551 Rock Quarry Road

Raleigh NC 27610-4145

RFP SCHEDULE

The table below shows the intended schedule for this RFP. WCPSS will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFP WCPSS 3-12-25

Submit written questions to:

bids-pgooding@wcpss.net

(Reference RFP # in the subject line)

Vendor 3-19-25 by 2:00 pm ET

Provide Responses to Questions WCPSS 3-21-25 by end-of-business

Submit Proposals Vendor 4-23-25 @ 2:00 PM ET

PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions, in written form by the above due date. WCPSS will not respond to questions via telephone or telephone message(s). Written questions must be emailed to bids-pgooding@wcpss.net by the date and time specified above. Vendors should enter “RFP #251-26-128 Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, WCPSS’ response, and any additional terms deemed necessary by WCPSS will be posted in the form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us and WCPSS Purchasing website http://www.wcpss.net/domain/101, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any

WCPSS personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

http://www.ips.state.nc.us/ http://www.wcpss.net/domain/101

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METHOD OF AWARD

All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation which is best for WCPSS. Vendors SHALL not be considered who are not approved or authorized by The State of North Carolina to do business with

The State of North Carolina. WCPSS reserves the right to waive any minor informality or technicality in proposals received.

IMPORTANT: CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is awarded—each Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside of WCPSS regarding this solicitation. All communication should be directed in written form to the WCPSS contact indicated on pages 1, 2, and 3.

PROJECT OBJECTIVES

The Wake County Public School System (WCPSS) recognizes the importance of addressing the mental health needs of students to provide the best opportunities for success. To support our families' efforts to obtain care for youth, WCPSS is requesting proposals for school-based and teletherapy mental health services. Services shall begin in the Fall of 2025 (tentatively July 1, 2025).

WCPSS has identified the following needs and seeks the following services:

Child and Adolescent service providers to serve as school-based mental health providers. This RFP is seeking highly qualified providers/agencies to provide the following mental health services to WCPSS students:

● Comprehensive Clinical Assessments

● Individual Outpatient Therapy

● Group Outpatient Therapy

● Family Outpatient Therapy

● Medication Management

● Person-Centered Planning

● On-site Training and Consultation with school staff

● Collaboration with school staff to support student needs

Successful providers/agencies must have the capacity to establish in-school access to clinical outpatient treatment services and be capable of providing mental health services at varying levels of intensity, based on the individualized needs of the students and which are able to adjust as rapidly as the changing needs of the students.

Participating WCPSS schools will provide a counseling-friendly space (confidential, non-stigmatizing, etc.). Hours of space availability will be determined between provider and school administrator based on school operating hours and needs of students.

All financial obligations related to the provisions of mental services will be the responsibility of the provider.

Successful agencies/providers will be expected to enter into a Memorandum of Agreement (MOA) with WCPSS outlining the terms and conditions under which WCPSS will allow the provider/agency to access WCPSS property to provide services to WCPSS students.

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Goals for School-Based Mental Health Services:

● To increase access to mental health services for WCPSS students in need of these services in an easily accessible location.

● To provide mental health programs that address early intervention and prevention services for WCPSS students in need.

● To provide consultation and crisis support to administrators, teachers, and other school staff regarding mental health and related issues.

BACKGROUND

WCPSS is currently the largest school district in North Carolina and the 15th largest in the United States. This Fall, the district will have 203 schools serving a student population of approximately 162,000, with approximately 20,000 staff. Wake County covers 854 square miles. Additional information about the school system can be accessed via the internet site (www.wcpss.net).

MINIMUM QUALIFICATIONS:

Only organizations that meet the following minimum qualifications will be considered for this RFP:

● All providers or applicants must be in good standing with all applicable oversight entities and continuously meet Good Standing criteria. This means that the provider or applicant:

○ is in compliance with the standards and requirements of all applicable oversight entities;

○ has submitted all required documents, payments and fees to the U.S. Internal Revenue Service, the N.C. Department of Revenue, N.C. Secretary of State, the N.C. Department of Labor, and the

N.C. Department of Health and Human Services and its Departments and Divisions;

○ has not filed for or is not currently in Bankruptcy; and

○ has not had any sanctions imposed against it, including, but not limited to the following:

■ Any LME/MCO: Contract Termination or Suspension, Referral

Freeze, noncompliance with a Plan of Correction, Past Due

Overpayment, Prepayment Review, Payment Suspension

■ N.C. Department of Health and Human Services

■ NC Medicaid/NC Division of Health Benefits: Contract

Termination or Suspension, Payment Suspension, Prepayment

Review, Outstanding Final Overpayment.

■ DMH/DD/SAS: Revocation, Unresolved Plan of Correction.

■ DHSR: Unresolved Type A or B penalty under Article 3, Active

Suspension of Admissions, Active Summary Suspension, Active

Notice of Revocation or Revocation in Effect.

■ U.S. Internal Revenue Service: Unresolved tax or payroll liabilities.

■ N.C. Department of Revenue: Unresolved tax or payroll liabilities.

■ N.C. Department of Labor: Unresolved payroll liabilities.

■ N.C. Secretary of State: Administrative Dissolution, Revocation of Authority, Notice of

Grounds for other reason, Revenue Suspension; providers organized as a corporate entity must have a "Current - Active” registration with the NC Secretary of State.

■ Boards of Licensure or Certification for the applicable Scope of Practice

■ Provider's Selected Accrediting Body

● Providers and applicants are required to disclose any pending or final sanctions under the Medicare or

Medicaid programs including paybacks, lawsuits, insurance claims or payouts, and disciplinary actions of http://www.wcpss.net/

6 | P a g e the applicable licensure boards or adverse actions by regulatory agencies within the past five years or now pending. The provider's or applicant's owner(s) and managing employee(s) may not previously have been the owners or managing employees of a provider which had its participation in any State's Medicaid program, or the Medicare program involuntarily terminated for any reason or owes an outstanding overpayment to an LME/MCO or an outstanding final overpayment to DHHS.

● For purposes of this procedure, WCPSS considers an action of DHHS, including its divisions and LME/MCOs to be final upon notification to the provider, unless such action is under appeal. For actions by DHHS or

LME/MCO under appeal, WCPSS may, in its discretion, pending its award or enrollment for up to 90 days to allow for a final resolution or final decision by the NC Office of Administrative Hearings (NCOAH). If no final decision is rendered in that time period, then the provider or applicant is deemed not in Good

Standing.

● Confidentiality of Health Records.

The parties recognize that certain health care records and transactions may be governed by the Health

Insurance Portability and Accountability Act (HIPAA). Records created and maintained by the Agency in providing services to students pursuant to a MOA may be provided to WCPSS upon the receipt of written consent from the parent/guardian and/or patient, if over the age of 18. Pursuant to the U.S. Department of Education’s and U.S. Department of Health and Human Services’ November 2008 Joint Guidance on the

Applicability of [FERPA] and [HIPAA] to Student Records, it is anticipated that any records produced or maintained by the parties in connection with the MOA will be education records subject only to FERPA, and not HIPAA, while in the possession of WCPSS employees.

• To the extent that HIPAA may be applicable to any actions of the Agency or its affiliates in connection with the MOA, the Agency shall be solely responsible for ensuring its compliance with that statute and any related regulations. The Agency shall be responsible for the storage, maintenance, and confidentiality of proper medical records for the patients pursuant to the MOA. The Agency shall be responsible for fulfilling all requirements imposed by applicable law and its own medical records procedures with respect to the preparation, maintenance, security, disclosure, and retention of such medical records.

• During the term of the MOA and thereafter, the Agency and WCPSS shall provide copies of medical records, films, and reports to one another upon request to the extent appropriate consent of the patient has been obtained or authorized by law. Each party shall maintain the confidentiality of any and all records of the patients to which it may have access pursuant to the performance of its duties under the

MOA. Each party shall obtain, record, and preserve as required by relevant law, rule, or regulation any and all specific consents as may be required for any procedures performed pursuant to or within the contemplation of the MOA.

SCOPE OF WORK

Mental and behavioral services provided to WCPSS students in school should be based on the following principles and guidelines:

● Services will be provided by fully licensed or associate licensed professionals (LCMHC, LCSW, LMFT) who are supervised and capable of consulting with other licensed professionals as needed. HSP-P may provide services but must be fully licensed. Student interns or individuals without a completed and conferred master’s degree AND clinical mental health license cannot provide services.

● Family engagement and active family involvement is critical at the initiation and throughout the treatment process. Parent engagement is required monthly.

● Services will only be provided to students who are younger than 18 years old following the receipt of parental/guardian consent.

● Students who are 18 years of age or older can provide consent to receive services without consent of parent/guardian.

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● Providers/agencies agree to follow the process and protocol determined by WCPSS regarding referral for services and to work with WCPSS to develop appropriate consent forms and information materials about services offered.

● Services should be proactive and positive, building on the strengths of the students and families.

● Service providers should show willingness to build strong collaborations with school administrators, student services and support staff, teachers, and other school staff.

● Services must follow the mandate to be least intrusive, least restrictive, and responsive to the individual needs of the child within the school setting.

● All employees and contractors of the agency provider shall agree to follow all WCPSS rules, regulations, procedures (including background checks and screening processes), and Board policies when providing services to WCPSS students on school property.

● Mental health providers must immediately inform school staff of student safety concerns that cannot be kept confidential such as suicidality, self-harm, homicidal ideation, or psychosis.

● Providers/agencies will be responsible for billing, paperwork, necessary signatures to begin services, and for release of information.

● It is preferred that services are provided during regular school hours and on the school's campus to accommodate the schedules of parents and families, however, teletherapy is also able to be provided during or after school hours only using Google Meet following established WCPSS Teletherapy

Requirements and Best Practices (attached).

● Providers/agencies will be responsible for remaining accessible and continuing services to students during periods of time when school is not in session (winter and summer break).

Service providers must work in close partnership with WCPSS and school staff at assigned location(s).

Special Conditions:

● WCPSS anticipates the need for at least five additional providers with opportunity for this need to grow as school staff and families gain awareness of this service.

Eligible Applicants Proposal Format

Proposals shall conform substantially to the following format using tabs to designate sections:

Section A. - Introduction

Please begin with a 2-page overview of what you are proposing and an overview of notable attributes you wish to highlight for consideration. Address these items:

1. If your organization is using an outside consultant to assist with the RFP, please provide the name of the consultant.

2. List and briefly summarize what you are proposing to do under the requested scope of services.

3. Describe why your organization, from a business, professional, clinical, administrative, financial and technical perspective, should be awarded an agreement for the services requested. Describe any distinguishing features WCPSS should know about your services and company as well as an overview of your proposal.

Section B. - Personnel and Capacity

A school-based therapist’s individual caseload can range from 3-6 students a day. Each school is asked to

8 | P a g e complete 3 referrals prior to a therapist beginning at the assigned school. Please explain your ability to meet this request by responding to the following:

4. How many dedicated therapists do you have available to serve WCPSS students with the SBMH program?

If you anticipate hiring additional staff, please explain your timeframe to do so. Please specify their anticipated hours of availability each week including part time or full time and number of days per week dedicated to student sessions.

5. Please attach an organizational chart showing your current organizational leadership and staffing.

6. Please list all training and professional development opportunities you require and/or provide for your therapists to enhance their clinical expertise.

7. Describe your clinical supervision plan for School Based Mental Health therapists.

8. Describe your overall anticipated program capacity including substitute coverage based on your current staffing and recruiting and retention strategies.

Section C. - Experience Serving Children and Adolescents Providers should demonstrate experience and competency in the requested service(s). Describe your organization's background and expertise in the following:

9. Describe your previous experience with providing mental health services to children and adolescents, How long has your organization provided mental health services to children and adolescents? What services have been provided?

10. Do you currently have an MOU or MOA with a school system? If so, please attach.

11. At the time of this RFP how many WCPSS youth does your agency serve? How many youth does your agency serve overall?

12. Describe your overall collaboration with the school system. How have you demonstrated a meaningful partnership with school staff? What were the key elements that proved successful or presented challenges?

13. Describe how you engage caregivers and families in meaningful participation in mental health supports?

14. Describe your capacity to participate in Child and Family Team meetings, IEP meetings, and parent teacher conferences.

Section D. - Program Implementation and Service Delivery This section is intended to clarify your process for how services will be delivered starting from the receipt of a new referral and continuing through discharge. Please respond to the following:

15. Explain how you would prepare to initiate services in WCPSS schools. What tasks or adjustments would be necessary during the 90-day period leading up to working with WCPSS students? Provide a detailed implementation plan, including a timeline for the services requested.

16. List all insurance companies your School Based Mental Health therapists will be able to bill for services. If insurance paneling is still in progress, please provide the expected date of coverage approval. Please specify how many SBMH clinicians are able to bill for each insurance policy. Also, WCPSS requires that

10% of your caseload be reserved for pro bono therapy services? How do you plan to serve clients who are uninsured and in need of pro bono services?

17. Describe your organization's referral process for mental health services.

18. Please describe how technology will be utilized to make necessary connections with parents and guardians. If attempts to reach parents by phone are unsuccessful, what other means of communication

9 | P a g e will you utilize? Please indicate if email, text messaging, electronic signatures, and client portals will be utilized in addition to phone calls.

19. Describe how your agency expects to conduct the intake and comprehensive clinical assessment (CCA) process. Describe what assessment instruments will be utilized, the timeline during this process including-how long it takes from the initial referral, to completing an assessment, to the first session?

20. Describe the linkage and referral process your agency has established for children who need a higher level of clinical care. Please list any services you can provide within your agency, such as medication management, day treatment, Intensive In-home, Multisystemic Therapy, partial hospitalization, etc.

21. How will the agency ensure that the school staff, family, and other agencies, if relevant, will be included in the development of the treatment plan and ongoing treatment planning process?

22. What is the agency's termination and discharge planning process? How will the agency ensure that termination and discharge recommendations are understood and what assistance will be given to families to access necessary services upon discharge?

Section E. - Special Supports for Diverse Client Needs Describe your readiness and any limitations when attempting to address various client needs. Please include any unique approaches, evidenced-based models, or treatment methods that would be used to address elements that can often obstruct service provision. Please also notate any instances where student referrals matching a particular category cannot be served by your agency. (Clarifying this information will not negatively impact your opportunity for selection.)

23. Describe your service approach and models of service delivery for:

a. Special communication needs (e.g. deaf, hard of hearing, blind)

b. Students with varying intellectual abilities (e.g. moderate/mild intellectual disability to academically gifted)

c. Chronic medical conditions

d. English Language Learners (including use of interpretation services)

e. Complex trauma

f. Substance use, tobacco cessation, or vaping,

g. Poverty

h. Attention deficit hyperactivity disorder

i. Oppositional defiance and/or aggressive behaviors

24. How will your clinicians differentiate their approach to serving younger elementary students vs. older adolescents?

Section F. - Crisis Protocol This section should provide a snapshot of what WCPSS staff and families can expect if student safety concerns arise while the student is under your clinical care.

25. What is your case escalation process? Please describe the initial steps when a client presents with immediate safety needs.

26. Please attach your policies and procedures for services that address case escalation, crisis response, first responder coverage, and after-hours options.

Section G. - Service Evaluation and Monitoring The successful applicant is expected to have a quality improvement plan that includes expected outcomes, performance indicators (or related goals), and how individual and program progress will be measured in accordance with the applicable service definition.

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27. Please attach any outcome data from the past two years that demonstrates the effectiveness of your mental health services. The data should focus on school-aged youth (ages 5-18) and include information on the length of time from referral to admission, collaboration with schools or other agencies, family involvement, and symptom reduction.

28. Describe how you gather data on consumer outcomes and how you determine whether your consumers are benefitting from your services.

29. Describe how your organization will utilize data generated by performance indicators, outcomes, survey results, and stakeholder feedback to improve the quality of care.

Concluding Statement

30. Please conclude your proposal by adding any additional information or closing remarks you wish to share with the review committee.

PROPOSAL EVALUATION

Award of a MOA resulting from this RFP will be based upon the proposal(s) best aligned with the cost, service objectives, and other factors as specified herein.

Providers shall demonstrate experience and competency in the requested service(s). Stability of past operations is important.

RFP proposals will be evaluated using a standardized evaluation sheet for the elements from the RFP outline.

Proposals will be pre-screened to ensure the organization (i) meets the minimum qualifications (ii) has completed all material sections of the RFP, and (iii) is responsive to the questions.

Once a proposal passes the pre-screen process, it will be reviewed by a Selection Committee designated by

WCPSS which will include WCPSS staff and other stakeholders deemed needed. Reviewers will utilize the

Evaluation Tool attached and scores will be calculated from all the reviewers. An interview process may be utilized to gain additional information and pose questions of providers. The evaluation will include the extent to which the proposal meets the stated requirements as set out in this RFP as well as the applicants' stability, experience, and record of past performance in delivering such services.

Partnership/MOA Award:

The successful applicant(s) chosen by WCPSS will be required to enter into a Memorandum of Understanding

(MOA) with WCPSS.

Providers shall have a “no-reject policy” for referrals within the capacity and the parameters of their competencies. Providers shall agree to accept all referrals meeting criteria for services they provide when there is available capacity; if the Provider is not capable of providing the needed support, a referral to adequate services should be provided. This should only occur when the Provider does not offer a service.

The initial term of any agreement awarded hereunder will be through June 30, 2026, with the option to renew by

WCPSS for one (1) successive one (1) year period under the same terms and conditions. Any renewal shall be based on satisfactory performance by the Provider during the previous years for the services provided and funding availability.

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Cancellation of agreement:

WCPSS reserves the right to cancel and terminate any resulting agreements or MOAs, in part or in whole, without penalty, upon thirty (30) days written notice to the Provider. Any agreement cancellation shall not relieve the

Provider of the obligation to deliver and/or perform obligations outstanding prior to the effective date of cancellation or to transition consumers and consumers' records.

Other General Information:

The following outlines additional information related to the submission of proposals:

● WCPSS reserves the right to reject any and all proposals for any reason, including but not limited to false information contained in the proposal and discovered by WCPSS.

● Any cost incurred by an organization in preparing or submitting a proposal is the bidder's sole responsibility. WCPSS will not reimburse any bidder for any pre-award costs incurred. All materials submitted to WCPSS will become the property of WCPSS and will not be returned.

● All proposals are subject to the terms and conditions outlined herein. All responses will be controlled by such terms and conditions. The attachment of other terms and conditions by any organization may be grounds for rejection of that organization's proposal.

● In submitting its proposal, organizations agree not to use the results therefrom or as part of any news release or commercial advertising without the prior written approval of WCPSS.

● All responses, inquiries, or correspondence relating to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the organization will become the property of WCPSS when received.

● The signer of any proposal submitted in response to this RFP certifies that this proposal has not been arrived at collusively or otherwise in violation of either Federal or North Carolina antitrust laws.

SUBMISSION INSTRUCTIONS

● Indicate the Applicant name and RFP number on the front of your proposal envelope or package.

● Include the RFP # and page # on the bottom of each page of your proposal.

● WCPSS School-Based Mental Health Services RFP Proposals must be submitted according to the below described Eligible Applicant Proposal Format described on page 7.

● Proposals must address the questions and items set out on the previous pages.

● Must be typewritten and signed in ink by the official authorized to bind the applicant to the provisions contained within the proposal.

● Trade secrets or similar proprietary data which the organization does not wish disclosed to personnel other than those involved in the evaluation will be kept confidential to the extent permitted by state law and rule if identified as follows: Each page shall be identified in boldface at the top and bottom as

"CONFIDENTIAL." Any section of the proposal that is to remain confidential shall also be so marked in boldface on the title page of that section.

● Submit one original, signed copy of the proposal and one copy on a flash drive. Proposals should not be placed in binders and covers. Proposals must be provided in a sealed envelope no later than the date and time specified herein.

● WCPSS will not be held responsible for the failure of any mail or delivery service to deliver a proposal response by the stated proposal due date and time.

● No fax or emailed responses will be accepted or considered.

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● All proposals must be received by WCPSS on or before April 23, 2025, at 2:00pm per the delivery instructions on page 3.

QUALIFICATIONS

• VENDOR shall be licensed and approved to do business in the State of North Carolina.

• Insurance requirements referenced within as well as any Federal, State and Local requirements shall be required and maintained.

• Demonstrated experience in performing similar projects

• Vendor will be disqualified for consideration if they are listed on either the State of North Carolina debarred vendor registry, or the Federal Government debarred vendor registry.

(Federal Government) https://www.sam.gov/SAM/pages/public/searchRecords/searchResults.jsf

(State of North Carolina) https://ncadmin.nc.gov/documents/nc-debarred-vendors

COST

Vendors shall provide the hourly rate billed to clients below.

Hourly rate billed to clients for services: $________________________ https://www.sam.gov/SAM/pages/public/searchRecords/searchResults.jsf https://ncadmin.nc.gov/documents/nc-debarred-vendors

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WCPSS Mental Health Services RFP Scoring Sheet Sample

Agency Name:

Reviewer Name:

Review Committee Guidelines for Scoring:

Each section of the application should be rated based on how closely the application meets the needs of what has been outlined in the WCPSS request for proposals. Please use the following scores:

O = not addressed or response of no value; - This response does not provide the requested info.

1 = limited applicability; - This response is not ideal for an SBMH provider.

3 = some applicability; - This response can fit SBMH with further training or agency adjustment

5 = substantial or total applicability - This response is most ideal for SBMH

*For items that are informational only, please rate 5 if the information was provided.

Section A: Introduction Description Provided to Agencies:

Please begin with a 2-page overview of what you are proposing and an overview of notable attributes you wish to highlight for consideration.

Address these items:

Score Below (0, 1, 3, or 5)

Comments / Notes

1.) If your organization is using an outside consultant to assist with the RFP, please provide the name of the consultant.

2.) List and briefly summarize what you are proposing to do under the requested scope of services.

3.) Describe why your organization, from a business, 14 | P a g e professional, clinical, administrative, financial, and technical perspective, should be awarded an agreement for the services requested.

Describe any distinguishing features WCPSS should know about your services and company as well as an overview of your proposal.

TOTAL FOR SECTION A: _______________ (OUT OF 15)

Section B. - Personnel and Capacity

Description Provided to Agencies:

A school-based therapist’s individual caseload can range from 3-6 students a day. Each school is asked to complete 3 referrals prior to a therapist beginning at the assigned school. Please explain your ability to meet this request by responding to the following:

Comments / Notes

4.) How many dedicated therapists do you have available to serve WCPSS students with the SBMH program? If you anticipate hiring additional staff, please explain your timeframe to do

so. Please specify their anticipated hours of availability each week including part time or full time and number of days per week dedicated to student sessions.

5.) Please attach an organizational chart showing your current organizational leadership and staffing.

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6.) Please list all training and professional development opportunities you require and/or provide for your therapists to enhance their clinical expertise.

7.) Describe your clinical supervision plan for School Based Mental Health therapists.

8.) Describe your overall anticipated program capacity including substitute coverage based on your current staffing and recruiting and retention strategies.

TOTAL FOR SECTION B:________________(OUT OF 25)

Section C. - Experience Serving Children and Adolescents Providers should demonstrate experience and competency in the requested service(s). Describe your organization's background and expertise in the following:

Comments / Notes

9.) Describe your previous experience with providing mental health services to children and adolescents, How long has your organization provided mental health services to children and adolescents? What services have been provided?

10.)Do you currently have an MOU or MOA with a school system?

If so, please attach.

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11.) At the time of this RFP how many WCPSS youth does your agency serve? How many youths does your agency serve overall?

12.) Describe your overall collaboration with the school system. How have you demonstrated a meaningful partnership with school staff?

What were the key elements that proved successful or presented challenges?

13.) Describe how you engage caregivers and families in meaningful participation in mental health supports?

14.) Describe your capacity to participate in Child and Family Team meetings, IEP meetings, and parent teacher conferences.

TOTAL FOR SECTION C:________________(OUT OF 30)

Section D. - Program Implementation and Service Delivery This section is intended to clarify your process for how services will be delivered starting from the receipt of a new referral and continuing through discharge. Please respond to the following:

Comments / Notes

15.) Explain how you would prepare to initiate services in WCPSS schools.

What tasks or adjustments would be necessary during the 90-day period leading up to working with WCPSS students? Provide a detailed

17 | P a g e implementation plan, including a timeline for the services requested.

16.) List all insurance companies your School Based Mental Health therapists will be able to bill for services. If insurance paneling is still in progress, please provide the expected date of coverage approval.

Please specify how many SBMH clinicians are able to bill for each insurance policy. Also, WCPSS requires that 10% of your caseload be reserved for pro bono therapy services? How do you plan to serve clients who are uninsured and in need of pro bono services?

17.) Describe your organization's referral process for mental health services.

18.) Please describe how technology will be utilized to make necessary connections with parents and guardians. If attempts to reach parents by phone are unsuccessful, what other means of communication will you utilize? Please indicate if email, text messaging, electronic signatures, and client portals will be utilized in addition to phone calls.

19.) Describe how your agency expects to conduct the intake and comprehensive clinical assessment (CCA) process. Describe what assessment instruments will be utilized, the timeline during this process including-how long it takes from the initial referral, to completing an assessment, to the first session?

20.) Describe the linkage and referral process your agency has established for children who need a higher level of clinical care. Please list any services

18 | P a g e you can provide within your agency, such as medication management, day treatment, Intensive In-home, Multisystemic Therapy, partial hospitalization, etc.

21.) How will the agency ensure that the school staff, family, and other agencies, if relevant, will be included in the development of the treatment plan and ongoing treatment planning process?

22.)What is the agency's termination and discharge planning process? How will the agency ensure that termination and discharge recommendations are understood and what assistance will be given to families to access necessary services upon discharge?

TOTAL FOR SECTION D:________________(OUT OF 40)

Section E. - Special Supports for Diverse Client Needs Describe your readiness and any limitations when attempting to address various client needs. Please include any unique approaches, evidenced-based models, or treatment methods that would be used to address elements that can often obstruct service provision. Please also notate any instances where student referrals matching a particular category cannot be served by your agency. (Clarifying this information will not negatively impact your opportunity for selection.)

Comments / Notes

23.) Describe your service approach and models of service delivery for:

a. Special communication needs (e.g., deaf, hard of hearing, blind)

b. Students with varying intellectual abilities (e.g. moderate/mild intellectual disability to academically gifted)

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c. Chronic medical conditions

d. English Language Learners (including use of interpretation services)

e. Complex trauma

f. Substance use, tobacco cessation, or vaping,

g. Poverty

h. Attention deficit hyperactivity disorder

i. Oppositional defiance and/or aggressive behaviors

24.) How will your clinicians differentiate their approach to serving younger elementary students vs. older adolescents?

TOTAL FOR SECTION E:________________(OUT OF 55)

Section F. - Crisis Protocol This section should provide a snapshot of what WCPSS staff and families can expect if student safety concerns arise while the student is under your clinical care.

25.) What is your case escalation process? Please describe the initial steps when a client presents with immediate safety needs.

26.) Please attach your policies and procedures for services that address case escalation, crisis response, first responder coverage, and after-hours options.

TOTAL FOR SECTION F:________________(OUT OF 10)

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Section G. - Service Evaluation and Monitoring The successful applicant is expected to have a quality improvement plan that includes expected outcomes, performance indicators (or related goals), and how individual and program progress will be measured in accordance with the applicable service definition.

27.) Please attach any outcome data from the past two years that demonstrates the effectiveness of your mental health services. The data should focus on school-aged youth (ages 5-18) and include information on the length of time from referral to admission, collaboration with schools or other agencies, family involvement, and symptom reduction.

28.) Describe how you gather data on consumer outcomes and how you determine whether your consumers are benefitting from your services.

29.) Describe how your organization will utilize data generated by performance indicators, outcomes, survey results, stakeholder feedback to improve the quality of care.

30.) Concluding Statement:

Please conclude your proposal by adding any additional information or closing remarks you wish to share with the review committee.

TOTAL FOR SECTION G:________________(OUT OF 10)

TOTALS FOR ALL SECTIONS

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SECTION POINTS

A

B

C

D

E

F

G

FINAL TOTAL: ____________ (OUT OF 190)

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TERMS AND CONDITIONS

1. READ, REVIEW AND COMPLY: It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2. NOTICE TO BIDDERS: All bids are subject to the provisions of special terms and conditions specific to this Invitation for Bids, the specifications. Wake County Public School System (WCPSS) objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder’s response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.

By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

3. DEFINITIONS:

• BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.

• TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.

• OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.

4. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.

5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1) special terms and conditions specific to this bid, (2) specifications, and (3) Instructions to Bidders.

6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder’s offer shall be valid for 45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.

7. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and bidder will be held responsible, therefore. Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.

8. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and, in the spaces, provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

9. RECYCLING AND SOURCE REDUCTION: It is the policy of WCPSS to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.

We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use.

Companies are strongly urged to bring to the attention of WCPSS which issued the solicitation document, those products or packaging they offer which have recycled content and that are recyclable.

10. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the school or department directly. Any and all revisions to this document shall be made only by written addendum from WCPSS Purchasing Department. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.

11. ACCEPTANCE AND REJECTION: WCPSS reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

12. REFERENCES: WCPSS reserves the right to require a list of users of the exact item offered. WCPSS may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.

13. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid most advantageous to WCPSS as determined upon consideration of such factors as: prices offered; the quality of the articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the date or dates of delivery and performance; and such other factors deemed by WCPSS to be pertinent or peculiar to the purchase in question. Unless otherwise specified by WCPSS or the bidder, WCPSS reserves the right to accept any item or group of items on a multi-item bid.

WCPSS also reserves the right to reject any and all bids. In addition, on TERM CONTRACTS, WCPSS reserves the right to make partial, progressive, or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by WCPSS to be pertinent or peculiar to the purchase in question.

14. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, WCPSS invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

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15. CONFIDENTIAL INFORMATION: As provided by statute and rule, WCPSS will consider keeping trade secrets which the bidder does not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the bidder.