4-Cost Allocation RFP Final.docx

Ventura County Behavioral Health Mental Health Services RFP

1911 Williams Drive, Suite 200 • Oxnard, CA 93036

REQUEST FOR PROPOSAL (RFP)

Cost Allocation Software RFP ISSUED: May 18, 2026 DUE: June 1, 2026

RFP Table of Content

Ventura County Behavioral Health RFP Summary

Purpose Ventura County Behavioral Health (VCBH), a division of the County of Ventura Health Care Agency, is seeking written proposals from qualified providers to provide cost allocation software services and related report development services for a customized Cloud-based, vendor-hosted product which is compatible with a Windows 11 environment with MS Edge browser and MS O365 office applications.

The initial anticipated contract period will be from September 1, 2026 through August 31, 2027 with the possibility of two (2) additional one (1) year extensions.

Timeline (subject to change)

Intent to Bid Each bidder is responsible for indicating their intent to bid by May 22, 2026 through the Ventura County Bonfire system at https://ventura.bonfirehub.com/opportunities/231827. To be able to submit a proposal, your organization must indicate its intent to bid. Any RFP addenda, Questions and Answers, or updated information will be made available through the Bonfire system.

Bidder RFP Questions All questions related to this RFP may be directed to the assigned VCBH Contracts Administrator, through the Message section of the Bonfire system at https://ventura.bonfirehub.com/opportunities/231827. The VCBH Contracts Administrator facilitating this RFP is the only individual authorized to answer questions related to this RFP.

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

1.0 GENERAL INFORMATION

Purpose of RFP In order to provide timely and useful reports, the County is seeking programming and consultation services for a customized Cloud-based, vendor-hosted product which is compatible [with Microsoft (MS) Internet Explorer Version 6.0 and 7.0 and 8.0 run in compatibility mode and other major web browsers] cost allocation software program that will:

· Perform cost allocation calculations

· Provide detailed customized reports and forms specific to client and program level reports

· Provide agency level reports and system-wide reporting The solution shall allow users to:

· Import external data

· Create Cost Pools

· Allocate costs

· Produce reports (customizable) Once implemented the County should have the ability to:

· Create and process new monthly files

· Process prior months

· Modify processes for future months Additionally, the system will be able to rely on an Excel-based import feature that aggregates County data for import. The number of users who will utilize the program to produce reports will be five (5).

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

VCBH Background VCBH must comply with Federal Cost principles as set forth in 2 CFR Part 225, as well as other State reporting requirements. The allocation methodologies utilized by VCBH will provide the best measure of relative benefit received and produce an equitable allocation of cost the VCBH programs.

VCBH is a complex system with over 200 cost accounting centers (programs) and multiple funding streams which need to be correctly and accurately recorded into Ventura County’s Financial Management System (VCFMS). VCBH fiscal department relies on accurate data to produce management, operational, State and Federal level reports. This reporting is essential to data backed decision making and to secure ongoing funding.

RFP Questions All questions related to this RFP may be directed to the assigned VCBH Contracts Administrator, through the Message section of the Bonfire system at https://ventura.bonfirehub.com/opportunities/231827. The VCBH Contracts Administrator facilitating this RFP is the only individual authorized to answer questions related to this RFP. No additional questions will be accepted after the May 21, 2026, deadline.

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.

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 or the Excluded Party List System/System for Award Management database. 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. Ventura County will not review a proposal submitted by an individual or entity on either list.

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. VCBH plans to use 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.

Vendor Required Experience A bidder must have a minimum of three (3) years’ experience in operating and providing governmental cost allocation software and support. In their proposals, bidders will need to detail services they have provided that are similar to the services outlined in this RFP without a plan of correction or contract failures.

Ventura County Behavioral Health Cost Allocation Software RFP

1.

2.0 INSTRUCTIONS TO BIDDERS/RULES GOVERNING COMPETITION

Submittal Deadline Completed proposals should be submitted online through the Bonfire system (https://ventura.bonfirehub.com/opportunities/231827) no later than 5:00 p.m., June 1, 2026.

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

Bidders are responsible for making certain their proposals are received on or before the proposal submittal deadline. The receiving time in the Bonfire System will be the governing time for acceptability of proposals---no late submittals will be allowed.

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

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

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

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

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

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

Proposal Validity Proposals submitted hereunder shall be firm for ninety (90) calendar days from the due date and through the initial 36-month period of operation.

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

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

In order to facilitate the evaluation and comparison of all submitted proposals, Bidder proposals should be submitted in the format described in this RFP. Specifically, Bidders should present their proposals in the order described in Sections 3.2 and 3.3 of this RFP (each section and all attachments should be clearly labeled). Format instructions must be adhered to; all RFP requirements and requests for information in the proposal must be responded to; all requested data must be supplied. Failure to comply with this requirement may cause for rejection.

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

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

Addenda VCBH will issue written addenda in order to make changes, additions, or deletions to this RFP. Oral communications regarding this RFP will not be valid or binding, nor excuse the successful bidder of any obligations hereunder, unless set forth in writing by VCBH. Addenda will be sent to all known Bidders that complete an intent to bid within the Bonfire System and said addenda will be made available through the Message Section (see Public Notices subsection) of the online Bonfire Systems at https://ventura.bonfirehub.com/opportunities/231827. It is the responsibility of each Bidder to ensure that VCBH has their correct business name, address, and contact information on file in the online Bonfire System. Any prospective Bidder who obtains a copy of the RFP documents from any other source other than online Bonfire System is responsible for advising VCBH that they have said documents and that they wish to receive subsequent Addenda.

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

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

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

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

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

Proposal Validation/Evaluation/Awardc.:Proposal Review and Evaluation;

Validation

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

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

1. Proven Performance

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

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

2. Support

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

4. Requirements/Specifications (plan and approach)

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

5. Cost

The proposals will be evaluated on the basis of the bidder’s reasonableness of cost.

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

· Contact and evaluate the Bidder’s and any subcontractor’s references

· Contact any Bidder to clarify any response

· Contact any current users of a Bidder’s services

· Solicit information from any available source concerning any aspect of a proposal

· Seek and review any other information deemed pertinent to the evaluation process.

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

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

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

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

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

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

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

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

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

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

· Previously failed to perform adequately for the County or any other governmental agency within the previous twelve (12) months.

· Submits false, incomplete, or unresponsive statements in a proposal.

· Is in default on the payment of taxes, licenses, or other monies due to County.

· Submits a proposal that contains errors or discrepancies.

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

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

The following conditions apply to proposal protest:

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

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

c. Protest Content. All protests must include the following information:

1) The name, address, and telephone number of the protestor.

2) The signature of the protestor or protestor’s authorized representative.

3) The RFP solicitation or contract number.

4) A detailed statement of the legal and/or factual grounds for the protest.

5) The form of relief requested.

d. Protest Process

1) If the VCBH Contracts Manager can resolve the issue, there is no further action required.

2) If there is no resolution, the issue will be referred to the VCBH Contracts Senior Manager for review and resolution. If the issue is resolved, there is no further action required.

3) If there is no resolution, the issue will be referred to the VCBH Administration & Financial Operations Division Chief who will make a determination on the issue and render a determination. This determination will be final.

Ventura County Behavioral Health Cost Allocation Software RFP

3.0 SCOPE OF WORK / PROPOSAL INSTRUCTIONS

Scope of Work VCBH is soliciting proposals from qualified providers to provide I. Cost Allocation Software & System Requirements—critical minimum specifications/requirements/features

· Cloud-based software proposed

· Development, implementation, operation of proposed cost allocation system

· Support for all major web browsers

· Ability to import data from various external sources in either an automated process or a batch import. Automated is preferred

· Development of single sign on with BHRS Active Directory.

· Quarterly and/or monthly processing

· Customized cost and data imports for multiple data sets

· Client-specific functionality such as data filters and crosswalks

· Cost adjustments with audit trail

· Data and cost groups

· Built in table relationships and quality control checks

· Step down allocation process

· Standard reports that meet state and Federal reporting needs.

· Customized detailed user manual

· Full access and report only user permissions

· Extensive data back-up and disaster recovery plan.

Systems Integration Requirements

· Programming: Readiness, ability and experience to customize automated and manual import/export utilities with date specific and transaction receipt

· Open programming language that permits integration and transfer of data between diverse database systems.

· Project management: Demonstrate capability and experience to manage immigration of data from legacy systems.

· Demonstrate capability to integrate from multiple databases for continuum reporting

· Clean and easy to use Client

· Ability to manipulate data

· Robust security principles:

· Ability to integrate with Active directory for authentication and security (single sign-on)

II. Required Reports & Form Development

· Ability to automate and/or generate customized reports and forms from within the application without programmer’s assistance on multiple levels:

· Customization of up to 15 unique reports

· Client and program level reports and forms that permit individual users to build their own reports and forms by choosing fields, sorting orders, data ranges, etc.

· Agency level reports that permit reports and forms to be built reflecting data collected by multiple users in multiple programs within a given agency.

· Systemwide reports that demonstrate the usage of services, based on data collected by multiple users and multiple agencies within the Collaborative.

· All reports and forms must be viewable onscreen and in a print preview format

· Flexibility in generating queries to extract information based on specific data elements or configurations of data elements to use with industry standard applications, including common databases, spreadsheets and report writing tools such as:

· Access

· Excel

· Crystal Reports

· SQL Server Reporting Services

· Required and customizable reports may include but not limited to:

· Allocation Method Summary

· Chart of Accounts

· Earning Reports

· Final Group Details

· Final Receivers Details/Summary

· Zero Sum Allocation Statistics

III. Training

· The vendor should provide onsite report training to VCBH staff. Training to ensure successful implementation and continuing operation of the software.

· Online help is available Monday-Friday during regular business hours (7am to 7pm), Electronic manuals provided

· Help desk (24 hour or Pacific Standard Time (PST) compatibility, 800 toll free number).

· Understandable user and system administrator manuals updated for the current version of software offered.

· Development and review of electronic procedures manual

· Onsite Training

· Vendor should provide onsite report development training for County staff. Training to ensure successful implementation and continuing operation of the software.

· Online help is available and ease of understanding.

IV. Project Management/Implementation:

· Project management staff qualifications/approach as key contact to VCBH.

· Project director qualifications/experience for tasks and project manager oversight and scheduled project progress audits. Project director responsibility for timely completion/sign off on all deliverables

· Project management oversight/availability/approach during implementation

· Project management minimum role and responsibilities:

· Project work plan to include:

· Tasks

· Task duration

· Detailed work plan

· Regular status calls

· Critical path activities

· Milestones

· Detailed data requests

· Deliverable dates

· Assigned resources (vendor & VCBH user staff)

· Outsourcing requirements

· Any other items required to complete the specified work

· Project action item list spreadsheet to include:

· Action tasks by vendor

· Action tasks by VCBH

· Responsible party

· Assignment

· Due dates

· Security Requirements

· Secure website and data transfer

· Secure login credentials

· Vendors prohibited from releasing financial information to the public.

V. Support & Maintenance (Help Desk Services)

· Support & Maintenance

· Audit response and support

· Data backup and disaster recovery plan

· Ongoing system maintenance plan (3-year, 5-year options)

· Technical support and maintenance for web-based system hardware and software

· Technical support and assistance for the system administrators.

· Technical support for system users.

· On-site technical support for initial implementation of the system through the first month of implementation

· Technical Support coverage 7am - 7pm desired PST

· Unobtrusive maintenance approach.

· Frequency and nature of upgrades

· Timing of implementation with notification

RFP Proposal Questions and Budget Request

Bidders responding to this RFP shall demonstrate their ability to implement, manage, and evaluate the performance of the program described in this RFP. Bidders are required to answer all the questions in this section in the RFP response that is submitted. Proposals shall include a response to the following areas of interest/questions:

I. Organization Profile and Qualifications (Limited to 2 pages of text)

Bidders must provide an organization profile. The profile must include the following information:

a) Organization ownership. If incorporated, the state in which the organization is incorporated and date of incorporation.

b) Location of the organization’s offices.

c) Location of the office servicing any California contracts.

d) Number of employees both locally and nationally.

e) Location(s) from which employees will be assigned to the VCBH contract.

f) Name, address, and telephone number of the Bidder’s point of contact for the contract that results from this RFP.

g) Organization background.

h) Experience, qualifications, and length of time operating the type of services described in this RFP. Please provide a description of the type of services that were provided, including the number of staff, location of services, and date the services were provided. A minimum of three (3) years’ experience providing the type of services described in this RFP is required in order to submit a proposal.

i) The bidder must also include a complete disclosure of any alleged significant prior or ongoing contract failures. Disclosure of any alleged significant prior or ongoing plan of correction and contract failures, any past or pending civil or criminal litigation or investigations which involve the Bidder or which the Bidder has been found guilty or liable. VCBH also 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). Failure to fully comply with this provision may disqualify a proposal.

VCBH reserves the right to reject any proposal based upon the Bidder’s prior history with the County or with any other party based on their prior unsatisfactory performance, criminal, adversarial or contentious behavior, significant failure(s) to meet contract milestones, or other significant contractual failures.

II. Budget Request (Limited to 3 pages of text, plus Attachment A)

· September 1, 2026, through August 31, 2027 – fully operational program

· September 1, 2027, through August 31, 2028 – fully operational program

· September 1, 2028, through August 31, 2029 – 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. The total budget for each year should be entered on the orange tab labeled ‘RFP Budget – TOTAL’. For each budgetary 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 staff training needed as described in the submitted proposal.

The County reserves the right to negotiate the final payment methodology with the selected bidder, including the conversion to a rate-based payment structure, during contract execution period.

Required Proposal Information Please ensure that your proposal, has the following information and structure:

a. Cover Letter/Signature on Proposal (Limited to 1 page of text) A cover letter, which shall be considered an integral part of the proposal, shall be signed by the individual(s) who is/are authorized to bind the bidder contractually. The signature(s) must indicate the classification or position that the individual(s) hold in the bidder’s organization.

The cover letter shall designate a person or persons who may be contacted during the period of evaluation with program/fiscal questions or contract issues. Include the contact name(s), type of questions/issues they can respond to, title, address, telephone number, fax number, and email address.

The cover letter shall be on the bidders company letter head with the legal name of the company that VCBH would be contracting with.

b. Executive Summary (Limited to 1 page of text)

Please provide an executive summary of your proposal that clearly shows that your organization is qualified to perform the services described in this RFP and that you fully understand the multiple components of the RFP.

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i.

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i. Response to the RFP Proposal Questions and Budget Request (Limited to 32 pages) Please provide a response to the RFP proposal questions that are listed in Section 5 of this RFP. Bidder’s responses shall address each item in the order given, identify each response by item letter, and include any attachments that are requested. Submit a full explanation of, and justification for, any exemptions or deviations.

i. Financial Statement (Limited to 1 page of text plus supporting documents) Bidders must provide a current and prior year financial statement or their latest annual report. Bidders shall make a definitive statement regarding their financial ability to perform the requirements hereunder.

i. References (Attachment C) (Limited to 1 page of text)

Bidders must provide a minimum of three (3) references from similar projects performed within the last three years. Information provided shall include:

1. Organization name

2. Project Manager name and telephone number

3. Project description

4. Project dates (starting and ending)

5. Staff assigned to the project and who will be assigned to the VCBH contract per this RFP

6. Dollar value of contract

f. Business Continuity Plan (Limited to 1 page of text) Please provide a short description of the plans and procedures your organization has in place to keep operations running smoothly in the event that: (1) one of your key staff members is on vacation or is temporarily or permanently incapacitated and/or (2) a natural or man-made disaster occurs that disrupts operations, or (3) State and Local Public Health Ordinance requirements impact the face-to-face delivery of services (bidders are required to comply with the State and Local Public Health Ordinance).

g. Bidder Understanding (Limited to 2 pages of text) Bidders may include an understanding of VCBH's needs or any other information deemed necessary which may not be required in any other section of the RFP.

h. Requirements (Limited to 2 pages of text) Bidder shall state on a point-by-point basis whether proposal is in compliance with the requirements/specifications of the RFP (section 3.3). A full explanation of and justification for any exemptions or deviations must be provided in this section.

5. Bidder Standard Contract Agreement

Bidders shall submit their standard contract for the County’s review as part of their proposal. The submitted contract must include all terms and conditions the Bidder proposes to govern the resulting agreement.

If the Bidder anticipates modifications, additions, or alternative provisions that would apply to the County, these must be clearly identified within the submitted contract.

The County reserves the right to determine whether the Bidder’s proposed contract terms are acceptable. Contract terms deemed excessive, non‑standard, or inconsistent with County requirements may reduce or eliminate a Bidder from further consideration. During contract negotiation, the County and selected Bidder will work to establish mutually acceptable terms and conditions.

Bidder proposals must include a signed original of the Non-Collusion Affidavit that is provided in Attachment B (see section 4.6 for more information). Non-Collusion Affidavit is available in the online Bonfire System (https://ventura.bonfirehub.com/opportunities/231827) as Attachment B Non-Collusion Affidavit.

4.0 COMPLIANCE REQUIREMENTS

Permits Unless otherwise provided herein, the successful Bidder shall:

· Obtain all permits and licenses necessary for the performance of the contract.

· Pay all charges and fees necessary for the performance of the contract.

· Give all public notices necessary for the lawful performance of the contract.

Contract Term Continuation of the contract is subject to the appropriation of funds for such purpose by the Board of Supervisors. If funds to effect such continued payment are not appropriated, VCBH may terminate the contract and contractor will relieve VCBH of any further obligation.

Payment Terms Customary payment terms are Net 45 days for work performed.

Non-Collusion If there is reason to believe that collusion exists among the Bidders, VCBH may refuse to consider proposals from participants in such collusion. No person, organization, or corporation under the same or different name, shall make, file, or be interested in more than one proposal for the same work unless alternate proposals are called for. A person, organization, or corporation that has submitted a sub-proposal to a Bidder, or who has quoted prices on materials to a Bidder, is not thereby disqualified from submitting a sub-proposal or quoting prices to other Bidders. Bidders shall submit with their proposal an executed Non-Collusion certification.

Ventura County Behavioral Health Cost Allocation Software RFP

5.0 RFP ATTACHMENTS

RFP Attachment “A”

Budget Template Excel Budget Template worksheet is available in the online Bonfire System (https://ventura.bonfirehub.com/opportunities/231827) as Attachment A – Budget Template.

In Attachment “A,” include all budget information and describe how each line item on the budget is cost effective and provides value to the EPSDT Services in Moorpark e program. Also, lay out the calculations and assumptions that were used to develop the proposed costs and that justify the proposed budget.

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