6-Casa de Esperanza Residential Services RFP Final.pdf

Ventura County Behavioral Health Casa de Esperanza RFP

REQUEST FOR PROPOSALS (RFP)

Casa de Esperanza Residential Services RFP

ISSUED: April 24, 2026

DUE: May 27, 2026

1911 Williams Drive, Suite 200 • Oxnard, CA 93036

RFP TABLE OF CONTENT

1 RFP INTRODUCTION

1.1 Program Purpose

1.2 Timeline (Subject to Change)

1.3 Intent to Bid

1.4 Bidder RFP Questions

1.5 Bidder Bonfire Technical Support

2 General Information

2.1 Background and Need

2.2 Nomenclatures

2.3 Program Goals and Objectives

2.4 Bidder Eligibility

3 Instructions to Bidders/Rules Governing Competition

3.1 Submittal Deadline

3.2 Proposal Response

3.3 Modification of Proposals

3.4 Opening of Proposals

3.5 Examination of the Request for Proposal

3.6 Proposal Validity

3.7 Proposal Content/Format

3.8 Costs Incurred in Responding

3.9 Addenda

3.10 Confidential and Proprietary Data

3.11 Commitments, Warranty, and Representations

3.12 Proposal Validation/Evaluation/Award

3.13 Award

3.14 Presentations

3.15 Site Visits

3.16 Additional Information

3.17 Errors/Defects in Proposals

3.18 Rejection of Proposals

3.19 RFP Cancellation

3.20 Protest Procedures

4 SCOPE OF WORK

4.1 Required Service Components

4.2 Staffing Requirements

4.3 Administrative and Reporting Requirements

4.4 Performance Expectations

5 PROPOSAL REQUIREMENTS

5.1 Cover Letter/Signature on Proposal (Maximum 1 page)

5.2 Executive Summary (Maximum 1 page)

5.3 Organizational Profile and Qualifications (Maximum 3 pages)

5.4 Program Approach and Implementation Plan (Maximum 8 pages). 29

5.5 Staffing Plan and Organizational Capacity (Maximum 6 pages excluding Resumes)

5.6 Community Partnerships and Collaboration (Maximum 4 pages)

5.7 Cultural Competency and Accessibility (Maximum 3 pages)

5.8 Quality Assurance and Evaluation (Maximum 3 pages)

5.9 Budget and Financial Management (Use provided budget template)

5.10 Financial Statement (Maximum 1 page plus supporting documents)

5.11 References-Attachment D (Maximum 1 page)

5.12 Business Continuity Plan (Maximum 1 page)

5.13 Bidder Understanding (Maximum 2 pages)

5.14 Non-Collusion Affidavit (Attachment E)

5.15 Compliance with County Standard Contract Terms and Conditions- Attachment B (Maximum 3 pages)

6 PROPOSAL EVALUATION CRITERIA

6.1 Technical Approach and Program Design (35%)

6.2 Organizational Capacity and Experience (25%)

6.3 Community Engagement and Partnerships (20%)

6.4 Budget and Cost-Effectiveness (15%)

6.5 Cultural Competency and Accessibility & Evaluation and Quality Assurance (5%)

7 SUBMISSION INSTRUCTIONS AND QUALIFICATIONS

7.1 Submission Instructions

7.2 Vendor Qualifications

8 CONTRACT TERMS AND CONDITIONS

8.1 Contract Structure

8.2 Performance Standards

8.3 Insurance Requirements

9 QUESTIONS AND CLARIFICATIONS

10 ATTACHMENTS

10.1 Attachment A: Budget Template (Excel workbook)

10.2 Attachment B: Standard Provider Agreement

10.3 Attachment C: Key Staff Listing Template

10.4 Attachment D: References Template

10.5 Attachment E: Non-Collusion Affidavit

1 RFP INTRODUCTION

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

1.1 Program Purpose

Ventura County Behavioral Health (VCBH) is soliciting competitive proposals from qualified organizations to operate Casa de Esperanza y Suenos (subsequently referred to as “Casa de Esperanza “). Casa de Esperanza is a Social Rehabilitation Facility that operates twenty-four (24) hours-a-day, seven days a week, providing day rehabilitation services and specialty mental health services in a supervised residential setting for adults and Transitional-Age Youth (TAY). Casa de Esperanza serves Ventura County clients who are recovering from a serious mental illness or co-occurring disorders that require daily with a rehabilitation focus that promotes enhanced psychiatric stability and teaches the Activities of Daily Living (ADLs). When possible and appropriate, family members and significant others are incorporated into the person-centered, recovery-oriented services. The anticipated contract period will be for one (1) year with the possibility of two (2) one (1) year extensions.

1.2 Timeline (Subject to Change)

Issue RFP April 24, 2026 Bidder indicating their intent to bid May 14, 2026 Bidder Questions Due to VCBH May 7, 2026 Question Response May 15, 2026 Proposals Due by 5 p.m. May 27, 2026 Contractor Selection/Notification July 2, 2026 Contract Finalized July 16, 2026 Board of Supervisors Approval Received September 1, 2026 Operations Initiated by Contractor October 1, 2026

1.3 Intent to Bid

Each bidder is responsible for indicating their intent to bid through the Ventura County Bonfire system at https://ventura.bonfirehub.com/opportunities/233045. 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.

https://ventura.bonfirehub.com/opportunities/233045

1.4 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/233045. The VCBH Contracts Administrator facilitating this RFP is the only individual authorized to answer questions related to this RFP.

1.5 Bidder Bonfire Technical Support

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

2 General Information

2.1 Background and Need

Casa de Esperanza is part of the mental health campus on Lewis Road in Camarillo which includes Hillmont House, an unlocked mental health rehabilitation center (MHRC);

Growing Works, a nonprofit plant nursery that operates as workplace rehabilitation program; and Villa Calleguas and Rancho Sierra Senior Apartments, two supported housing programs. The site is also the future of home of a Lewis Road Mental Health Rehabilitation Center, a locked MHRC that is in development. Casa de Esperanza, as a Social Rehabilitation Facility (SRF), is a critical part of VCBH's continuum care and provides services towards the center of the levels of care represented on the Lewis Road campus.

In 2025, Hillmont Psychiatric Center had 759 psychiatric inpatient admissions; an estimated ten percent (10%) would have benefitted from services in a SRF upon discharge. Additionally, there were more than 275 Ventura County Behavioral Health clients on conservatorship during 2025. More than 100 of them were in locked placement and an estimated 25% achieved a level of psychiatric stability that made them appropriate for “step down” to a lower level of care which could have been achieved with a transfer to a SRF. Too few beds at the lower levels of care, such as SRF, have resulted in a “bottle neck” effect and causes delays in discharge from psychiatric inpatient units and locked placements. Additionally, an unknown number of clients are struggling at lower levels of care (i.e., regular outpatient services) and could benefit from a “step up” to a SRF to avoid further decompensation but they are largely denied access to this level of care. VCBH has too few SRF beds and Casa De Esperanza helps to fill this gap. Lastly, VCBH endeavors to address the needs of its clients by providing services within Ventura County, and being in Camarillo, Casa de Esperanza allows for closer proximity to family, significant others, and community integration.

mailto:support@gobonfire.com

2.2 Nomenclatures

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

Program-specific Terms

ACTIVITES OF DAILY LIVING

Activities of daily living (ADLs) refer to core components of self-care (i.e., bathing/grooming, dressing, eating, and toileting) and the instrumental activities (i.e., medication management, managing finances, shopping, meal preparation, housekeeping, communication, and transportation).

CARE COORDINATION

Care Coordination refers to considered collaboration and management around client needs involving multiple service providers/systems to ensure continuity of care across mental health treatment, substance use treatment, medical care, housing, and social services. The goals being to reduce service fragmentation and support resident stability and recovery.

COMMUNITY INTEGRATION

Community Integration refers to the process of encouraging and supporting residents in their participation (both on the Casa campus and off) in meaningfully community activities. Examples include interpersonal and social relationships, recreational activities, employment or education when appropriate, and use of community resources. Community integration emphasizes skill development, autonomy, and increased independence across the full range of settings.

CO-OCCURRING DISORDERS AND TREATMENT

Co-Occurring Disorders refers to the simultaneous presence of a mental health disorder and a substance use disorder in a client. The treatment of co-occurring disorders should be evidenced-based and include an integrated, recovery-oriented approach that supports both conditions concurrently. It should employ harm reduction, stage-wise interventions (i.e., readiness for change), motivational interviewing, cognitive behavioral therapy, pharmacotherapy when appropriate, relapse prevention, and linkage to appropriate community-based treatment/support (e.g., 12 step facilitation).

CRISIS PREVENTION AND INTERVENTION/DE-ESCALATION

Crisis refers to an acute escalation in psychiatric symptoms, emotional distress, or behavioral dysregulation that significantly impairs a resident’s ability to function safely and may pose a risk of harm to the resident or others. Crises may rise from severe mood or psychotic symptoms, suicidal ideation, behavioral instability, or acute substance-related impairment. Crisis Prevention and Intervention/De- Escalation should be evidenced-based and include attention to immediate safety and security and a timely/rapid response that is person-centered and trauma-informed. It should also employ proactive strategies and interventions designed to identify early warning signs of distress, implement coping and support measures, and reduce the likelihood of escalation to emergency department use or inpatient psychiatric hospitalization.

DAY REHABILITATION SERVICES

Day rehabilitation services as defined by the Department of Health Care Services (Day Treatment Intensive And Day Rehabilitation Service Components) includes the following components: therapeutic milieu, community meetings, skill building groups, and adjunct therapies. In accordance with Specialty Mental Health Services Billing Manual SFY 2025-26 day rehabilitation services are intended to improve or restore personal independence and functioning necessary to live in the community or prevent deterioration of personal independence consistent with the principles of learning and development. Services must be available for at least three hours each day. These services include one or more of the following service components: (a) Assessment; (b) Treatment Planning; (c) Therapy; and (d) Psychosocial Rehabilitation. As per BHIN 23-068 Documentation Requirements for SMH DMC and DMC-ODS Services.pdf, clinical documentation at a minimum must include a daily progress note for services rendered. Billing will be submitted under the parameters of the day rate established by Department of Health and Care Services Fiscal-Year-2025-26-Medi-Cal-Behavioral-Health-Fee- Schedules-FY25-26 (i.e., Type of Services “24 HR Services” and Code Description “Adult Residential”).

DISCHARGE PLANNING

Discharge Planning is expected to be a continuous, collaborative process that begins at admission and involves identifying post-program housing, support services, and follow-up care necessary to maintain psychiatric stability and community functioning following program completion.

EVIDENCE-BASED PRACTICES

Evidence-Based Practices (EBPs) are interventions, treatment approaches, and service models that have been empirically validated through research and demonstrated effectiveness for individuals with serious mental illness. EBPs should be implemented with fidelity while being adapted, as appropriate, to meet residents’ clinical, cultural, and functional needs.

LEAST RESTRICTIVE ENVIRONMENT

Least Restrictive Environment (LRE) refers to a setting that ensures clients have the greatest degree of independence and access to the community in relationship https://www.dhcs.ca.gov/services/MH/Pages/Fiscal-Year-2025-26-Medi-Cal-Behavioral-Health-Fee-Schedules-FY25-26.aspx https://www.dhcs.ca.gov/services/MH/Pages/Fiscal-Year-2025-26-Medi-Cal-Behavioral-Health-Fee-Schedules-FY25-26.aspx https://www.dhcs.ca.gov/Documents/BHIN-23-068-Documentation-Requirements-for-SMH-DMC-and-DMC-ODS-Services.pdf https://www.dhcs.ca.gov/Documents/BHIN-23-068-Documentation-Requirements-for-SMH-DMC-and-DMC-ODS-Services.pdf https://www.dhcs.ca.gov/services/MH/Documents/SMHS-Billing-Manual-SFY-2025-26.pdf https://www.dhcs.ca.gov/services/MH/Documents/SMHS-Billing-Manual-SFY-2025-26.pdf https://www.dhcs.ca.gov/formsandpubs/MHArchives/InfoNotice02-06_Attach_A.pdf to the current state of their wellness and recovery. Considerations include the nature and extent of their psychiatric and substance-related symptoms and their levels of insight and judgement. The goals being to maximize clients’ functional abilities, autonomy and self-determination while providing necessary supervision and support in a setting that ensures overall safety.

PEER SUPPORT SERVICES

Peer Support Services are culturally competent individual and group services that promote recovery, resiliency, engagement, socialization, self-sufficiency, self-advocacy, development of natural supports, and identification of strengths through structured activities such as group and individual coaching to set recovery goals and identify steps to reach the goals. These services are provided by a person with lived experience who has completed the necessary training and exam to become certified.

PSYCHIATRIC STABILITY AND WELLNESS AND RECOVERY

Psychiatric Stability refers to a sustained reduction in acute psychiatric symptoms and functional impairment resulting from serious mental illness. It allows clients to identify and focus on achieving their self-identified goals and serves as the foundation of wellness and recovery. Wellness and recovery go beyond psychiatric stability and encompass, among other things, physical health, personal fulfillment, social network/support, and self-esteem. Wellness and recovery are not the mere absence of illness, but rather a process of growth that are reliant upon life skills.

RECOVERY-ORIENTED SERVICES

Recovery-Oriented Services are strengths-based, person-centered approaches that emphasize hope, empowerment, self-direction, and the belief that individuals with serious mental illness can achieve meaningful life roles, stability, and community participation. Services focus on functional improvement and client-defined goals.

SERIOUS MENTAL ILLNESS

Serious Mental Illness refers to a diagnosable mental, behavioral, or emotional disorder that substantially interferes with or limits one or more major life activities, including independent living, employment, social functioning, or self-care. For the purposes of this program, SMI includes individuals who require structured, supervised residential support to achieve stability and improve community functioning.

SOCIAL REHABILITATION FACILITY

Social Rehabilitation Facility (SRF) refers to a facility that is licensed by the Community Care Licensing Division of the California Department of Social Services. Additionally, SRFs are Medi-Cal certified by the California Department of Health Care Services in order to facilitate the provision and billing for specialty mental health services. The length of stay is up to eighteen (18) months.

SPECIALTY MENTAL HEALTH SERVICES

Specialty Mental Health Services as defined in Behavioral Health Information Notice (BHIN) No: 21-073 are intensive, Medi-Cal funded treatment (broadly stated) for clients diagnosed with serious mental illness and significant functional impairment.

STEP DOWN OR TRANSITION

Step-Down or Transition refers to the individualized, planned movement of a client from a more structured and/or highly supervised setting to a less restrictive level of care or housing arrangement in response to enhanced psychiatric stability and wellness and recovery.

SUPERVISED RESIDENTIAL SETTING

Supervised residential setting refers to a clinical program that provides onsite staff, twenty-four (24) hours a day, seven (7) days to clients living in a unlocked facility that promotes community involvement. Safety and structure (i.e., daily schedule of activities, including psychosocial and rehabilitation groups, individual therapy and psychiatry appointments, facilitation of meal preparation/dining, and other activities of daily living) are core components. Other elements include multidisciplinary clinical care, including peer support services, individualized treatment plans, medication management and administration, and family/collateral involvement when indicated.

TRANSITION-AGE YOUTH

Transition Age Youth (TAY) refers to clients between the ages of 18 and 25 who are transitioning from child or adolescent systems of care into adult behavioral health services and may require developmentally responsive supports to achieve stability and independence.

2.3 Program Goals and Objectives

Primary Goal: The purpose of the program is to provide Ventura County Behavioral Health clients with some of the most challenging symptoms and significant functional impairments with evidence-based, client-centered, and recovery-oriented treatment so they obtain the psychiatric stability and life skills necessary to live as independently as possible in the least restrictive environment.

Objectives:

Objective 1: Psychiatric Stability and Wellness and Recovery

Clients will sustain or improve psychiatric stability through consistent engagement in recovery-oriented services—including medication adherence, symptom monitoring, coping skill enhancement, recovery planning, and coordination with outpatient mental health providers.

SMART Goal: Within 90 days of admission, the client will take prescribed psychiatric medications as ordered on at least 90% of days, as verified by medication logs and staff observation, to support symptom stability and reduce relapse.

Objective 2: Social Interaction and Communication Skills Clients will engage in day treatment intensive services as evidenced their participation with the assessment, treatment plan, therapy, and psychosocial rehabilitation.

SMART Goal: Within 90 days of admission, the client will participate appropriately in at least two structured group activities per week as verified by staff documentation in progress notes.

Objective 3: Independent Living Skill Development

Residents will demonstrate improvement in activities of daily living (ADLs) including both the core components of self-care (i.e., bathing/grooming, dressing, eating, and toileting) and the instrumental activities (i.e., medication management, managing finances, shopping, meal preparation, housekeeping, communication, and transportation).

SMART Goal: Within 4 months of admission, the client will independently complete at least 4 out of 5 targeted ADLs (e.g., personal hygiene, dressing appropriately, basic meal prep, room organization) on 5 out of 7 days per week, as documented by staff.

Objective 4: Community Integration and Social Functioning Residents will increase their ability to engage safely and appropriately in community settings by developing social, communication, and problem-solving skills, evidenced by participation in community activities, use of public transportation, and positive interpersonal interactions with peers, staff, and community members.

SMART Goal: Within 6 months of admission, the client will engage in one community-based activity per week (e.g., library visit, support group, volunteer activity) with minimal staff prompting, as recorded in progress notes.

Objective 5: Reduced Placement in Higher Levels of Care Residents will reduce the need for placement at higher levels of care (e.g., locked mental health rehabilitation center) by effectively addressing clinical needs and social determinants of health through integrated support, skill development, and linkage to community resources.

SMART Goal: Upon discharge, at least 90% of clients will step down to a lower level of care as verified by discharge summaries indicating transition to Board and Care, independent living, etc.

2.4 Bidder Eligibility

2.4.1 Suspension and Debarment and Exclusion

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

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

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

If a contractor and/or individual within the contractor’s organization become an ineligible person after VCBH has executed a contract with the entity/individual, the contractor/individual shall be removed from any responsibility and involvement with the

VCBH contracted obligations that are related to federal or state health care programs/funding.

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

2.4.2 California Secretary of State Business Entities Search

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

3 Instructions to Bidders/Rules Governing Competition

3.1 Submittal Deadline

Completed proposals should be submitted online through the Bonfire system (https://ventura.bonfirehub.com/opportunities/233045) no later than 5:00 p.m., May 27, 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.

3.2 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.

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

3.3 Modification of Proposals

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

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

3.4 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.

3.5 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.

3.6 Proposal Validity

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

3.7 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.

3.8 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.

3.9 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/233045. 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.

3.10 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.

3.11 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).

3.12 Proposal Validation/Evaluation/Award

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. Compliance with Contract Terms and Conditions

The ability of the bidder to meet and abide by the contract terms and conditions set forth in the attached agreement without requiring modification to the agreement.

3. Support

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

4. Requirements/Specifications (plan and approach)

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

RFP.

5. Cost

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

3.13 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.

3.14 Presentations

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

3.15 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.

3.16 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.

3.17 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.

3.18 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.

3.19 RFP Cancellation

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

3.20 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 Administrator at 1911 Williams Drive, Suite 200, Oxnard, CA 93036. The VCBH Contracts Administrator reserves the right to refuse to hear protestors who have not followed the procedures listed below.

The following conditions apply to proposal protest:

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

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

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

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

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

3) The RFP solicitation or contract number.

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

5) The form of relief requested.

d. Protest Process

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

2) If there is no resolution, the issue will be referred to the VCBH Administrative & Financial Operations Chief for review and resolution. If the issue is resolved, there is no further action required.

3) If there is no resolution, the issue will be referred to the VCBH Director who will make a determination on the issue and render a determination. This determination will be final.

4 SCOPE OF WORK

4.1 Required Service Components

PROGRAM INFORMATION

The selected provider is expected to continue the operation of Casa de Esperanza as a Social Rehabilitation Facility (SRF). Casa de Esperanza is comprised of four “Casas” (i.e., Casa B, Casa C, Casa D and Casa E) each with fifteen (15) beds, for a total of sixty (60) SRF beds. Across the four (4) Casas there is a provision for a total of fifteen (15) beds for Transitional-Age youths (TAY) who are eighteen to twenty-five (18 to 25) years of age.

There is no specification of the number of TAY clients per Casa, however, eight of the fifteen (15) beds are exclusively available to TAY clients. The remaining seven (7) beds can be filled by an adult client, if there are no TAY referrals deemed appropriate for admission. If a TAY bed is used by an adult, TAY has priority on the next bed opening until a total of fifteen (15) is reached. The anticipated duration of stay is consistent with DHCS standards and is generally not expected to exceed 18 months.

Ventura County owns Casa de Esperanza and is responsible for maintaining the physical plant and grounds, as well as paying for all the utilities, including internet access. VCBH furnishes the clients’ bedrooms and the common areas (i.e., kitchens, medication rooms, etc.) occupied and utilized by the clients. The selected provider is responsible for furnishing the administrative offices and supplying their own computer equipment. The selected provider is also responsible for purchasing all the food for the clients.

TARGET POPULATION AND SERVICES TO BE PROVIDED

Casa de Esperanza is expected to serve Ventura County residents who are VCBH clients recovering from a serious mental illness or co-occurring disorders for whom treatment at the level of a social rehabilitation facility is the least restrictive environment. The selected provider is expected to address the psychiatric symptoms and resulting impairments from serious mental illness or co-occurring disorders by implementing and delivering to fidelity at least two of the following evidence-based practices: 1) Motivational Interviewing; 2) Cognitive-Behavioral Therapy; 3) Relapse Prevention; 4) Trauma-Informed Treatment;

and 5) Psycho-Education. The daily services will have a rehabilitation focus and are expected to promote enhanced psychiatric stability and teach the Activities of Daily Living (ADLs). The selected provider is also expected to ensure good care coordination. This includes considered collaboration and management around client needs with VCBH and all other service providers/systems to ensure continuity of care across mental health treatment, substance use treatment, medical care, housing, and social services. The overall goals of the services provided for the clients admitted to Casa de Esperanza include psychiatric stability and wellness and recovery, improved social interaction and communication skills, development of independent living skills, enhanced community integration and social functioning, and reduced placement in higher levels of care.

DOCUMENTATION

As per BHIN 23-068 Documentation Requirements for SMH DMC and DMC-ODS Services.pdf, clinical documentation (at a minimum) must include a daily progress note for services rendered. Billing will be submitted under the parameters of the day rate established by Department of Health and Care Services Fiscal-Year-2025-26-Medi-Cal- Behavioral-Health-Fee-Schedules-FY25-26 (i.e., Type of Services “24 HR Services” and Code Description “Adult Residential”). The selected provider must comply with VCBH policy and complete progress notes within three business days of providing a service and within 24 hours for crisis services.

In addition to bundled services provided under the day rate (i.e., Assessment; Treatment Planning; Therapy; and Psychosocial Rehabilitation), the selected provider is expected to provide Medication Support, Crisis Intervention, and Peer Support Services, among other specialty mental health services, as deemed clinically necessary and appropriate.

Those services should be billed in compliance with guidance found in the Medi-Cal County Customer Services Library (County Customer Services Section (MedCCC)).

PROGRAM DESIGN

As a Social Rehabilitation Facility, Casa de Esperanza is a level of care distinct from both inpatient and outpatient care. In accordance with Specialty Mental Health Services Billing Manual SFY 2025-26, the selected provider is expected to provide day rehabilitation services that are intended to improve or restore personal independence and functioning necessary to live in the community or prevent deterioration of personal independence consistent with the principles of learning and development. Day rehabilitation services as defined by the Department of Health Care Services (Day Treatment Intensive And Day Rehabilitation Service Components) includes the following components: therapeutic milieu, community meetings, skill building groups, and adjunct therapies. Services must be available for at least three hours each day. These services include one or more of the following types of service: (a) Assessment; (b) Treatment Planning; (c) Therapy; and (d) Psychosocial Rehabilitation. The anticipated duration of stay is consistent with DHCS standards and is generally not expected to exceed 18 months.

LICENSING AND CERTIFICATION REQUIREMENTS

Once contracted, the selected provider will initiate the process of obtaining licensure from the Community Care Licensing Division of the California Department of Social Services.

Additionally, they will seek Medi-Cal certification by the California Department of Health Care Services in order to facilitate the provision and billing for specialty mental health services.

REFERRAL AND INTAKE PROCESS

https://www.dhcs.ca.gov/formsandpubs/MHArchives/InfoNotice02-06_Attach_A.pdf https://www.dhcs.ca.gov/formsandpubs/MHArchives/InfoNotice02-06_Attach_A.pdf https://www.dhcs.ca.gov/services/MH/Documents/SMHS-Billing-Manual-SFY-2025-26.pdf https://www.dhcs.ca.gov/services/MH/Documents/SMHS-Billing-Manual-SFY-2025-26.pdf https://www.dhcs.ca.gov/services/MH/Pages/MedCCC.aspx https://www.dhcs.ca.gov/services/MH/Pages/Fiscal-Year-2025-26-Medi-Cal-Behavioral-Health-Fee-Schedules-FY25-26.aspx https://www.dhcs.ca.gov/services/MH/Pages/Fiscal-Year-2025-26-Medi-Cal-Behavioral-Health-Fee-Schedules-FY25-26.aspx https://www.dhcs.ca.gov/Documents/BHIN-23-068-Documentation-Requirements-for-SMH-DMC-and-DMC-ODS-Services.pdf https://www.dhcs.ca.gov/Documents/BHIN-23-068-Documentation-Requirements-for-SMH-DMC-and-DMC-ODS-Services.pdf

The selected provider is expected to develop and implement a referral and intake process that complies with the parameters specified herein. Upon receipt of every VCBH referral, the selected provider must respond within one (1) business day (“business days” means weekdays) of receipt of packet with either a denial or with a scheduled face-to-face interview date and time for the applicant. Applicants should be interviewed no later than three (3) business days (“business days” means weekdays) from the selected provider’s receipt of packet. The selected provider must notify VCBH of acceptance or denial of applicants within twenty-four (24) hours of the interview with an expected move in date no later than seven days from the receipt of initial referral packet. Upon mutually agreed acceptance of a client (agreed upon by VCBH, the selected provider, and client) the referring agency will arrange for transportation and placement of client. The selected provider will be required to maintain a minimum occupancy rate of ninety percent (90%) at all times.

VCBH will provide the selected provider with referrals for admission through the weekly VCBH Continuum of Care Committee (COC) Meeting, or through VCBH faxing a referral packet to the selected provider for review. Referrals may be made outside of the meeting by faxing a copy of the packet to a VCBH identified liaison and must receive approval by designated members of the COC. Referrals provided to the selected providers will have been previously assessed by VCBH for appropriateness. VCBH will ensure that the referral packet will include the following: a. Community Care Licensing Form LIC 601:

IDENTIFICATION AND EMERGENCY INFORMATION. b. Community Care Licensing form LIC 602: PHYSICIAN'S REPORT FOR COMMUNITY CARE FACILITIES. c.

Community Care Licensing Form LIC 603: PREPLACEMENT APPRAISAL INFORMATION. d. Community Care Licensing Form LIC 625: APPRAISAL/NEEDS AND SERVICES PLAN. e. Community Care Licensing Form LIC 9172: FUNCTIONAL

CAPABILITY ASSESSMENT.

DISCHARGE CRITERIA AND PROCESS

Discharge planning is expected to be a continuous, collaborative process that begins at admission and involves identifying post-program housing, support services, and follow-up care necessary to maintain psychiatric stability and community functioning following program completion. The selected provider shall use a Transition of Care Tool for any clients whose existing treatment and services will be transferred to another provider and will follow all DHCS information notices and VCBH policies and procedures related to Transition of Care to ensure continuity of care.