Addendum II-FINAL.pdf

NOTICE TO PROPOSERS

ADDENDUM II

REQUEST FOR PROPOSALS (RFP) # SBMH-2526, “SCHOOL-BASED MENTAL

HEALTH SERVICES PROGRAM”

REVISED CLOSING DATE AND TIME: DECEMBER 22, 2025, P.M., LOCAL TIME

This Addendum consists of 13 pages and this signature acknowledgment page. Please incorporate the attached information into your response.

This Addendum cover page must be signed and returned with your proposal before the closing date and time shown above. Failure to fully execute all RFP documents may be cause for rejection of your Proposal.

CHARLES COUNTY PUBLIC SCHOOLS (CCPS) RESERVES THE RIGHT TO REJECT

ANY OR ALL PROPOSALS AND TO ACCEPT THE PROPOSAL(S) WHICH IS IN THE

BEST INTEREST OF CCPS.

EXCEPT AS MODIFIED HEREIN, ALL OTHER TERMS AND CONDITIONS OF RFP #

SBMH-2526 REMAIN IN FULL FORCE AND EFFECT.

Nelson E. Sample, CPPO DATE

Procurement Manager

COMPANY NAME: ____________________________________________________

(print or type)

AUTHORIZED SIGNATURE: ___________________________________________________

Date

NAME AND TITLE: ___________________________________________________________

(print or type)

TELEPHONE NUMBER: (_______) ____________________________

MOBILE NUMBER: (________) _______________________________

EMAIL ADDRESS: __________________________________________

Docusign Envelope ID: 8C93E419-F659-4D4E-9537-1F63BC884A71

12/10/2025

RFP # SBMH-2526, School-Based Mental Health Program 2 Addendum II

ADDENDUM II

REQUEST FOR PROPOSALS (RFP) # SBMH-2526, SCHOOL-BASED MENTAL

HEALTH SERVICES PROGRAM”

Questions and Responses

Q1. Will there be a pre-proposal conference?

A1. No.

Q2. We feel strongly based on past performance both on federal and state contracts that we could effectively provide these services via telehealth and virtually. Would you accept a telehealth only solution for these services?

A2. No. Services are primarily for in-person with virtual on a case-by-case basis.

Q3. Per Section 8.1.1 on page 23 of the RFP: Although an out-of-state Vendor/Contractor can be authorized to do business in Maryland, can you confirm if the Vendor/Contractor is required to maintain a physical office in the State of Maryland?

A3. This is based on the licensing requirements of the state board.

Q4. Per Section 8.3.2.4 on page 25 of the RFP: Would you consider proposals for only virtual

(teletherapy) mental health counseling services under this RFP (i.e., Vendor/Contractor offers only virtual services and does not provide in-person)?

A4. No.

Q5. Would the district accept electronic signatures on the proposal forms as part of the hard copy/physical submission?

A5. No, all signatures must be wet signatures.

Q6. Per Section 8.3.2.2 on page 25 of the RFP: Can you specify the type or provide samples of monthly, mid-year, and end-of-year reports that CCPS expects the Vendor/Contractor to provide? Please provide templates or samples of the required reports (monthly, mid-year, final).

A6. The Vendor/Contractor shall be required to provide date, time, type, and location of service per session or service provided and the name or another identifier of the student/family receiving the service.

Q7. Per Section 8.3.2.2 on page 25 of the RFP: Can the Vendor/Contractor provide samples of reports after an award is made, since such reports can vary from district to district?

A7. Yes.

Q8. Per Section 8.3.2.10 on page 26 of the RFP: Are informed consent protocols defined by the district?

A8. Yes.

Q9. Per Section 8.3.2.10 on page 26 of the RFP: Is reliance on the district-based informed consent forms sufficient (i.e., the vendor does not obtain informed consent; the district is responsible for obtaining informed consent forms)?

A9. CCPS has a consent form, but it does not cover issues relevant for HIPAA compliance.

RFP # SBMH-2526, School-Based Mental Health Program 3

Thus, Vendors/Contractors should also have a standard form.

Q10. Per section 8.4.3 on page 27 of the RFP: Can you provide a sample copy of the required weekly service logs/timesheet format or information that the district will require completion and signatures?

A10. There is no standard format for weekly service logs/timesheets. Vendors/Contractors must ensure the inclusion of dates, times, location, and types of services along with names and/or identifiers for the students on the weekly service logs/timesheets.

Q11. Do you require resumes of potential service providers upon proposal submission, and if so, would you accept blind resumes with full names and license numbers withheld?

A11. No. Resumes of potential services providers are not required as part of the proposal.

Q12. Can you verify the types of licenses service providers accepted to perform the scope of services (School Psychologist, Licensed Clinical Social Worker, Licensed Professional

Counselor, etc.)?

A12. Licenses that allow independent practice in the state of Maryland through perspective

Board of Health areas: Licensed Masters Social Worker, Licensed Certified Social Worker–Clinical, Registered Psychologist Associate, Licensed Psychologist, Licensed

Graduate Professional Counselor, Licensed Clinical Professional Counselor.

Q13. For Attachment III - Pricing: Can the Vendor/Contractor offer rates per hour that encompass all direct and indirect time rather than per student (individual/group) or services for staff?

A13. No.

Q14. For Attachment III - Pricing: Would the district consider separate rates for bilingual services?

A14. No.

Q15. For Attachment III - Pricing: Can the Vendor/Contractor fill in the area as "No Bid" for any services that are not offered, such as "Services for Staff" and/or "Services for Parents Workshop"?

A15. Yes.

Q16. Can you confirm that the district will serve as the sole payer for services under this RFP and that the Vendor/Contractor is not expected to rely on billing any third-party insurance for direct reimbursement? E.g.: The Vendor/Contractor can bill Medicaid on behalf of the district for school-based Medicaid reimbursement-eligible activities, but the

Vendor/Contractor is paid only by the district at approved rates for services. Will CCPS allow or expect Medicaid/insurance billing, or is this 100% district funded?

A16. We do not expect a provider to bill for third party reimbursement, as the payment for services is being made by the district and separate billing will not be allowed.

Q17. Would the district provide its students with the hardware (e.g., computer, webcam, headsets, etc.), test kits, supplies, and other materials needed for services?

A17. Vendors/Contractors are responsible for furnishing all necessary hardware, equipment, materials, and supplies required to deliver the services outlined in the RFP. CCPS will not provide technology or related resources for Vendors/Contractors.

RFP # SBMH-2526, School-Based Mental Health Program 4

Q18. Do you require the technical proposal (sections 6.1-6.10) and price proposal (section 6.11) responses to be bound in any way (e.g., in a binder with physical divider tabs, binding clips, etc.)?

A18. The Offerors/Proposers must use their best judgement on how to bind and present their proposals. Please follow the instructions included in the RFP.

Q19. Can you provide additional instructions on what the Offeror/Proposer is to provide in response to Section 6.7 "Statement of Qualifications" and Section 6.8 "Consulting

Services"?

A19. Proposals should describe the Vendor/Contractor’s capacity to provide consulting services, specifically the ability to collaborate effectively with school personnel to address student and family concerns in alignment with CCPS.

Q20. What are the names of your current and previous (two years) Vendors/Contractors for school-based mental health services; and what are the fully burdened hourly rates paid to each? How long have these Vendors/Contractors held contracts for these services?

A20.

Vendors/Contractors

High School Students

Categories

Center for

Children

Wellness Center Tri-County

2023-

2024-

2024-

2023-

2024-

2023-2024

Services for Students $55 $60 $52.23 $52.23 $45 $45

Services for Teachers & Counselors $55 $60 $52.23 $52.23 $20 $20

Services for Parents/Workshops $55 $60 $128.10 $128.10 $35 $35

Services for High School Students $60 $60 N/A N/A N/A N/A

Services for Teachers & Counselors

(High School)

$60 $60 N/A N/A N/A N/A

Services for Parents/Workshops $60 $60 N/A N/A N/A N/A

Early Intervention & Elementary

Students Categories

Services for Students $50

N/A N/A N/A $45 $45

Services for Teachers & Counselors $50 N/A N/A N/A $20 $20

Services for Parents/Workshops $50 N/A N/A N/A $35 $35

Services for High School Students $55 N/A N/A N/A N/A

Services for Teachers & Counselors (High School)

$55 N/A N/A N/A N/A N/A

Services for Parents/Workshops $55 N/A N/A N/A N/A N/A

Vendor/Contractor Expanding Horizons Counseling &

Wellness

2024-

Individual Therapy $140

Group Therapy $140

Family therapy $140

Meeting – ST, IEP, Parent/Teacher

Conference, etc.

$35

Staff & Parent Training, Workshop $250

Crisis Intervention (4 hour. Min.) $100

RFP # SBMH-2526, School-Based Mental Health Program 5

Q21. Would the Offeror/Proposer be penalized or disqualified if its proposal included exceptions or additional terms to the RFP for the district's review as part of the completed Attachment

I?

A21. CCPS reserves the right to accept, reject, or negotiate any exception included in any proposal.

Q22. Student Volume: Can CCPS provide estimated numbers of students expected to receive individual counseling, group counseling, and family counseling services per school and across the district?

A22. A caseload of approximately seven (7) clients per day during instructional school days of the school year. This expectation is based on typical service delivery requirements and should be reflected in staffing plans and pricing.

Q23. Referral Pathways: Will referrals originate from school counselors, psychologists, teachers, administrators, MTSS teams, or another designated process? Will referrals be centralized or school-based?

A23. Student referrals for services will originate from school-based student services staff.

CCPS maintains a centralized referral database to ensure consistency and tracking across all schools.

Q24. Eligibility & Prioritization: How does CCPS prioritize students for services (risk levels, behavioral indicators, IEP/504 needs, parents’ requests, etc.)?

A24. Students must exhibit social, emotional, or behavioral concerns that have a demonstrable impact on their educational performance to be considered eligible for services under this program.

Q25. Waitlist Procedures: Is the Vendor/Contractor required to maintain a waitlist? If so, are check-ins or interim contacts expected and billable?

Q25. Yes. Billable services are not required until authorization of services is initiated.

Q26. Required Staffing Ratio: Does CCPS have a preferred staffing ratio (e.g., number of clinicians per school, number of schools per clinician)?

A26. CCPS does not prescribe a fixed staffing ratio. The number of service days per school will vary based on referral volume. Secondary schools require two or more days of service per week. Vendors/Contractors should ensure clinicians can maintain a caseload of approximately seven (7) clients per day during instructional hours.

Q27. School Assignments: Will clinicians be assigned to specific schools, or will they be expected to float between sites?

A27. Vendors/Contractors will be expected to assign clinicians to schools based on designated days of the week. Specific assignments will depend on the Vendor/ Contractor’s available resources and clinician availability.

Q28. Coverage Expectations: Are Vendors/Contractors required to provide substitute or backup clinicians when assigned staff are unavailable due to illness, vacation, training, or other absences?

A28. Substitute or backup clinicians are not required for brief absences of one week or less.

However, Vendors/Contractors must have an established continuity of care plan in place

RFP # SBMH-2526, School-Based Mental Health Program 6 for situations where a clinician’s employment is terminated. Vendors/Contractors are responsible for notifying parents and ensuring uninterrupted service for students currently receiving care.

Q29. Supervision Requirements: Does CCPS require any on-site clinical supervision, or is off-site supervision acceptable provided it meets licensing standards?

A29. Off-site clinical supervision is acceptable, provided it meets all applicable licensing and regulatory standards.

Q30. On-Site Hours: What are the required hours for on-site service delivery? Must services occur strictly during the school day, or are before/after school hours expected?

A30. Services must be provided during the regular school day in accordance with the instructional schedule.

Q31. Extended Hours: Are evening parent workshops, after-school groups, or staff training sessions anticipated? If so, should those be included in pricing?

A31. Yes. Extended hours, including evening parent workshops, after-school groups, and staff training sessions, should be included in the proposed pricing structure.

Q32. Summer Services: Is school-based mental health services expected during summer programs, ESY, or other off-calendar periods?

A32. Summer services are typically not required, as CCPS has clinicians who provide coverage during this period. However, Vendors/Contractors may propose summer service options, and such offerings should be clearly reflected in the proposal if available.

Q33. Definition of “Per Student” Pricing: Should “per student” pricing reflect per session, per month, per treatment plan cycle, or annual cost per enrolled student?

A33. Pricing for student counseling services should be calculated on a per session basis.

Q34. Parent Workshops: Should pricing be provided per workshop event, per hour, or per participating parent?

A34. Pricing for workshop events should be calculated on a per-session basis.

Q35. Teacher/Staff Consultations: Should consultations be priced per meeting, per hour, or per teacher/student team?

A35. Pricing for consultation should be calculated on a per-session basis.

Q36. Differentiated Rates: May different rates be proposed for individual, group, and family counseling, as well as for licensed clinicians versus supervised LMSWs?

A36. Yes.

Q37. Billable Activities: Are required meetings, documentation, risk assessments, safety planning, coordination with school staff, and crisis intervention considered billable?

A37. Required meetings, documentation, risk assessments, safety planning, coordination with school staff, and crisis intervention are considered billable only if they are included under a broader service category, such as consultation.

Q38. Onboarding Time: Is time spent completing mandatory CCPS onboarding considered

RFP # SBMH-2526, School-Based Mental Health Program 7 billable?

A38. No. Vendors/Contractors are responsible for completing all required CCPS finger-printing and background clearance checks, and any associated fees will be borne by the

Vendors/Contractors.

Q39. Annual Budget Allocation: Can CCPS provide the total annual budget allocated for the

School-Based Mental Health Program under this RFP?

A39. No, the Vendors/Contractors needs to provide pricing based on their allowable rates.

Q40. Do you have the solicitation docs for this opportunity: RFP School-Based Mental Health

Services? Submission requirements and deadlines? Any addenda or amendments related to the solicitation, and contact information for further inquiries, if necessary.

A40. Interested Offerors/Proposers must visit https://emma.maryland.gov/ and download a copy of the RFP. All information requested can be found in the actual RFP document.

Q41. Pricing Range Expectations: Does CCPS have established or preferred pricing ranges for counseling, consultations, and workshops?

A41. Historical ranges are between $65-$140 per hour.

Q42. Funding Source & Variability: Are funds for this program grant-based, locally appropriated, or dependent on state/federal funding?

A42. Funding will be provided via general school funds.

Q43. Billing Caps: Is there a maximum number of billable hours per school per week or a cap on monthly invoices?

A43. No.

Q44. Report Content Requirements: Can CCPS provide required or preferred templates for monthly, mid-year, and end-of-year reports?

A44. See A10 above.

Q45. Data Access: Will Vendors/Contractors receive access to necessary student information to complete required reports?

A45. Yes.

Q46. Data Collection System: Does CCPS already have a data system, or must the Vendor/

Contractor develop and maintain one?

A46. Vendor/Contractor should have a system, but CCPS also maintains a database.

Q47. Secure Email Use: Will CCPS issue Vendor/Contractor email accounts, or must the

Vendor/Contractor provide its own secure system?

A47. The Vendor/Contractor must provide its own secure email and communication system for transmitting sensitive information. CCPS will not issue email accounts to a

Vendor/Contractor(s).

Q48. Data Transfer Requirements: Are there required formats for submitting sensitive information?

A48. Electronic communications containing personally identifiable information (PII) must, at a minimum, be transmitted using encryption to ensure data security and

Docusign Envelope ID: 8C93E419-F659-4D4E-9537-1F63BC884A71 https://emma.maryland.gov/ https://emma.maryland.gov/

RFP # SBMH-2526, School-Based Mental Health Program 8 compliance with applicable privacy standards.

Q49. Accessibility Compliance: If submissions must comply with accessibility standards, will

CCPS require documentation?

A49. Yes, if necessary.

Q50. Continuity of Care Plan: Can CCPS clarify expectations for the continuity of care plan?

A50. The Vendor/Contractor is responsible for communicating the continuity of care plan to both the assigned school and the student’s family to ensure transparency and uninterrupted service delivery.

Q51. Collaboration Expectations: Should biweekly or monthly meetings with the Director of

Student Services be on-site or virtual, and are they billable?

A51. Virtual meetings will be conducted with either the Director of Student Services or the

Behavioral/Mental Health Coordinator. These meetings are not considered billable activities.

Q52. Crisis Response Expectations: Are Vendors/Contractors expected to respond to on-site crises, and should this be included in pricing?

A52. No, Vendor/Contractors are not expected to respond to on-site crises unless the client's crisis occurs during a scheduled session or while the clinician is physically present in the school building.

Q53. Performance Metrics for Renewal: What performance indicators will be used to determine renewal for the option years?

A53. Performance indicators for renewal will include timely billing, effective communication, and delivery of services. Additional measures may include feedback from students, families, and school staff; evidence of educational progress (e.g., attendance, academic performance, and behavioral improvements); and utilization of pre- and post-assessment data when such assessments are conducted by the Vendor/Contractor.

Q54. Multiple Vendor/Contractor Awards: If multiple Vendors/Contractors are awarded contracts, how will responsibilities be allocated?

A54. Allocation of responsibilities will depend on the number of accepted proposals, the qualifications and capabilities of each Vendor/Contractor, and the Vendor/Contractor’s ability to provide staffing as needed.

Q55. If I may request clarification regarding staffing expectations. If our proposal does not have the full team of school-based clinicians in place at the time of submission but includes a detailed staffing plan and recruitment strategy, will this impact eligibility for award? Or is it acceptable to outline how additional staff will be hired upon award? We want to ensure compliance without hiring prematurely before the contract is awarded.

A55. Ideally, proposals should include clinicians who are available to begin services upon award. If full staffing is not in place at the time of submission, the proposal must include a detailed hiring plan and demonstrate prior experience successfully recruiting and onboarding qualified personnel.

Q56. Which Vendors/Contractors currently provide the services requested in the RFP? How long have these Vendors/Contractors held this service contract?

RFP # SBMH-2526, School-Based Mental Health Program 9

A56. Expanding Horizons Counseling and Wellness Center has provided services for approximately two (2) years, while the Center for Children has held a contract for more than five (5) years.

Q57. Are there any gaps in service the district is looking to address with this RFP?

A57. Yes. In addition to the core school-based mental health counseling services, CCPS is seeking to address gaps in substance abuse counseling and assessment services

Vendors/Contractors should also incorporate strategies that support school attendance an engagement as part of their service delivery model.

Q58. Is the district seeking a single Vendor/Contractor to deliver all mental health services, or will services be awarded to multiple Vendors/Contractors by specialty or program area?

A58. TBD during the evaluation/selection process.

Q59. Are Vendors/Contractors required to bill Medicaid, insurance, or any other third-party directly for any services rendered?

A59. No.

Q60. Will the district provide laptops and necessary supplies to perform the scope of work?

A60. No.

Q61. What is the approximate award notification date and contract start date?

A61. Award Notification Date: TBD. Contract Start Date: August 2026

Q62. How many students, families, and staff have been identified as needing services?

A62. Typically, over 200 students and families district-wide require services annually.

Q63. What has been the previous school year’s usage of these services?

A63. Typically, CCPS receives over 200–250 referrals yearly for school-based mental health services.

Q64. Approximately how many hours of service does the district anticipate will be needed weekly for these services under this contract?

A64. CCPS currently offers school-based mental health services in 40 schools and centers.

The expectation is approximately a caseload of seven (7) students per assigned day to the school, with session lengths ranging from 30 minutes for elementary students to 60 minutes for secondary students per week.

Q65. Please confirm that sealed proposals must be delivered in person and that there is no separate online submission through eMMA.

A65. Confirmed.

Q66. What is the district’s expectation of services for parent workshops in terms of frequency and duration?

A66. Quarterly workshops per school.

Q67. What are the preferred credentials for the clinicians (LPC, LSSP, LMHC, LCSW, etc.)?

A67. See A12.

RFP # SBMH-2526, School-Based Mental Health Program 10

Q68. What is the expected caseload per clinician, if known?

A68. Each clinician should be prepared to manage a maximum caseload of approximately

25-30 students, based on service delivery expectations and referral volume.

Q69. How will referrals be initiated—through school counselors, administrators, MTSS teams, or via parent self-referral?

A69. See A23.

Q70. For Early Learning Centers, special education settings, and students with neurodevelopmental, is CCPS open to including Board Certified Behavior Analyst (BCBAs) and Registered

Behavioral Technicians (RBTs) as part of the service team?

A70. Scope of service would need to be reflected in proposal.

Q71. What are the district’s expectations regarding community partnerships or collaboration with local behavioral health agencies?

A71. Expectations are very limited. School-based teams can assist with this.

Q72. Is the district interested in professional development training that targets teacher retention efforts, and improving responses to student behaviors?

A72. Yes.

Q73. Can the district clarify whether this contract includes any provisions for liquidated damages, and if so, under what conditions they would be assessed?

A73. See section 5.29, “Registered Sex Offender”.

Q74. Do we need a Maryland Community Health Resources Commission letter for support of school for Charles County Public Schools?

A74. No, this is funded through general funds and is exclusive of the CHRC grant application.

Q75. We are currently a Vendor/Contractor on CCPS’ Supplemental Behavioral Health Support contract, and I wanted to understand how this new School-Based Mental Health Services

Program differs from that contract. Is this a separate need focused specifically on in-school counseling or is it an expansion of the supplemental support services. Just want to make sure that way we are approaching the response correctly.

A75. It is an update to the previous agreement.

Q76. How does CCPS define the pricing categories (“per student,” “per workshop,” “per consultation”)?

A76. Cost per session/per student/per one workshop/per one consultation with a school counselor or school team member.

Q77. How many sessions per student are assumed for budgeting?

A77. Determined based on needs of students.

Q78. How “consultation” is defined (duration, frequency)?

A78. Consultation sessions are billable in 15-minute increments and when necessary.

Vendors/Contractors should ensure flexibility to accommodate school staff needs main-taining compliance with reporting and billing requirements.

RFP # SBMH-2526, School-Based Mental Health Program 11

Q79. Should pricing assume a standard number of sessions per student, district-wide?

A79. Pricing should be per student.

Q80. Please clarify how pricing for Teacher Skill Trainings and Parent Workshops should be structured? Specifically, should Vendors/Contractors propose a flat rate per training/ workshop, a per-participant rate, or a rate based on duration or curriculum scope?

Additionally, does CCPS have expectations regarding the standard length, format, or number of participants that should be used when determining pricing for these sessions?

A80. Pricing should be proposed as a flat rate per training or workshop. Each session should be between 60 and 120 minutes in length and may be delivered in person and/or virtually.

Q81. Staffing Requirements/Reporting Documentation/Contract Structure: What are the required on-site hours? Is after-school availability required?

A81. During school hours only.

Q82. How should case management services—such as connecting students, parents, and staff to community resources—be listed on the price proposal?

A82. Under consultation.

Q83. How should the price proposal reflect ongoing consultation with teachers, psychologists, counselors, social workers, and pupil personnel workers?

A83. Pricing reflects per consultation cost.

Q84. Will CCPS permit a mix of licensed and supervised graduate-level clinicians? Does the district have requirements or preference for licensure level of the clinicians procured through this RFP?

A84. Yes, CCPS will permit. No, if licensed to practice independently, Vendor/Contractor is responsible for supervision.

Q85. RFP Page 4 states to review Exhibits A, B and C for details but are not attached. Please provide Exhibits A, B and C.

A85. Exhibit A - Project Goals

i. Reduction of disruptive classroom behavior and discipline referrals.

ii. Creation of a system for early identification of emotional, learning, and behavioral problems.

Exhibit B - Immediate Objectives

i. Development of pro-social self-management skills

ii. Improved academic self-competence

iii. Enhanced functioning of the child across multiple domains

iv. Active and effective parental involvement

v. Improved classroom management

vi. Reduction in disciplinary referrals

vii. Strong links to community-based services.

RFP # SBMH-2526, School-Based Mental Health Program 12

Exhibit C - Long-Term Objectives

i. Increased school success, defined by commitment to school and academic achievement

ii. Decrease in school suspensions/expulsions

iii. Reduction in out-of-school placements

iv. Decrease in juvenile justice system referrals.

Q86. Please provide the current contract and any addenda to the contract.

A86. For copies of contracts and any associated documents, a Freedom of Information Act

(FOIA) must be filed with the Charles County Public Schools’ Director of

Communications. The Director will respond accordingly.

Q87. Will the district provide answers to questions with sufficient time (typically seven (7) days from release of answers) to produce a thoughtful, compliant proposal.

A87. The deadline for submission of Proposals has been extended to December 22, 2025, 3 P.M., to give Offerors/Proposers more time to incorporate information, herein, into their Proposals.

Q88. How should pricing be structured for this Contract—does the district prefer percentage markups only, or will proposals that include fixed hourly rates, tiered markups, bundled pricing, or volume discounts also be considered?

A88. Fixed hourly rates.

Q89. Will the district consider proposals that include either W-2 employees or 1099 independent contractors as part of the staffing solution under this RFP?

A89. Yes.

Q90. For the required practitioner logs and weekly service logs, does CCPS have a preferred format, or may Vendors/Contractors use their own template so long as all required fields are included?

A90. Vendors/Contractors may use their own template as long as it is legible and includes all required fields. At a minimum, logs must capture:

• Date and time of service

• Location of service

• Type of service provided

• Name or unique identifier of the student/family

• Clinician’s name and signature

CCPS will review and approve templates during onboarding to ensure compliance with reporting standards.

Q91. Should Vendors/Contractors assume a standard school-day schedule (e.g., 7.5 hours excluding lunch), and how many hours per day are billable for onsite services?

A91. Six (6) hours per day.

Q92. Can you please clarify whether this RFP is separate from the CHRC funds?

A92. Separate.

Q93. How does CCPS anticipate utilizing telehealth for student services?

A93. Supplement to in-person services.

RFP # SBMH-2526, School-Based Mental Health Program 13

Q94. Are the services being procured via this RFP new services for the district or is there an existing partner/Vendor/Contractor already providing these services?

A94. Existing.

Q95. How many mental health clinicians does the district expect to procure via this RFP?

A95. Enough to meet previously discussed staffing ratios.

Q96. With respect to section 8.4.2 and Attachment III – Pricing; section 8.4.2 references hourly billing rates and Attachment III appears to reference per session/encounter rates. Please confirm that hourly rates are acceptable to the district.

A96. Per sessions rates in-case sessions last ½ hour.

Q97. What’s the anticipated contract start date for services under this RFP, and what period is required for Vendors/Contractors to be fully staffed after award?

A97. August 2026 beginning with staffing in place.

Q98. Is this procurement intended to replace existing contracts or expand district capacity?

A98. Replace.

Q99. Is the intent of the RFP to select one provider for all CCPS schools, Early Learning Centers, and the Robert D. Stethem Educational Center, or may multiple providers be awarded? If there are multiple providers selected how will schools be decimated?

A99. CCPS reserves the right to make one award or multiple awards (does not include the

Early Learning Centers or the Gwynn Center). Assignments will be disseminated based on need and staffing availability. CCPS will prioritize equitable distribution of services across schools while considering a Vendor/Contractor’s capacity and clinician availability.

Q100. Will all schools receive services simultaneously, or will CCPS identify priority sites for rollout?

A100. Ideally, services will be implemented simultaneously across all schools. However, rollout may be adjusted based on needs and staffing availability.

Q101. Is CCPS seeking one full-time clinician per school, or may clinicians serve multiple sites based on caseload and district needs?

A101. Clinicians may serve multiple sites based on caseload and district needs.

Q102. If CCPS does not operate on a standard school-day service model, how should clinicians be dispatched to schools?

A102. CCPS operates on a standard school day model. Services must be scheduled during regular instructional hours to align with school operations and ensure minimal disruption to academic programming.

Q103. Could you outline the required vetting and onboarding steps for assigned clinicians (e.g., fingerprinting, background checks, school-based interviews)?

A103. Submission of proposed clinician’s resumes for review and approval, background checks and fingerprinting.

Q104. How are principals informed of provider partnerships, and what district-level support is provided to facilitate collaboration between schools and Vendors/Contractors?

RFP # SBMH-2526, School-Based Mental Health Program 14

A104. The Behavioral/Mental Health Coordinator (Coordinator) will serve as the primary liaison between schools and Vendors/Contractors. This role ensures effective communication, coordination of referrals, and alignment of services with CCPS policies and procedures. Vendors/Contractors should maintain regular contact with the

Coordinator to address operational issues and support continuity of care.

Q105. Will providers be expected to participate in SST, IEP, or 504 meetings for referred students?

A105. Rarely, unless the clinician has relevant information to share as part of the student’s plans. Participation should be limited to cases where the clinician’s input is essential for supporting educational and behavioral goals.

Q106. Are providers expected to serve students with IEPs or 504 Plans, and if so, is written guidance available delineating responsibilities between CCPS staff and contracted providers?

A106. Yes, providers may serve students with IEPs or 504 Plans; however, their services are not listed on the Plans, and documentation for compliance is not required.

Q107. Does CCPS operate under an MTSS or similar tiered intervention model?

A107. MTSS.

Q108. Are providers expected to support school-wide events, and if so, how should this be reflected in the price proposal?

A108. No.

Q109. How does CCPS anticipate utilizing telehealth for student services?

A109. Supplement to in-person services.

Q110. Please clarify the meaning of the following requirement: “If the successful Vendor/

Contractor(s) cannot fulfill an order in its entirety, and CCPS must contract with a different

Vendor/Contractor due to the urgency of receipt of Work, the successful Vendor/ Contractor shall reimburse CCPS for additional procurement costs above stated contract pricing.”

Specifically, what constitutes an “order” under this contract?

A110. Under this Contract, an “order” is Work or services that have been pre-established and agreed to by CCPS and Vendor/Contractor (awardee). If the provider fails to provide such staff/ clinicians as previously agreed, and the order is urgent, CCPS has the right to go outside the Contract to secure services with another vendor/contractor, the awardee may be responsible for reimbursing CCPS the difference between outside the outside vendor/contractor’s prices and the awardee’s then current contract pricing.