Adult_Crisis_Residential_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Adult Crisis Residential

Services

Health - BHRS

RFP No. BHRS RFP No.: 2025-005

RFP Contact: Alicia Fraumeni afraumeni@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 miles and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

San Mateo County Health, Behavioral Health and Recovery Services (BHRS) is seeking proposals from qualified firms (hereinafter referred to as “Proposers”) to provide Adult Crisis Residential Services.

Proposers must meet the minimum qualifications and requirements as set forth within this Request for Proposal (RFP) and be capable of providing the services identified in the Scope of Work herein.

SMC/BHRS expects the successful Proposer(s) to provide the services in accordance with the terms and conditions set forth in the Sample Contract.

1.2. Background

BHRS provides a continuum of services for children, youth, families, adults and older adults for the prevention, early intervention and treatment of serious mental illness and/or substance use conditions. We are committed to supporting treatment of the whole person to achieve wellness and recovery, and promoting the physical and behavioral health of individuals, families, and communities we serve.

Since the closing of Redwood House Crisis Residential in November of 2024, there has been a gap in BHRS services within San Mateo County as it pertains to step down placement options for those stepping down from our San Mateo Medical Center Psychiatric Emergency Room, San Mateo Medical Center Inpatient Psychiatric Unit, Mills Peninsula Psychiatric Emergency Department, Mills Health Center Psychiatric Inpatient Unit, other bay area hospitals, Mental Health Rehabilitation Centers (MHRCs), and Jails for clients requiring further stabilization as they re-enter the community. Currently, San Mateo County has been left with just thirteen (13) crisis respite beds through Serenity House, which is unable to accommodate those clients stepping down from locked inpatient settings. Because of this, San Mateo County needs a Crisis Residential program that is designed and staffed to treat individuals with severe mental illness, substance use disorders, and/or co-occurring diagnoses as they step down from more acute levels of care and/or are in need of further stabilization in the community.

1.3. Contact Information

Project Contact:

Alexandra Hagnere Clinical Services Manager II, Licensed Facilities Email: ahagnere@smcgov.org Phone: (650) 474-1971

Procurement Contact:

Alicia Fraumeni Contract Administrator II Email: afraumeni@smcgov.org Phone: (650) 573-2289 mailto:ahagnere@smcgov.org tel:(650)474-1971 mailto:afraumeni@smcgov.org tel:(650)573-2289

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Department:

Health - BHRS

Department Head:

Jei Africa Director of Behavioral Health

1.4. Timeline

RFP Released December 3, 2025

Deadline for Questions, Comments and

Contract Exceptions

December 15, 2025, 5:00pm

Question Response Deadline December 22, 2025, 5:00pm

Proposal Due Date and Time January 9, 2026, 2:00pm

Interviews (tentative)-Week of: February 2, 2026

If conducted, interviews will occur either via Zoom or in-person at County of San Mateo Office.

Anticipated Contract Award Date

(tentative)

April 21, 2026

2. Scope of Work

2.1. General Information

BHRS is seeking proposals from qualified Proposers to provide Adult Crisis Residential Services in San Mateo County. Proposer shall have extensive experience in both mental health and substance use treatment to run a 16-bed licensed Behavioral Health Crisis Residential Facility in San Mateo County. This center will be a place where our San Mateo County behavioral mental health clients that are not in immediate danger to themselves or others can stay for up to 89 days to reintegrate back into the community after hospitalization and stabilize and reconnect with community services. Services included as part of the program shall include peer and family support, medication services, psychiatric services, linkage to follow-up services, assisting residents to acquire or maintain a stable community living arrangement, and engage in on-going treatment/recovery support services.

Services shall include treatment for individuals with severe mental illness, substance use disorders, and/or co-occurring disorders based on either harm-reduction or abstinence-based approaches to wellness and recovery, including providing a safe, drug free, accepting environment that nurtures individuals’ processes of personal growth and overall wellness. People who are reluctant to pursue treatment will be engaged by peers who can be more successful in making a connection.

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These services shall support a social rehabilitation model that is designed to enhance individuals’ social connections with family and community and enable the individuals to move back into the community and prevent inpatient stays. Services shall involve families and significant others throughout the treatment episodes so that the dynamics of the clients’ circumstances are improved prior to discharge. Services will be rich in discharge planning and arrangement of appropriate housing placements, as needed, in addition to securing linkages to ongoing treatment providers prior to discharge. Services must emphasize mastery of daily living skills and social development using strength-based approaches that support recovery and wellness.

The ideal Proposer must clearly demonstrate that Proposer:

A. Has the ability to provide the identified crisis residential resources and services by the start date of the contract term in Proposer provided facility(ies).

B. Can use trauma-informed approaches to form accurate assessments of clients’ abilities to function outside of the program.

C. Has the skill to commit to the principle that no client should be excluded from crisis residential treatment based on history or perceived “baseline” and that each individual possesses infinite potential in the right setting, at the right time and with proper encouragement, while also keeping the environment therapeutic.

D. Has the skills to develop and establish transparent working relationships with SMC contract monitors, SMC mobile crisis teams, SMC Clinics, programs and contracted Crisis Stabilization

Units and other County entities to ensure appropriate and ongoing referrals.

E. Has the skill and ability to hire and retain high quality team members with a demonstrated passion, respect for and ability to interact with our target population for services.

F. Has the skill and ability to effectively welcome, engage and assess and treat clients in acute distress with the outcome of stable housing and linkage to ongoing care to prevent recidivism.

2.2. Target Population

The target population for adult crisis residential services to individuals referred by a variety of sources including Psychiatric Acute Units (San Mateo Medical Center (SMMC) and other hospitals serving San Mateo County clients), Mental Health Rehabilitation Center (MHRCs), Jails, State Hospitals, and other contract agencies within the community. Admission is based on individuals who meet the following criteria:

A. County residents ages eighteen (18) years or older;

B. Diagnosed with severe mental illness, substance use disorders, and/or co-occurring diagnoses;

C. Who present voluntarily for admission to the program.

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2.3. Services to be Provided

The selected Proposer shall provide services meeting or exceeding applicable laws and regulations for adult crisis residential services including but not limited to Title 9 California Code of Regulations (CCR)

Standards for the Certification of Social Rehabilitation Programs and Title 22 licensing requirements.

A. Services at the facility will include, but not be limited to, the following:

1. Content focused on crisis stabilization;

2. Medication review, medication support, prescribing, medication assisted treatment prescribing, education and monitoring;

3. Education and treatment of substance use issues;

4. Independent living skills;

5. Housing and linkage referral support;

6. Exit/Discharge planning: There must be a well-delineated exit/discharge process. Staff are to offer community referrals 24/7 should a client decide to leave the facility prior to the planned discharge date. It is expected that discharges will be planned and coordinated with the existing community/BHRS provider or newly identified services/supports. Provide therapeutic evidenced based services and deliver in a trauma informed manner in accordance with recovery principles:

a. A thorough behavioral health assessment and psychiatric evaluation will be completed within twenty-four (24) hours of admission. A thorough and complete medical history will be completed within forty-eight (48) hours of admission.

b. Respondent and client will work together to develop a treatment plan specifying goals and objectives, involving client’s family and support persons as appropriate, within seventy-two (72) hours of admission.

c. Structured day and evening services will be provided seven (7) days a week that includes individual, group therapy, and didactic learning activities, and guest speakers.

d. Individual therapeutic sessions will be provided by licensed clinicians at a minimum of once weekly to each client and these sessions will be clearly documented in the charts.

7. Services provided in Crisis Residential will be evidenced-based and/or best practices;

8. Peer support services; and

9. Work collaboratively with other San Mateo Health programs and other contracted providers to best serve each client’s needs.

10. Implement administrative procedures for ensuring complete, accurate and timely documentation and provision of services that is compliant with Federal, State, County and licensing regulations, including:

a. Implementing a system of quality management and improvement that is evidence based and results in data being utilized to improve program services.

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b. Demonstrating the capability to maintain an electronic medical record (EHR) system including the capability to utilize BHRS’s Avatar system (future EPIC system) to enter appropriate data.

c. Demonstrating the capability to hire and retain high quality staff that meet all Federal, State, County and licensing requirements.

B. Additional Services: Crisis Intervention and Assessment and Mental Health Services

These services are designed to stabilize and reduce the client’s acute symptoms. Features of the

Crisis Residential program will also include:

1. Provision of individual/group counseling directed at supporting the client in returning to a previous stable level of daily function;

2. The inclusion of family involvement and support when appropriate;

3. Ongoing documentation of psychiatric symptoms and behaviors;

4. Invited participation of consumer and family organizations (i.e. NAMI, Heart and Soul, and

Voices of Recovery) in program activities and support when appropriate;

5. Provision of appropriate interventions on a continuum. If the client’s condition worsens, staff will provide crisis intervention services or arrange for emergency intervention and/or hospitalization as indicated;

6. Monitoring and assisting the client in the administration of their medications to ensure that they are taken as prescribed by their physician;

7. Documenting the side effects or changes in behavior and reporting this to the treatment team;

8. Coordinating changes in medication orders with the appropriate physician/treatment team/agency;

9. Psychiatric MD consultation/management services will be available;

10. Transportation services to and from the Crisis Residential site for treatment, medical care, etc.;

11. Food services that will meet meal and food supply requirements, including healthy and fresh food options, fruits, vegetables and other items that promote healthy choices and wellness;

12. Protocols for the provision of emergency medical care. Link clients back to their Primary

Medical provider or make referrals for primary medical care, for clients without current providers; and

13. Wellness and Recovery Action Plans (WRAP) will be initiated and/or reviewed with all clients.

C. Coordination of Treatment

Coordination of treatment will include:

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1. Assisting clients in creating an aftercare plan, in coordination with their existing provider(s), other community supports and their existing outpatient treatment plan. This plan will include the client in the planning of goals and objectives;

2. Aiding in facilitating communication and engagement with community agencies so clients can access community resources;

3. Assisting client in making arrangements for the next phase of their treatment as indicated, or with housing referrals as indicated; and

4. Ensure all clients have referrals/appointments for ongoing care before discharge from

SMC/BHRS.

D. Dual Recovery will include:

1. The Crisis Residential milieu will be structured around a co-occurring recovery philosophy;

2. Group and individual counseling will emphasize relapse prevention and consumer education about substance use and mental illness symptom management;

3. Staff will monitor the milieu for clients who may be using or who may be withdrawing from substances and make the appropriate interventions; and

4. Peer support around relapse prevention will be incorporated into the program.

E. Length of Stay

The length of stay may vary but will range from 30 days to an 89-day maximum.

2.4. Facility Requirements

The selected Proposer will lease or buy an appropriate facility in a central location of San Mateo County.

The property will be able to properly house sixteen (16) clients and staff needed. The property will be compliant with Americans with Disabilities Act (ADA), with at least two (2) bedrooms and one (1) bathroom that is able to accommodate clients with a wheelchair/assistive walking device. The facility shall be Medi-Cal certified by County per Department of Health Care Services (DHCS) to provide twenty-four (24) hour Crisis Residential and other Outpatient services and shall be licensed by State

Department of Community Care Licensing (CCL) as Social Rehabilitation facilities. The selected

Proposer will pay utilities, janitorial service, and be responsible for all maintenance. The selected

Proposer will be responsible for capital repairs and improvements. The selected Proposer will be responsible for providing all needed furnishings and household objects and supplies.

2.5. Licensing and Certification

Prior to the opening of the facility, Proposer shall obtain all relevant licenses and certifications necessary to operate a crisis residential facility from the California Department of Social Services, Community Care Licensing (CCL) Division.

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Proposer is responsible for maintaining all relevant licenses and certifications necessary to operate a crisis residential facility and will comply with all documentation standards and requirements as set forth by the California Department of Social Services, CCL Division.

Proposer will meet and maintain all requirements for Medi-Cal certification and comply with all pertinent documentation required for Medi-Cal, Medicare, and any other federal or state regulation applicable to reimbursement.

2.6. Hours of Operation

The Crisis Residential will be staffed and able to accept placements twenty-four (24) hours a day, seven

(7) days per week, with qualified staff as required by applicable standards and regulations and as agreed upon by the County.

2.7. Staffing Requirements

All personnel providing services will be closely evaluated by the County. Proposer shall meet the following staffing requirements:

A. The staff should have experience in and ties to the communities served. Multilingual/Multicultural services will be provided to meet the needs of threshold languages as determined by County.

B. Staff will include a mixture of consumers, family members of consumers, licensed clinical staff, non-licensed staff, nurses, psychiatric coverage (including medicated-assisted treatment (MAT) services). Staffing will include a mixture of consumers, family members of consumers, licensed clinical staff, non-licensed staff, nurses, psychiatric coverage (including medicated-assisted treatment

(MAT) services). Staffing pattern must maintain DHCS requirements for staffing and adhere to

BHRS requirements. Staffing pattern must reflect a minimum of one (1) licensed/licensed waivered clinician on duty for the am and pm shift, seven (7) days a week.

C. A complete staffing pattern with appropriate administrative and clinical staff must be submitted with this proposal. The selected Proposer needs to have a supervisory and administrative structure that will ensure staff are providing consistent high-quality trauma- informed services at all hours of operation, including the evenings and nocturnal shifts.

D. All staff must be trained and have a clear understanding of Personnel Requirements as stated in

CCR Title 22, standards for a Social Rehabilitation Facility as a Short-Term Crisis Residential, Division 6, 81065 and continuing education is provided.

E. The licensee shall document the number of hours of continuing education completed each year by direct care staff.

2.8. Admission/Discharge

A. Admissions and therapeutic services will be rendered at all hours of the day per Community Care Licensing (CCL) requirements.

B. Referrals will come from a variety of sources including Psychiatric Acute Units (SMMC and other hospitals serving San Mateo County clients), MHRCs, Jails, State Hospitals, and other contract agencies within the community.

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C. Discharge will be based on specific behavioral/psychiatric criteria in collaboration with the referral source, and/or affiliated program/services. Crisis Residential staff will coordinate services with the client’s established community treatment team as well as the client’s established support system. If the person is not already linked to needed services, then the discharge process will involve creating and executing the necessary referrals. The selected proposer will also have the ability to transport the clients to these appointments and to provide the support needed to ensure a successful transition.

2.9. Anticipated Outcomes

A. Clients will be successfully initiated and engaged in post-Crisis Residential Treatment Center services and supports;

B. Psychiatric hospitalization and incarceration will be avoided and decreased.

2.10. Performance Objectives

The selected Proposer shall be required to meet the following performance objectives:

A. A minimum of seventy-five percent (75%) of Clients shall be discharged to a lower level of care.

B. A minimum of seventy percent (70%) of Clients shall be linked to a continuing care provider.

C. A minimum of ninety-five percent (95%) of Clients shall not be hospitalized within 48 hours of discharge.

D. A minimum of seventy-five percent (75%) of Clients shall not be readmitted within fourteen (14) calendar days of discharge.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Friday, January 9, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

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• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/219355/document?section=2061521

Page 11 of 25 Release date of December 3, 2025 micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services stated in the Scope of Services for a minimum of three (3) years within the last five (5) years?*

☐ Yes

☐ No

*Response required

4.1.2. Proposer shall certify its ability to provide the required insurance coverage and certificates as set forth in the Sample Contract.*

☐ Yes

☐ No

*Response required

4.1.3. Please confirm your firm is NOT listed on the exclusion list for current Cumulative

Sanction List of the Office of the Inspector General (U.S. Department of Health and

Human Services) or the General Services Administration’s list of parties excluded from federal programs, or the California Medi-Cal Suspended and Ineligible Provider List* https://exclusions.oig.hhs.gov/

☐ Please confirm

*Response required

4.1.4. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.5. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://exclusions.oig.hhs.gov/ https://sam.gov/content/home

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• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information (email, phone, and address), and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

• Date Business established.

• Is firm incorporated? If yes, state the State of Incorporation.

• Is firm a sole proprietorship doing business under a different name? If yes, state the business name.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Reference Letters*

Proposer must demonstrate successful prior performance of comparable services in the public sector arena and provide a minimum three (3) references from public sector entities and clients that are comparable to the County of San Mateo for which these types of services have been performed within the past five (5) years.

Please provide reference letters with the following information for each of the three (3) references:

• Company Name

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• Contact Name, Email, Telephone number

• Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Description

*Response required

4.3.3. Policies and Procedures Table of Contents*

Table of contents from the organization’s policies and procedures manual covering daily operations and emergency procedures (medical, fire, etc.). If a policies and procedures manual does not exist, provide a plan and time frame for development.

*Response required

4.3.4. Organizational Chart*

Organizational chart that includes program services, identifies the relationship of the proposed program to the overall proposed staffing organization, identifies the reporting relationship of each staff position.

*Response required

4.3.5. Financial Statement*

Recent financial statement prepared by an independent Certified Public Accounting (CPA) firm.

*Response required

4.3.6. Audit/Reviews/Inspection Reports*

If available, any audits, reviews, or inspection reports completed by a CPA firm, regulatory agency (e.g., Occupational Safety and Health Administration), or other government agency within the last 12 months.

*Response required

4.3.7. Firm's Background*

A. Company Background and Data

Include an overview of firm and brief description of the firm’s history including:

• Services provided relevant to the RFP;

• List certifications and/or affiliations that may be relevant to this RFP.

• If applicable, list any previous or current contracts with the County of San Mateo/BHRS within the last five (5) years. Include:

o Agency/Department name, address and contact person;

o Contract Number; and o Contract Amount o Brief Contract Description

*Response required

4.3.8. Firm's Experience*

A. Describe past and current experience within the last five (5) years providing services to public sector entities and clients that are comparable to the County of San Mateo related to those requested in this RFP. Include:

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• Description of Related Services

• Contract Start and End Dates

• Cities/Counties/Area Where Services are Provided

• Funding/Contract Amount

• Funding Sources

• Contact Person Name/Title/Telephone/E-mail

B. Describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

*Response required

4.3.9. Firm's Qualifications*

A. Services: Provide a detailed response to the following questions and include any potential challenges and how those challenges will be addressed.

1. Admission Services

• Describe how your program will ensure clients are admitted at all hours of operation and what type of staffing you are proposing to ensure consistent high-quality services are available 24/7.

• Describe how your program will determine clients meet medical necessity.

2. Therapeutic Services

• Describe your organizations proposed ideas to provide evidenced based practices to our clients in crises. Describe how you will know if interventions are effective and what you will do to ensure your evidence-based practices continue to evolve based on the needs of our clients.

• Describe in detail how a client will flow through your proposed crisis residential services from admission to planned discharge. Please provide a flow chart of the clinical decision-making processes that go into each step.

• Describe what research your organization will do to stay up to date with cutting edge approaches with our clients and continually striving toward improvement and excellence in crisis care.

• Describe how your program will provide a safe and welcoming environment to all clients while also clearly defining the client’s commitments and responsibilities to participate in the program.

How will you ensure the program is designed to be always a substance free environment?

• Describe how your program will address clients that require assessment for LPS hold and Clients who require special consideration due to medical issues and/or behavioral outbursts.

• Describe how your program will support community integration as part of the treatment plan.

• Describe what strategies your program will use to ensure nursing staff utilize recovery principles and are familiar with Title 9 Specialty Mental Health Plan requirements versus medical model.

• Describe how your program will manage the timeframes required in this proposal for therapeutic services.

• Describe how your program will help clients become more self-sufficient.

3. Case Management

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• How will you gauge client’s readiness to commit to the program? What interventions will you use to develop rapport and increase client commitment?

• What strategies will your program use to work toward the goal of all clients being linked upon discharge?

• How will you know if a client is ready for discharge or if additional services are needed?

• Describe how Peers will be embedded in the milieu. What roles and responsibilities will they have? How do you see Peers optimally utilized?

• Describe how your organization will ensure every client is discharged with appropriate housing plan.

4. Medication Support Services

• Describe how your program proposes to ensure all clients are seen by a doctor within 12 hours of admission and how follow up visits will be arranged.

• Describe what type of evidenced based medical practices your organization proposes to use for clients in crisis.

• Describe how you will ensure every client leaving our facility will have an adequate medication supply tailored to their unique circumstance.

• Describe how your program will ensure clients learn to self-administer medications.

5. Food Services

• Describe strategies your organization will implement to involve our clients in meal selection, preparation and utilizing this time to teach skills needed for successful discharge/reintegration into the community.

• How will your organization model health and wellness?

6. Transportation Service

• Describe your proposal for transportation upon admission, during the program, including community integration outings, and upon discharge, to ensure our clients are successful in transitioning from crisis residential services to the community for ongoing care.

• Describe how your organization will utilize transportation and meet all transportation requirements of your clients as described in this RFP.

7. Administrative Services

• Describe your administrative procedures and protocols for ensuring qualified staff are hired, include your sanction screening process. Include, if any, instances of corrective action or hiring or employment of sanctioned individuals and your organizations’ remedial response.

• Describe your administrative procedures and protocols for ensuring qualified staff are retained at all levels.

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• Describe your administrative procedures and monitoring to ensure implemented practices are effective.

• Describe your plans for establishing transparent working relationships with SMC/BHRS and other County entities. How will you measure success in this area?

• Describe your current status or plans to become a certified Medi-Cal provider. Include a summary of the results of your previous Medi-Cal audits if applicable and if any corrective actions were indicated, include your organizations’ remedial response if applicable.

• Describe your current status or plans to become a licensed Community Care Licensing (CCL) provider. Include a summary of the results of your previous CCL audits if applicable and if any corrective actions were indicated, include your organizations’ remedial response if applicable.

• Describe how your organization will track and report the Average Length of Stay for all Clients.

• Describe how your organization will develop an evidenced based performance metric of client improvement measured upon admission and upon linkage and discharge.

• Describe additional evidenced based metrics/performance objectives that are relevant to the described services and desired outcomes that your organization plans to research and develop.

*Response required

4.3.10. Performance Objectives*

Provide a detailed response to the following questions, including strategies and activities, and include any potential challenges and how those challenges will be addressed in order to achieve the required objectives.

• Describe how your organization will discharge a minimum of seventy-five percent (75%) of

Clients to a lower level of care.

• Describe how your organization will link a minimum of seventy percent 70% of Clients to a continuing care provider.

• Describe how your organization will ensure at least ninety-five percent (95%) of Clients do not require hospitalization within 48 hours of discharge.

• Describe how your organization will ensure at least seventy-five percent (75%) of Clients will not be readmitted within fourteen (14) calendar days of discharge.

*Response required

4.3.11. Staffing*

Provide a detailed response and submit the requested attachments for each question below.

• Describe your proposal to meet or exceed Title 9 requirements described in Section II of the RFP.

• Provide job descriptions for each position that will be allocated to this program, and include minimum qualifications, education and/or experience requirements, multicultural/ multilingual capabilities, duties and responsibilities.

• Provide resumes and proof of licensure (if applicable), for existing staff that will be allocated to this program and include bilingual/bicultural capabilities.

Page 18 of 25 Release date of December 3, 2025

• Describe your organizations’ hiring practices that ensure your staff have a passion for behavioral health clients in crisis? What type of training will be provided? How will you know if staff need additional support and training?

• What strategies will you use to retain exemplary employees?

*Response required

4.3.12. Key Personnel/Staffing Plan*

Please download the below documents, complete, and upload.

• Staffing_Plan_Key_Personnel...

*Response required

4.3.13. Budget/Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in Required Documents.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

Proposers must complete the Budget Forms and provide narratives that fully explain and justify all budget items being proposed. The budget is to be completed for a 3-year period and shall be subject to negotiation prior to finalization of a contract.

County anticipates reimbursing the selected Proposer monthly for actual costs of providing the services

(Fee for Service-FFS), unless otherwise stated, up to the contract not to exceed amount, provided that the costs are allowable in accordance with county, state, and federal regulations. Start-up funds may be considered based on appropriate justification.

• SMC_RFP_Budget_Worksheet-Cr...

*Response required

5. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Qualifications Points Based 30 (27.3% of Total)

2. Team Qualifications Points Based 25 (22.7% of Total)

3. Project Approach to Services Points Based 20 (18.2% of Total) https://government-project.s3.us-west-2.amazonaws.com/219355/85b5f18f-b156-45dd-9d48-d26bceab33dd_Staffing_Plan_Key_Personnel.docx https://government-project.s3.us-west-2.amazonaws.com/219355/dbbf58af-0037-4afc-bd91-f99d7bb5e84f_SMC_RFP_Budget_Worksheet-Crisis_Residential-11.21.25.xlsx

Page 19 of 25 Release date of December 3, 2025

4. Budget/Fee Proposal Points Based 15 (13.6% of Total)

5. Interviews, if conducted

If the Evaluation Panel conducts interviews, then the selected highest-ranked Proposer(s) will be invited to participate in the interview process. Proposer will provide an interview/presentation on their proposal. Proposers must be prepared to discuss all aspects of their proposal in detail, including answering technical questions.

Proposer is not allowed to alter or amend their proposal during the interview/presentation process.

Proposer agrees that the submission of a proposal is permission by Proposer for County to verify all information contained therein. If County believes it necessary, additional information may be requested from Proposer. Failure to comply with any such request may disqualify a Proposer from further consideration.

If interviews are conducted, the

Evaluation Panel will score interviews based on the evaluation criteria No. 5 to finalize the scores.

However, County reserves the right to waive the interview process and evaluate the Proposals based on the evaluation criteria No. 1 through

No. 4.

Points Based 10 (9.1% of Total)

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6. Preferential Points

Where price is not the sole evaluation factor for a solicitation

(e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local

Business or Local Non-Profit score for evaluation purposes. In the event of a tie between a Local

Business or Local Non-Profit and another bidder, the Local Business or Non-Profit shall be awarded the

Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local

Business or Local Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a Small Business or Small Non-

Profit, or an additional 5 percent preference (for a total of ten percent

(10%) of total points awardable) if the proposer is a Micro Business or

Micro Non-Profit.

Points Based 10 (9.1% of Total)

6. Instructions to Proposers

6.1. Instructions

There will be no pre-proposal conference or site visit for this project.

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the

Page 21 of 25 Release date of December 3, 2025 procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

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Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

6.4. Term

Health - BHRSis issuing Request for Proposal (RFP) No. BHRS RFP No.: 2025-005 for Adult Crisis

Residential Services.

The agreement shall have a The County anticipates awarding a contract to a qualified Proposer for a term of three (3) years. . In addition, the County shall have In addition, the County will have two (2), 1-year options to extend the term for an additional period, which the County may exercise in its sole, absolute discretion, program evaluation, availability of funding, and division approval. To exercise this option, the

County shall provide written notice to the Contractor at least thirty days before the end of the agreement term. , which the County may exercise in its sole, absolute discretion.