Amendment_4.docx

Amendment of Solicitation

1:00 PM CST

Pursuant to OAC 260:115-7-30(d), this document shall serve as official notice of amendment to the solicitation identified above. Such notice is being provided to all suppliers to which the original solicitation was sent.

Suppliers submitting bids or quotations shall acknowledge receipt of this solicitation amendment prior to the hour and date specified in the solicitation as follows:

(1) Sign and return a copy of this amendment with the solicitation response being submitted; or,

(2) If the supplier has already submitted a response, this acknowledgement must be signed and returned prior to the solicitation deadline. All amendment acknowledgements submitted separately shall have the solicitation number and bid opening date printed clearly in the subject line of the email.

RETURN TO: Supplier Portal (oklahoma.gov)

RICHARD DIAZ

Contracting Officer

RICHARD.DIAZ@OMES.OK.GOV

E-Mail Address

Description of Amendment:

a. This is to incorporate the following:

On behalf of the State of Oklahoma, the Office of Management and Enterprise Services (OMES) gives notice:

1. The requirements outlined in Attachment A, Section 2 have been revised as follows:

Bids will be evaluated based on the best value criterion, based on the following:

2. Answers to Q and A

In Exhibit 1, section 1.2, you describe the Bidder requirements. Just to clarify, can the bidder not currently be a CCBHC but is a 501(c)3 that is willing to become a CCBHC? The way the section is worded is causing some confusion.

Yes, prior to Amendment 3, the bidder could have been a 501(C)3 that is willing to become a CCBHC. However, following the amendment, the bidder must be a current certified CCBHC.

In reference to the attached Amendment 3 released today (4/28), please confirm the change to the allowed bidders. Previously, the RFP stated that 501c3 private providers willing to become a CCBHC within 6 months of award were eligible to bid. Has this been removed, thereby disallowing any provider who does not currently possess a CCBHC certification?

Yes, this has been removed, disallowing any provider who does not possess a CCBHC certification.

Attachment A(I): The final line of Paragraph 1 states “additionally, the resulting contract may be designated for use as a Statewide Contract? What would it mean if the contract was designated for use as a Statewide Contract?

If it is decided that this is a fit for a statewide contract, this solicitation may be used in the creation of a statewide contract.

Attachment A(I): The second to last sentence of Paragraph 1 states “bidders are welcome to submit proposals for any or all of the catchment areas.” If submitting for more than one catchment area, is the bidder required to submit a separate bid for each catchment area? If so, what are the instructions to identify the various submitted bids?

If bidding for more than one, a separate bid should be submitted. However, no CCBHC will be awarded more than one catchment area.

Attachment A(I): The second to last sentence of Paragraph 1 states “bidders are welcome to submit proposals for any or all of the catchment areas.” If submitting for more than one catchment area, is the bidder permitted to identify preference priority for the catchment areas?

Bidders may state catchment area of preference.

Attachment A(I)(2) Selection Criteria: Beyond the information included in this subsection that the bid will be evaluated using the best value/lowest and best criterion based on responses to the required attachments and exhibits, please describe in detail the evaluation and review process. Please include criteria for selecting reviewers and the scoring process.

We receive the bids, and our evaluation team scores them based on predefined requirements. A recommendation is then made based on the evaluation results. The agency selects its reviewers and determines the scoring criteria

Bidder Instructions Section 7.2(7) requests the average client size (i.e., employee count). As clients and employees are different, please define what average you are seeking? Is it the number of clients? Is it the average case load per a defined employee role? Is it something else? If so, please define.

Average staff to client ratio.

Bidder Instructions Section 7.3(d)(1) requires disclosure of “any public contract terminated by a governmental entity or suits or claims against the Bidder for failure to perform in connection with a public contract.” Should bidders who received notice from OMES on April 10, 2025 that their contracts for Tulsa County were terminated as of May 10, 2025 (not indicated as being for failure to perform) disclose this in their bid response?

Yes.

Bidder Instructions Section 7.5: In the event an awarded bidder has service locations and/or facilities outside of the catchment area for which they are awarded, should they request a carve out exception for their locations/facilities in this Requested Exceptions section?

Yes. Exceptions may or may not be granted.

Bidder Instructions Section 7.7(f) states “If service level agreements are required, the proposed service level agreement shall be inserted in this section.” The other RFP documents do not seem to indicate there is a requirement for a service level agreement. Is this required or should the bidder respond “N/A” to this subsection?

Yes, bidder can respond NA to this section.

Bidder Instructions Section 7.7(g) states “If a Statement of Work is required, the proposed draft shall be inserted in this section.” The other RFP documents do not seem to indicate there is a requirement for a Statement of Work. Is this required or should the bidder respond “N/A” to this subsection?

If a statement of work is required this will be completed by ODMHSAS, bidder can respond NA.

Bidder Instructions Section 7.9 (Financial Information) states: if requested, Bidder shall submit up to the last three years audited financial statements and up to three years tax returns in this section. The other RFP documents do not seem to indicate there is a request for financial information. Is this required or should the bidder respond “N/A” to this section?

It is requested.

Bidder Instructions Section 7.10 (Business References): Can the bidder submit letters of support in addition to the required business references, and if submitted, will they be evaluated as part of the bid response?

Letters of support included beyond those required in section 7.10 will not be included in the evaluation.

Bidder Instructions Section 9 (Contract Award Notice): What is the anticipated timeline for review and award of the bid contracts?

We are trying to award before July 1, 2025.

Bidder Instructions – Public Bid Opening: The Bidder Instructions for other RFPs from ODMHSAS typically include a section titled “Bid Public Opening” with the following instructions: “There will be no physical Bid openings. A public Bid opening, which will disclose the name of each Bidder and no further information, will be conducted on a per request basis via TEAMS provided the Contracting Officer receives a written request no later than 48 hours prior to the Bid Response Due Date and Time. TEAMS information will be provided to anyone requesting a public Bid Opening.” These instructions do not seem to be available in this present RFP. What is the process to request a public Bid opening?

We don’t ever tell bidders who else has bid on the event.

If I am looking to put in a bid as a staffing agency what all needs to be submitted?

This would not work for a staffing agency, you have to be certified as a CCBHC to submit a bid.

Bidder Instructions Section 5 (Requested Exceptions): If a requested exception is not granted, would that in any way preclude a bidder from being awarded? Or would an award be made with the exception just being denied?

This exemption is in 7.4 of the bidder instructions.

Exhibit 7: The application documents contain an Exhibit 7 Risk Assessment, but the Bidder Instructions do not specify which Section of the bid response that the completed Exhibit 7 should be included. Please clarify?

There is not a specific place just name your response exhibit 7.

Page 4 of the Bidder Instructions article 7.2 indicates that we are to place Exhibit 1 in the “Executive Summary and Company Information” Section (Section Two) of the response. Exhibit 1 is the mandatory specifications and Exhibit 2 is the Executive Summary document. Are we to interpret reference to Exhibit 1 at 7.2 as an error and we should include Exhibit 2 in Section Two of the Bid Packet and our response to the mandatory specifications of Exhibit 1 are to be placed in Section 7?

Just name your response to the Exhibit number (i.e. If it is a response to exhibit 1 name it exhibit 1).

Page 5 of the Bidder Instructions article 7.2.8. indicates that Exhibit 2 is to include “Locations where the Bidder’s solution has been deployed”. This item is missing from the Exhibit 2 Spreadsheet. We are assuming that Bidder’s locations would be item “7.2.h” and we would indicate the locations on the spreadsheet. Or do you want an attachment that lists all the locations?

You can include them on the spreadsheet.

Page 7 of the Bidder Instructions article 7.7.a. indicates that Section 7 is where we submit how we “meet or exceed any Acquisition specifications such as Mandatory or Non-Mandatory specifications and requirements found in Attachment A”. Attachment A, Section I., article 3.3.2. seems to indicate that the only narrative response to be submitted in Section 7 is to “demonstrate the Bidder’s ability to meet or exceed the mandatory specifications outlined in Exhibit 1”. We understand this to mean that we are to only provide a narrative description responding to Exhibit 1, Item 1. Mandatory Requirements, articles 1.1. through 1.7. Is this correct?

Any exhibit that we have in the RFP requires a response.

Page 9 of the Bidder Instructions article 7.8.e. indicates we are to submit a “firm, fixed price”. Exhibit 3, Item 1 asks for the same and adds “all relevant details, including fees, additional cost, and any other information pertinent to the overall cost per year”. Do we understand that you are only asking for a PPS base rate, and that rate encompasses “all relevant details, including fees, additional cost, and any other information pertinent to the overall cost per year”? Or are you asking for something more than the PPS base rate?

I would suggest “Please follow Bidder Instructions and submit all relevant details, including fees, additional cost, and any other information pertinent to the overall cost per year” as an answer so that it is consistent with what is requested in the instructions. I am not sure we can or want to deviate from that guidance.

Also, page 9 of the Bidder Instructions article 7.8.e. indicates that we are to submit a firm, fixed price “for the term, including optional renewal terms, of the Contract”. Page 2 of Attachment A, indicates, “The initial Contract term, which begins on the effective date of the Contract, is one year and there are five (5) one-year options to renew the Contract”. Are we to give you one price for the initial Contract year, and then are we to anticipate our subsequent rates for each one-year renewal option? Or are we going to be “rebased” off year 1 and thus we are not to indicate rates for each of the five renewal years?

We want estimated costs for each of the 5 years?

It is not clear from the Bidder’s Instructions where Exhibits 6 and 7 are to be placed in the Bid packet. We understand that Exhibit 6 may only be informative to bidders and is not to be placed in the packet, but in what section is Exhibit 7 to be placed?

Just include it in the response and name it exhibits 6&7.

Exhibit 2 article 7.2 indicates that we can provide “marketing information”. Are we or can we attach marketing materials to Exhibit 2 (brochures, etc.)?

Yes.

b. All other terms and conditions remain unchanged.

Supplier Company Name (PRINT)

Date

Authorized Representative Name (PRINT)

Title

Authorized Representative Signature

OMES FORM CP 011 – Purchasing | Rev. 05/2016 image1.jpeg