Dane_County_Diversion_and_Treatment_Court_Programs_(Addendum_#5_Revision).pdf

REQUEST FOR PROPOSAL

425003-BKH

DANE COUNTY DIVERSION AND TREATMENT COURT PROGRAMS

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: April 22, 2024

DEADLINE FOR QUESTIONS: June 10, 2024

RESPONSE DEADLINE: June 25, 2024, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

Dane County Department of Human Services

REQUEST FOR PROPOSAL

Dane County Diversion and Treatment Court Programs

I. Introduction II. RFP Overview

III. Project Overview/Scope of Services IV. Evaluation V. RFP Reponses Requirements

VI. Vendor Questionnaire VII. General Guidelines

VIII. Standard Terms and Conditions

Attachments:

A - Vendor Info Form

B - 425003 Dane County Diversion & Treatment Court Programs - ABC COMPANY

Cost Proposal

C - Dane County Drug Treatment Court Handbook

D - Dane County Diversion Program Handbook

Request For Proposal #425003-BKH Title: Dane County Diversion and Treatment Court Programs

1. Introduction

Please scroll down for RFP timeline.

1.1. Summary

For the provision of all Diversion and Drug Court program services, which includes assessment, coordination, and case management services. It is the intent of Dane County’s Dept. of Human Services to make one award for all services to a single provider. Vendor will be required to provide

Comprehensive Community Services (CCS) as part of this program.

1.2. Contact Information

Katie O'Brien

Grants Manager

Email: obrien.katie@countyofdane.com

Phone: (608) 381-5593

Department:

Human Services

1.3. Timeline

Release Project Date April 22, 2024

Vendor Conference (Mandatory) May 15, 2024, 10:00am

Zoom Webinar - please register here https://countyofdane.zoom.us/webinar/register/W

N_Ne4EiQa0RLK_r_cvu0NC9A

Question Submission Deadline June 10, 2024, 11:59pm

Responses Posted to Q&A and/or

Addendum

June 19, 2024, 11:59pm

Proposal Submission Deadline June 25, 2024, 11:59pm mailto:obrien.katie@countyofdane.com tel:(608)381-5593 https://countyofdane.zoom.us/webinar/register/WN_Ne4EiQa0RLK_r_cvu0NC9A https://countyofdane.zoom.us/webinar/register/WN_Ne4EiQa0RLK_r_cvu0NC9A

2. RFP Overview

2.1. INTRODUCTION

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: For the provision of all Diversion and Drug Court program services, which includes assessment, coordination, and case management services. It is the intent of

Dane County’s Dept. of Human Services to make one award for all services to a single provider. Vendor will be required to provide Comprehensive Community Services (CCS) as part of this program.

The contact listed in this RFP is the sole point of contact for questions and issues that may arise during the RFP process.

2.2. CLARIFICATION OF THE SPECIFICATIONS

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Questions concerning this RFP must be submitted before May 10th, 2024 for questions to be answered on or very soon after the Vendor Conference, and May 24th, 2024 for additional questions.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

One or more organizations may collaborate to submit a single proposal. The application shall include clearly delineated channels of communication, duties, and memorandums of understanding where applicable.

2.3. CALENDAR OF EVENTS

Specific and estimated dates and times of actions related to this RFP are listed in the timeline in the

Introduction section above. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County eProcurement Portal. There may or may not be a formal notification issued for changes in the estimated dates and times.

https://procurement.opengov.com/governments/portal/countyofdane

2.4. SUBMITTAL INSTRUCTIONS

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

Proposals must be submitted via the County's eProcurement Portal before 11:59 pm on Tuesday, June

25, 2024. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane

2. Once registered, click on the "draft" button to draft your proposal.

3. Provide company information

4. Answer Vendor Questionnaire

5. Where indicated upload the required documents.

6. The file upload status can be seen for each document uploaded.

7. Confirm all files have been uploaded

8. Review your work and click on "submit" proposal

9. Acknowledge any addenda

3. Project Overview/Scope of Services

3.1. DEFINITIONS & LINKS

The following definitions and links are used throughout the RFP.

County: Dane County

Department: Dane County Department of Human Services

Dane County Department of Human Services' Website:https://dcdhs.com/

Dane County Procurement Portal: https://procurement.opengov.com/portal/countyofdane

Fair Labor Practices websites: www.nlrb.govand http://werc.wi.gov

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

3.2. CONTRACT TERM AND FUNDING

The contract shall be effective on the date indicated on the contract execution date and shall run for one year from that date, with an option by mutual agreement of the County and contractor, to renew for four (4) additional one-year periods.

At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

Contracts with the Department of Human Services limit administrative costs/expenses to a 15% ceiling.

3.3. PROGRAM DESCRIPTION

The mission of the Dane County Diversion Program (DCDP) and the Dane County Drug Treatment

Program (DCTP) is to enhance public safety through the reduction of recidivism. This is accomplished by coordinating effective and evidence-based treatment, programming, and services for participants with substance use disorders. The Dane County Diversion Program (DCDP) serves individuals at medium risk to reoffend; the Dane County Treatment Program (DCTP) serves high-risk individuals. Criminogenic Risk is currently determined by the COMPAS Risk and Needs assessment. Both programs are founded on evidenced-based practices, which are designed to align with the Wisconsin Diversion and Wisconsin

Treatment Court Standards, along with the National Drug Court Standards. The purpose of this project is to provide the entirety of services needed to support a successful diversion and treatment court program, including program oversight, assessment and coordination, and wrap-around case management for a justice-involved population. The target population includes individuals who have a substance use disorder and have been charged or convicted of a criminal offense.

3.4. GOALS

The overarching purpose of the Dane County Diversion Program (DCDP) and the Dane County Treatment

Court Program (DCTP) is to offer an alternative to incarceration by providing services that meet the client’s assessed criminogenic and clinical needs. Specific goals for each program vary based on grant requirements. Program performance indicators include but are not limited to:

1. A minimum of 200 individuals will be screened and referred for assessment during the calendar year.

https://dcdhs.com/ https://procurement.opengov.com/portal/countyofdane http://www.nlrb.gov/ http://werc.wi.gov/ https://doc.wi.gov/Pages/AboutDOC/COMPAS.aspx https://cjcc.doj.wi.gov/sites/default/files/initiative/Wisconsin%20Diversion%20Standards%20-%20Final.pdf https://www.watcp.org/wp-content/uploads/2018/12/FINAL-WI-Treatment-Court-Standards-2018.pdf https://www.watcp.org/wp-content/uploads/2018/12/FINAL-WI-Treatment-Court-Standards-2018.pdf https://www.samhsa.gov/resource/ebp/adult-drug-court-best-practice-standards-vol-1

2. A minimum of 40% of all annual program admissions will identify as non-white, to best represent the racial makeup of the Dane County Jail.

3. A minimum of 55% of all participants will successfully complete the DCDP and DCTP program.

4. At least 55% of successfully discharged participants will not be criminally charged with a subsequent offense in the 24 months following discharge.

3.5. NEEDS AND EXPECTATIONS

The Dane County Drug Treatment Program (DCTP) and the Dane County Diversion Program (DCDP) exist to enhance public safety through the reduction of recidivism. This is accomplished by coordinating effective treatment and supportive services, and ensuring accountability throughout participant’s time in the program. The programs separate participants by criminogenic risk level to best align with treatment court and diversion program best practices. This ensures intensive supervision and treatment can be directed to the high risk/needs population of the drug treatment program, while participants in the medium risk/needs diversion program are not subjected to the same intensity of program dosage and oversight. In both programs, adherence to the Risk, Needs, and Responsivity (RNR) principle and state and national drug and diversion standards is paramount.

At present, all DCDP and DCTP services are provided by three separate contracted agencies. This creates challenges in the program’s ability to coordinate the program and integrate services in an efficient, streamlined way. Program coordination, screening, and assessment services for eligibility determination are provided by Journey Mental Health Center. Journey Mental Health Center also provides clinical program oversight, supporting case managers in ensuring the services they connect participants to align with the participant’s clinical needs. Case management services are provided by two other contracted agencies, ARC and Attic Correctional Services. The case management agencies assist participants in developing a case plan, provide general case management, offer cognitive behavioral treatment groups (Moral Reconation Therapy), oversee the drug screening program, and ensure participants are connected to mental health and substance use disorder treatment providers based on their insurance. It is up to each independent, and non-contracted, treatment provider to develop a treatment plan with participants. Treatment plans and services available to participants differ based on the services offered by the agency they are referred to. The case manager is also responsible for maintaining communication with each agency to evaluate participant’s progress. Altogether, this design creates challenges and inequities in services offered, treatment planning, and monitoring of participant progress.

With these needs and challenges in mind, Dand County Department of Human Services (DCDHS) intends to redesign the treatment court and diversion program to offer integrated and person-centered treatment, incorporate routine clinical guidance, and access to treatment monitoring by integrating fully with the Dane County Compressive Community Services (CCS) provider network. This will require the awarded agency to either be or become a Dane County CCS provider to ensure participants have the opportunity to receive both treatment and critical wrap-around services--from the same agency. The awarded agency will at minimum be required to provide Service Facilitation services, but providers are encouraged to offer additional array services as appropriate for their respective agency. Participants ineligible for CCS, or who are more appropriately served by an alternative treatment program (e.g., Community Support Program), are still eligible for admission into the DCTP/DCDP program and the awarded vendor will be responsible for provision of case management services equitable to the services received by CCS-enrolled participants.

To operate the Dane County Treatment and Diversion programs, Dane County intends to contract with one agency for all services associated with these programs including assessment, coordination, case management, and drug and alcohol testing.

CCS Overview

Comprehensive Community Services (CCS) is a voluntary, community-based program funded by the

State of Wisconsin and operated by the Dane County Department of Human Services.

The CCS program offers a wide array of psychosocial rehabilitation services. These services and support activities assist CCS participants with mental health and/or substance use conditions to achieve their highest possible level of independent functioning, stability, and independence, and to facilitate recovery. The CCS program can provide a number of services needed at no cost to the client. Services that fall under the service array and are part of the client’s approved Recovery Plan are fully covered.

More information on Comprehensive Community Services can be found here:

https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-Services.

CCS Participant Eligibility

• Dane County resident*

• Eligible for Medical Assistance*

• Have mental health or substance use diagnosis*

• Functional limitation in one or more major life activities caused by mental health or substance use issues as measured by the state screen

• Need for psychosocial rehabilitation services*

• Must have a current physician prescription for services.

As of March 2024, approximately 90% of the current Diversion and Drug Treatment Court Program participants met these eligibility requirements simultaneously. It is anticipated that the vast majority of participants will be found to have a functional limitation in one or more major life activities caused by mental health or substance use issues; however, this cannot be confirmed without completion of the state functional screen.

DCDHS anticipants the majority of DCTP/DCDP CCS participants will select the agency awarded this contract as their service facilitation agency. Participants ineligible for CCS for any reason, or who are more appropriately served by an alternative treatment program (e.g., Community Support Program), are still eligible for admission into the DCTP/DCDP program. The awarded agency will be responsible for provision of wrap-around case management services.

https://www.forwardhealth.wi.gov/kw/pdf/2014-42.pdf https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-Services

CCS Requirements

The Request for Proposal (RFP) requires the awarded vendor to be or become a CCS contracted Service

Facilitation agency. Agencies not presently in the Dane County CCS Network, or do not presently provide service facilitation services, must enroll and be approved as a CCS contracted Service

Facilitation agency within three months as a condition of the award. All vendors will be required to adhere to CCS Provider requirements and their associated CCS contract as a condition of the award and contract resulting from this RFP. This includes but is not limited to application and staff credentialing approval, fiscal and service standards, adherence to the CCS Provider Handbook and a CCS contract with

DCDHS. More information on the CCS Provider Application Process can be found here:

https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-Services/Application-

Process.

Program Staffing

The staffing requirements and position expectations are outlined below. The job duties referenced indicate the minimum duties required for each position, and an estimated minimum number of full-time equivalent (FTE) positions. Respondents are encouraged to consider other duties which may be relevant to each position and valuable to the program, and other positions which may be necessary to support the program.

Current Project Staff FTE New Project Staff FTE % FTE

Billable to

Contract

Clinical Supervisor 0.77 Service Director 1.0 95%

Mental Health Professional 2.0 Mental Health/Substance Use Disorder

Professional

1.0 50%

Coordinator 1.0 Coordinator 1.0 100%

Intake Assessor 1.0 Clinical Assessor 1.0 100%

Case Manager 4.0 Wrap-around Case Manager 2.0 100%

TOTAL 8.77 TOTAL 6.0

Embedded CCS Service Facilitator positions will be needed to support the agency’s CCS Program that will provide service facilitation to program participants. CCS Service Facilitation contracts require a minimum of 3.0 FTE positions. It is anticipated that the average caseload will be 10-13 participants, and that agencies may need to hire additional service facilitators as the program grows. Agencies with CCS contracts are permitted to continue serving program participants following program graduation as mutually agreed upon by the agency and the client.

Service Director https://providers.dcdhs.com/documents/pdf/ccs/ccs-provider-handbook.pdf https://providers.dcdhs.com/documents/pdf/ccs/ccs-provider-handbook.pdf https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-Services/Application-Process https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-Services/Application-Process

• Must possess one of the following State of Wisconsin licenses: Clinical Social Worker (LCSW), Professional Counselor (LPC) or Marriage and Family Therapist (LMFT)

• Must meet the requirements of DHS 75.03(85) as a Certified Substance Abuse Counselor, a

Substance Abuse Counselor, Substance Abuse Counselor in Training, or MPSW 1.09 specialty; or be a physician knowledgeable in addiction treatment or a psychologist knowledgeable in psychopharmacology and addiction treatment.

• Serve as program manager, overseeing all staff and services to ensure delivery of quality services

• Provide clinical guidance and supervision as necessary and appropriate

• May also serve as the Service Director required by the associated CCS contract, at the discretion of the agency. It is anticipated that approximately 5% of this position will provide services billable to CCS.

Mental Health and Substance Use Disorder Professional

• Must possess one of the following State of Wisconsin licenses: Clinical Social Worker (LCSW), Professional Counselor (LPC) or Marriage and Family Therapist (LMFT)

• Must meet the requirements of DHS 75.03(85) as a Certified Substance Abuse Counselor, a

Substance Abuse Counselor, Substance Abuse Counselor in Training, or MPSW 1.09 specialty; or be a physician knowledgeable in addiction treatment or a psychologist knowledgeable in psychopharmacology and addiction treatment.

• Serve as clinical supervisor for program staff providing direct services, offering clinical guidance on treatment plans, attending team meetings, and ensuring delivery of quality services

• Provide routine updates on participant’s progress to the courts in person and in writing, and provide court with treatment recommendations in response to participant’s progress

• May also serve as the Mental Health and Substance Use Disorder Professional required by the associated CCS contract, at the discretion of the agency. It is anticipated that approximately

50% of this position will provide services billable to CCS.

Coordinator

• A Bachelor’s Degree in a human services field (e.g., Criminal Justice, Social Work, Behavioral

Sciences, Psychology, Sociology, Community Mental Health, Counseling, or other related field)

• Combination of education, training, and/or work experience that ensures knowledge of treatment court standards and philosophies, familiarity with criminal justice systems and experience working with a justice-involved population is required. Direct experience with a Drug

Treatment Court or Diversion Program is preferred.

https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/75/i/03/85?up=1 https://docs.legis.wisconsin.gov/code/admin_code/mpsw/1/09 https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/75/i/03/85?up=1 https://docs.legis.wisconsin.gov/code/admin_code/mpsw/1/09

• Ensures accurate and timely records and documentation for the program

• Ensures alignment with diversion and drug court standards best practice as described by

National Drug Court Standards, Wisconsin Treatment Court standards and Wisconsin Diversion

Court standards.

• Under the direction of the Service Director, suggests and implements programmatic changes to ensure alignment with diversion and drug court standards

• Responsible for tracking required data and information necessary for operations of the programs and their associated grants

• Conducts outreach with community and justice system stakeholders

• Coordinates and facilitates advisory board meetings

• Coordinate a minimum of three community-based events annually for DCDP and DCTP participants to engage in a pro-social activity, be provided with psychoeducation or harm reduction materials, etc., and build community in the DCTP and DCDP cohorts.

Clinical Assessor

• Must possess education and clinical license(s) necessary to conduct mental health and substance use disorder assessments. May hold in-training license with adequate supervision.

• Conduct COMPAS criminogenic risk assessment and screen for Substance Use Disorder (SUD) to assess for program eligibility

• Once admission determination has been made, conduct comprehensive ASAM assessment and assess for mental health symptoms to inform treatment recommendations

• Make recommendations on the most appropriate course of treatment upon admission to the program

• Must be willing to conduct criminogenic and clinical assessments at the Dane County Jail, as needed

Wrap-around Case Manager

• Must possess a minimum of a Bachelor’s Degree in a human services field (e.g., Criminal Justice, Social Work, Behavioral Sciences, Psychology, Sociology, Community Mental Health, Counseling, or other related field)

• Responsible for orienting all participants to the program

• Provides connection to complementary services that must be immediately addressed prior to a warm-hand off to the CCS Service Facilitator. This could include connection to harm reduction https://allrise.org/wp-content/uploads/2023/12/All-Rise-Adult-Treatment-Court-Best-Practice-Standards-2nd-Ed.-I-VI_final.pdf https://www.wicourts.gov/courts/programs/problemsolving/docs/witreatmentcourtstandards.pdf https://cjcc.doj.wi.gov/sites/default/files/initiative/Wisconsin%20Diversion%20Standards%20-%20Final.pdf https://cjcc.doj.wi.gov/sites/default/files/initiative/Wisconsin%20Diversion%20Standards%20-%20Final.pdf materials, housing assistance programs, emergency food programs, addressing emergent medical and dental needs, and things of the like.

• Uses information from clinical assessor to guide services, including connecting clients to CCS services as appropriate

• Provides in-person wrap-around case management services which are both office and community-based, as necessary

• Provides warm-handoff to CCS Service Facilitator as appropriate

• Provides wrap-around case management activities to participants who do not participate in the

CCS program for the duration of the participant’s time in the program

Program Requirements

The chosen agency must comply with the following program requirements in addition to the staffing requirements detailed above.

General Requirements

• Compliance with all federal and state requirements related to the funding source for this program including the Substance Abuse and Mental Health Services Administration (SAMSHA), the Treatment Alternatives and Diversion (TAD) Grant, contractual agreements between the

State of Wisconsin Department of Corrections and Dane County.

• Provide participants information on AIDS, Hepatitis C, and other communicable disease related to intravenous drug use, needle sharing, and unsafe sexual activity as required by Dane County

Department of Humans Services, the Substance Abuse and Mental Health Services

Administration (SAMSHA), the Treatment Alternatives and Diversion (TAD) Grant.

Drug and Alcohol Testing

The chosen agency is required to provide and administer drug and alcohol testing for participants as a requirement of DCTP/DCDP. Participants are tested on a truly random basis, so that the odds of being tested are the same on any given day, including weekends and holidays, with a minimum average of two tests per week. Drug and alcohol testing supplies and lab confirmation testing are funded separately, by

Dane County Department of Human Services. Costs for supplies and confirmation testing should not be included in respondents proposed budget.

• The agency shall have written testing procedures and an established chain of custody for all specimens.

• Collection of samples shall be observed and examined for dilution and adulteration.

• Contested positive screen tests require specimen confirmatory analysis.

• Must have Clinical Laboratory Improvement Amendment (CLIA) certification or CLIA certificate of waiver at time of contract start date.

• Must remain in compliance with Federal CLIA regulations and Wisconsin Department of Health

Services.

Data Collection and Reporting

• Provide participant updates and court reports to DCTP/DCDP teams in person, on a weekly basis.

• Collect participant information and application data including keeping all data records up to date.

• Compile participant and program data to report to the program team and advisory board.

• Collect DCDP/DCTP data, including GPRA assessments, and provide reports specific to grant requirements.

• Provide quarterly and annual reports on the DCDP/DCTP programs including reporting specific to grant requirements, program performance indicators and admission timelines.

Court Communication

Because participation in the program is administered by the Dane County Circuit Court system, the contracted agency will be required to maintain open, consistent and timely communications with

DCTP/DCDP team members, representatives of the District Attorney’s Office and Office of the State

Public Defender, Wisconsin Department of Corrections, and the Dane County Jail as well as private defense counsel.

Cognitive Behavioral Programming

The awarded agency will provide a cognitive-behavioral treatment program to address criminogenic thinking, such as Moral Reconation Therapy (MRT).

3.6. CURRENT OPERATIONS AND LEVELS OF SERVICE DELIVERY

The chart below illustrates the total number of individuals in both programs served per year from 2020 to 2023.

Service 2020 2021 2022 2023

Assessment 106 124 98 53

Case Management 68 51 51 49

Please see attachments C and D for the DCDP and DCTP Participant Handbooks, which provide more information on current program operations.

https://www.cdc.gov/clia/index.html https://www.samhsa.gov/grants/gpra-measurement-tools/csat-gpra

3.7. FUNDING AND SERVICE UNIT DEFINITION

Two of the positions listed under Program Staffing – Service Director and Mental Health/Substance Use

Disorder Professional – are expected to provide both CCS-billable and non-CCS services, with the reimbursement for non-CCS services being allowed by this RFP.

Five percent (5%) of the Service Director position is projected to provide CCS-billable services, the remainder of this position may be claimed to the budget in this RFP. Fifty percent (50%) of the Mental

Health/Substance Use Disorder Professional is projected to provide CCS-billable services, the remainder of this position may be claimed to the budget in this RFP.

All Full Time Equivalent (FTE) positions which serve clients directly are projected to provide approximately 1140 units of direct service annually.

Unit Definition is one hour of direct service provided to participants in either DCDP or DCTP.

2024 Dane County CCS interim rates are available in the CCS Provider Application, which can be found on this page: https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-

Services/Application-Process.

https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-Services/Application-Process https://providers.dcdhs.com/Partnering-With-Dane/Comprehensive-Community-Services/Application-Process

4. Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Program Overview/Description Points Based 15 (14.3% of Total)

2. Program Strategies and Activities Points Based 30 (28.6% of Total)

3. Experience and Qualifications Points Based 20 (19% of Total)

4. Quality Improvement Points Based 15 (14.3% of Total)

5. Cost Points Based 20 (19% of Total)

6. Local Vendor Preference Points Based 5 (4.8% of Total)

5. RFP Reponses Requirements

5.1. RFP RESPONSE PREPARATION REQUIREMENTS

1. RFP Response - Proposers shall upload and submit their proposal response document(s) via Question

#1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

• Response shall be formatted and submitted in an 8.5 x 11 format. Document margins should be one (1) inch.

• Response shall be single-spaced with twelve (12) point font, preferably Times New Roman.

Diagrams, footnotes, resumes, page headers/footers, and text in tables may be less than 12-point font.

• Cover letters, cover pages and a Table of Contents may be included but are not required.

• Graphics may be included but are not required.

All proposal documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the RFP# and name of business submitting proposal.

Example of how to name the files:

• 2023-RFP-025 – Vendor Name

• 2023-RFP-025 – Vendor Name - Licenses

Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified.

Dane County is not liable for any cost incurred by proposers in replying to this RFP.

5.2. COST PROPOSAL PREPARATION REQUIREMENTS

1. General Instructions and Format for Submitting Cost Proposals

The cost proposal for this Request for Proposal is a separate document that can be found as part of the posting for this RFP. The cost proposal format is provided in a Microsoft Excel based workbook which contains full instructions for cost proposal completion and submission.

• Within the cost proposal document, vendors are asked to provide a proposed breakdown of program costs, personnel, and the number of service units the vendor is proposing to render.

• Note it’s important to understand the service unit definition for this engagement (e.g., client service hours, service days, etc.) in order to provide relevant service units for vendor bidding.

This information varies by engagement and may be referenced in the “Funding and Service Unit

Definition” section of the RFP program scope.

• Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide services in accordance with the specifications and terms and conditions of this bid document and your proposal.

• The Cost Proposal submission should be saved with the document name including the RFP #, Vendor Name, and Cost Proposal. (i.e.: R02TY21 – ABC Company – Cost Proposal). Cost Proposal may be submitted as an Excel file (.xls).

2. Final Pricing and Payment Terms

Service costs scored in the cost proposal will represent the guide for final vendor contracting. Best and final offer pricing discussions may be pursued by the County to differentiate finalists based on refined price quotes.

Final payment terms associated with billing and payment methodology, as well as service unit levels and unit prices for individual programs, will be negotiated prior to contract execution. Note that final pricing will reflect cost reasonableness and available Dane County funding.

All prospective vendors must demonstrate organizational capacity to bill for discrete units of service rendered.

5.3. PROJECT NARRATIVE SECTION 1: Program Overview

A. Describe your proposed program and provide an overview of how it will meet the needs of the drug and diversion programs described in this RFP.

B. Describe how your agency will implement the program, ensuring alignment with best practices and the expectations outlined above.

C. Describe the ways in which the program will promote positive client outcomes in the areas of recovery, program advancement, and successful completion of DCTP/DCDP to ultimately reduce recidivism.

D. Describe the key performance indicators the program will collect to demonstrate improvement of client outcomes, recovery, and criminal legal system involvement.

5.4. PROJECT NARRATIVE SECTION 2: Strategies and Activities

A. Describe your agency’s intended approach and capacity to meet the following expectations, as they are defined in the program requirements section:

1. General Requirements

2. Drug and alcohol testing

3. Data Collection and Reporting

4. Court Communication

5. Cognitive Behavioral Programming

B. Provide an organizational chart of all staff/positions which will provide services to DCTP/DCDP participants. This may be uploaded in the Vendor Questionnaire or included within your RFP narrative.

Provide a brief statement on the services each position will provide.

C. Describe the strategies and activities your agency will use to develop treatment goals which incorporate the risk, needs, and responsivity (RNR) model in collaboration with information gathered through clinical assessment. What experience do you have incorporating RNR in treatment plans?

D. Describe the behavior modification practices staff will use to respond to participant achievements and infractions. What is the process to implement incentives, sanctions and service adjustments as they relate to proximal, distal, and managed goals? How will your program ensure that behavioral modification is reliable and timely?

E. Describe the strategies and activities your agency will use to incorporate clinical assessment and/or screening for both substance use and mental health disorders alongside a criminogenic risk assessment, all as components of the admissions process.

E. Describe the strategies and activities your agency will use to make this program culturally competent and to promote equity for all participants. Describe your approach to ensuring diversity, equity and inclusion in DCTP and DCTP. How will you address disparities related to race, ethnicity, gender, sexual orientation, age, ability, and language and its’ effects on participants success? How will you ensure an equitable eligibility, admissions, treatment, and incentive/sanction process?

F. Describe the strategies and activities your agency will use for cross-systems collaboration both within Dane County Human Services and with other community agencies and organizations?

What experience do you have in partnering with other providers and/or stakeholders in a care team model? What experience do you have in serving clients with complex needs and/or needs that extend beyond justice-involvement and/or behavioral health (e.g. housing needs, education and occupational needs, involvement with other social services systems like Child Protective

Services or Disability and Aging services)?

F. Discuss the strategies and activities your agency will use to implement clinical- and justice-based

Evidence Based Practice(s) (EBP) as it relates to the program. What EBP(s) will be used? How will

EBP(s) impact successful outcomes in DCTP/DCDP? Describe the specific population(s) with which each EBP will be used, experience with the EBP(s); and ability to monitor and maintain fidelity to the EBP(s).

G. How will the program provide modifications to a client’s treatment plan when a shift in clinical approach is needed to best support the participant’s recovery?

https://info.nicic.gov/tjc/module-5-section-2-risk-need-responsivity-model-assessment-and-rehabilitation

I. Provide an outline of the specific steps your agency will take to transition the program and participants to the new program model. What challenges do you anticipate encountering? Please be sure to provide an implementation timeline in your response.

J. As indicated in Section 3.5 Needs and Expectations, the awarded agency will need to be or become a CCS provider. If you are a current CCS provider, note the year you first contracted with DCDHS to provide CCS Services and list the array services you are contracted to provide. If you are not a current CCS provider, detail your plan and approach to becoming a CCS provider.

Which array services do you intend to provide?

5.5. PROJECT NARRATIVE SECTION 3: Experience and Qualifications

A. Describe the experience and qualifications of your agency to provide the proposed program. Include your agency’s mission statement and discuss how this proposed program aligns with that mission. Include your experience and/or qualifications to:

1. Complete screenings, assessments, and program admission

2. Provide wrap-around case management services

3. Effectively serve a justice-involved population

4. Conduct drug and alcohol testing

5. Implement treatment court and diversion program best practice standards into service delivery, and policy and procedures.

B. Describe the experience and qualification of your agency integrating new content, new service delivery and new policy and procedures into a currently operating program with existing policies and procedures. Provide specific examples of challenges or obstacles faced and how these were overcome. What attempts has your agency made to provide equity and inclusion training and ensure cultural competency among the agency’s team?

C. Describe your agency’s current staff turnover. Please address any noteworthy retention issues, efforts to reduce turnover, and strategies to maintain continuity of service amid vacancies or staffing shortages.

D. Upload 2-3 letters of reference in the Vendor Questionnaire. References should be specific to the service offered. References should be from agencies you have done business with or with whom you have collaborated. Reference checks may be conducted.

E. Describe specific training, qualifications, experience and/or certifications DCTP/DCDP staff will receive, and discuss the implementation strategies which will be used to ensure successful service delivery.

F. What experience do you have providing services similar to the described program requirements section?

G. Describe your experience complying with federal and state statutes, Medicaid rules, and grant funding requirements.

5.6. PROJECT NARRATIVE SECTION 4: Quality Improvement

A. Describe your agency’s ongoing quality assurance procedures and practices. What specifically do you monitor? Please provide specific examples about policies or procedures your agency has amended as a result of a quality assurance practice.

B. Describe any programmatic or administrative changes that have improved your agency’s ability to deliver services.

C. Describe how program data is used, or will be used, to drive quality improvement efforts, including the measurement of client outcomes.

D. Describe how program data is or would be used to drive policy and procedures in DCTP/DCDP and improve service delivery.

E. How will you monitor alignment with diversion and drug court standards?

F. How will you ensure fidelity to any evidence based practice you have proposed?

6. Vendor Questionnaire

6.1. RFP DOCUMENT UPLOADS

6.1.1. Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

6.1.2. Upload Cost Proposal *

Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide product in accordance with the specifications and terms and conditions of this bid document and your proposal.

*Response required

6.1.3. Are you a current CCS provider?*

☐ Yes

☐ No

*Response required

When equals "No"

6.1.4. CCS agreement*

If awarded a contract as a result of this RFP, vendors must agree to become a CCS provider within three (3) months of award.

Please confirm that your agency agrees to become a CCS provider within three (3) months of award.

☐ Yes

☐ No

*Response required

6.1.5. Supplemental Document Upload - Manuals*

Upload any additional or required information documents that supplements this solicitation.

*Response required

6.1.6. References*

Upload 2-3 letters of reference in the Vendor Questionnaire. References should be specific to the service offered. References should be from agencies you have done business with or with whom you have collaborated. Reference checks may be conducted.

6.1.7. W9 Upload*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

6.1.8. Upload Vendor Information Form

Download the vendor info form from the attachments section in this RFP. Complete the form and upload it here.

6.2. VENDOR INFORMATION

6.2.1. Agency UEI number:*

*Response required

6.2.2. Local Vendor Preference *

Select a Local Vendor Preference:

Vendors located within Dane County automatically receive five points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

Vendors located outside of Dane County of the 7 counties adjacent to Dane County would choose "No

Preference".

NOTE: A post office box address does not qualify as an established place of business.

☐ No Preference

☐ Yes - Dane County

☐ Yes - Columbia County

☐ Yes - Dodge County

☐ Yes - Green County

☐ Yes - Jefferson County

☐ Yes - Iowa County

☐ Yes - Rock County

☐ Yes - Sauk County

*Response required

6.2.3. Fair Labor Practice Certification *

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yesis answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

http://www.nlrb.gov/ http://werc.wi.gov/

☐ Yes and any relevant information regarding such violation has been or will be uploaded with this bid submission.

☐ No

*Response required

6.2.4. Cooperative Purchasing*

Reference Guidelines - Section F.

Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

☐ Yes

☐ No

*Response required

6.2.5. Designation of Confidential and Proprietary Information* Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

NOTE: Pricing sections cannot be designated as confidential and proprietary.

If nothing will be designated, simply type "None" in the section below.

*Response required

6.3. RFP ADDENDA

6.3.1. I understand that if any addendum is issued I will have to acknowledge the posted addendum. * ☐ Yes

☐ No

*Response required

6.3.2. If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my proposal response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my proposal response.

Further instructions on addendum(a) postings can be found here.

☐ Yes

☐ No https://help.procurement.opengov.com/en/articles/4413350-managing-addenda

6.4. SIGNATURE AFFIDAVIT

6.4.1. RFP Response Signature Affidavit*

This is an electronic signature form via DocuSign that is required to be signed upon finalizing submission of bid or proposal.

NOTE: For detailed instructions on how to complete the forms via DocuSign, please access the help articles below:

How to Complete DocuSign Forms

How to Download, Complete and Upload without DocuSign

Click here to go to the form

*Response required https://help.procurement.opengov.com/en/articles/5659414-how-to-complete-docusign-forms https://help.procurement.opengov.com/en/articles/5608000-how-to-download-docusign-forms https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=edc59ca5-ec84-4fbd-949b-c65e2eec75b7&env=na4&acct=89dea4ef-d946-42fe-b789-43edb8d4c6b1&v=2

7. General Guidelines

7.1. REASONABLE ACCOMMODATIONS

The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations, contact the Department of Human Services at (608) 242-6439 (voice) or Wisconsin

Relay (711).

7.2. ADDENDA & REVISIONS

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted via the County’s eProcurement Portal.

It shall be the responsibility of the proposers to regularly monitor the web site for any such postings.

Proposers must acknowledge the receipt/review of any addendum(s) via the eProcurement Portal.

7.3. CONTRACT TERM & FUNDING

The contract shall be effective on the date indicated on the contract execution date and shall run for one year from that date, with an option by mutual agreement of the County and contractor, to renew for four (4) additional one-year periods.

At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

Contracts with the Department of Human Services limit administrative costs/expenses to a 15% ceiling.

7.4. MULTIPLE PROPOSALS

Multiple proposals from a vendor will be permissible; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as

Proposal #1, Proposal #2, etc.

Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the County’s eProcurment Portal.

Please message procurementsupport@opengov.com with any questions regarding set up.

7.5. PROPOSAL ORGANIZATION & FORMAT

Proposers must respond to the Vendor Questionnaire via the eProcurement Portal and organize based on submission instructions.

../../../../../portal/countyofdane

7.6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of Confidential and

Proprietary Information” section.

Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect.

134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

Failure to designate confidential and proprietary information within the Designation of Confidential and

Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of Confidential and Proprietary Information section of the

Vendor Information Attachment.

7.7. COOPERATIVE PURCHASING

Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases.

A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having…