DBH RFQ 25-99 Proposer Conference for ChRIS.9.17.26.pdf

www.SBCounty.gov/d bh

Melynda Paredes Staff Analyst II Contracts Development Unit

Proposer’s Conference

Behavioral Health

RFP DBH 25-99

Children’s Residential Intensive Services (ChRIS) ePro ID: DBHE26-ADMN-6420 Thursday, September 17, 2026

Housekeeping Sign-In via Chat with Organization and

Contact Information Organization Name Attendee/Contact name Email Phone Number

Questions Please submit any questions via email or in ePro

Conference is being recorded

Please mute phones/computers

Presenters

Olivia Oliveros Program Manager, DBH Program

Joyce Zhao Accountant, DBH Fiscal Services

Melynda Paredes Staff Analyst II, DBH Contracts Development Unit

Agenda

Application Timeline Program Requirements Specialty Mental Health Services Program Staffing Fiscal Information and Requirements Proposal Conditions eProcurement Requirements Contract Requirements

• Indemnification

• Employment of Former County Officials

• Public Records Act

• Subcontractor Status

Qualifications Application Submission & Evaluation

Procurement Timeline

The above dates are subject to change as deemed necessary

Deadlines Submission of Questions

• Thursday, September 24, 2026, by Noon local time

Response to Questions

• Thursday, October 1, 2026 (tentative)

Proposal Submission

• Thursday, October 8, 2026, by 4 p.m. local time

Tentative Contract Term

• January 1, 2027, execution date, or date of youth placement, through June 30, Program Requirements

Olivia Oliveros Program Manager II

Program Requirements

Please review the following sections of the RFP document:

Period of Contract, Page 1

• January 1, 2027, date of execution, or youth placement, through June 30, 2031.

Timeline, Page 3

Definitions, Page(s) 9 - 18

Background, Page(s) 18 - 20

Program Description, Page(s) 20 - 40

Program Requirements (cont.) Pages 9-52

DBH is seeking proposals from interested and qualified organizations and agencies to provide a proposed plan for the provision of Children’s Residential Intensive Services (ChRIS). All Proposers must:

Be a non-profit organization, or other legally constituted business entity Have a current Medi-Cal Certification, or the ability to become Medi-Cal Certified Have no record of unsatisfactory performance during the 24-month period preceding this RFQ Register in the County’s Electronic Procurement Network (ePro) system Have a valid provisional STRTP license or already be licensed as an STRTP prior to providing services.

Have applied for, or currently be, nationally accredited by Council on Accreditation

(COA), Commission on Accreditation of Rehabilitation Facilities (CARF), or The Joint Commission (TJC).

Meet all other requirements listed in the RFQ

For this procurement, any contracted service providers are to be utilized on an as needed, case-by-case basis. DBH makes no guarantee of minimum or maximum number of participant referrals.

The ChRIS program is a structured residential program that utilizes STRTPs as well as the values and principles of the Integrated Core Practice Model (ICPM) to provide necessary services during the period of placement and up to two (2) months after the child has left the STRTP in order to facilitate a successful transition to a lower level of care. ChRIS will allow for the provision of Specialty Mental Health Services (SMHS), to children and youth in residential settings.

Program Requirements (cont.) Pages 9-52

Program Requirements (cont.) Pages 9-52

ChRIS Program Objectives

• Strengthen Continuum of Care Reform (CCR) by embedding trauma-informed care and high-quality therapeutic services.

• Deliver culturally responsive services tailored to each youth’s functioning and needs.

• Reduce placement disruptions and multiple out-of-home moves.

• Continually assess and adjust services for effectiveness.

• Lessen emotional distress associated with serious mental health conditions.

• Shorten STRTP lengths of stay and support movement toward family-based settings.

Integrated Core Practice Model (ICPM) Approach

• Provide SMHS within a coordinated, team-based ICPM framework.

• Continue services for two months post-discharge to support a stable transition to lower levels of care.

• Use interdepartmental collaboration, family advocacy, and flexible service delivery to improve outcomes and reduce time in residential care.

Program Requirements (cont.) Pages 9-52

Target Population

• San Bernardino County Medi-Cal youth requiring STRTP placement by Children and Family Services (CFS), Probation, and other counties (when arranged) who meet SED criteria and EPSDT medical necessity.

o Youth must have significant impairment or risk of deterioration or need SMHS beyond standard managed care.

o Eligible due to diagnosed/suspected mental health disorder or trauma placing them at high risk.

• Programs may specialize in specific high-need groups, such as:

o Pregnant or parenting youth o Youth with sexual exploitation/victimization histories o Youth with co-occurring mental health & substance use disorders o Sexual behavior treatment needs or fire-setting behaviors o Highly aggressive/violent youth o Non-minor dependents needing STRTP-level support o Younger children (6–12) with severe behavioral/mental health needs o LGBTQ+ youth requiring culturally appropriate care o Youth with cognitive limitations or special medical needs

Program Requirements, (cont.) Pages 9-52

Role of Specialty Mental Health Services (SMHS)

• The Contractor should integrate SMHS with STRTP Core Services, enhancing clinical, educational, social, and transitional supports.

• The Contractor should ensure youth receive comprehensive care that includes community activities, enrichment, mental health support, and transitional preparation.

• All services listed below are potentially available for provision to a client, however, Therapeutic Behavioral Service (TBS) has additional qualifying criteria which must be met when provided, and not all children or youth served will meet these additional requirements.

o Assessment o Therapy o Rehabilitation o Plan Development o Medication Support Services o Crisis Intervention o Targeted Case Management o Linkage and Consultation o Placement Services o Intensive Care Coordination (ICC) o Intensive Home-Based Services (IHBS) o Therapeutic Behavioral Service (TBS)

Program Requirements, (cont.) Pages 9-52

Medication Support Services

• Providers may include Medication Support Services (MSS) as a service, but this is not required.

• If a provider is not proposing to include MSS, then they must be prepared to articulate:

o How the children will receive this service when needed and in compliance with the STRTP Regulations.

o How the ChRIS provider will facilitate ensuring Psychiatrist has all needed information for MSS to be effective.

o This includes but is not limited to having knowledgeable staff accompany child to appointments.

Program Requirements (cont.) Pages 9-52

Training Requirements (Page 51)

• Contractor will provide education and training to staff and make staff available to attend required trainings and workgroups related to DBH policies, procedures, documentation, and outcome management.

• This includes, but is not limited to, the following events conducted by CYCS:

o CANS Supervisor Training o CANS Supervisor Workgroup

• Contractor clinical staff that will be working with DBH consumers will register for required DBH Clinical Trainings within 7 days of hire. These trainings include, but are not limited to, the following trainings:

o Praed Foundation CANS Certification- Must pass final review online o TCOM Post-Certification Training o Chart Documentation Training o CFTM Training

Program Requirements (cont.) Pages 9-52

Outcome Measures (Pages 39-40)

• Child and Adolescent Needs and Strengths (CANS):

o The CANS-SB shall be completed:

• Within fifteen (15) days of admission;

• Every two (2) months; and

• Within thirty (30) days of discharge.

• The CANS-SB data shall be reviewed and presented at ChRIS CFT Meetings.

• Adverse Childhood Experiences (ACES)

• Within thirty (30) days of admission

• Annually, throughout the duration of treatment and

• Upon discharge from services

• Pediatric Symptom Checklist – 35 (PSC-35)

• Within thirty (30) days of admission

• Every six (6) months, and

• Upon discharge from services

• Note: PSC-35 is not required at admission if child/youth does not have an involved caregiver who is willing to complete the checklist.

Program Requirements (cont.) Pages 9-52

Data Elements (Page 22; Page 50)

• The ChRIS Contractor is responsible for ensuring all staff are provided sufficient support to maximize their utilization of various data systems which will be utilized during their contract term. Currently, this includes utilization of myAvatar, the billing system, and Objective Arts, the CANS - SB tracking and reporting system.

• Data is gathered through the billing systems, which will be completed by the seventh (7th) day of the month following the billing for the previous month’s Medi-Cal based services, and invoicing will be submitted by the tenth (10th) of each month.

o Exception is the "opening" and "closing" of clients within the County’s current billing and transactional database system. This will be done within five (5) working days of admission and/or within five (5) working days of discharge from the facility.

o Contractor must be able to begin billing for services in the myAvatar billing system within two to four (2-4) months from the contract start date. This includes completing all of the necessary training courses for live access to the myAvatar system.

o Contractor will submit a monthly invoice along with supporting documentation to DBH Fiscal starting the tenth (10th) of the month after the contract start date and continue to be submitted by the tenth (10th) of each month. This is in addition to billing in the myAvatar billing system.

Program Staffing, Pages 9-52

Program Staffing (Pages 45-52)

• All staff shall be employed by the Contractor.

o Subcontracting is permitted for psychiatry only.

• Selected proposer(s) will maintain staff ratios necessary to provide EPSDT

Specialty Mental Health Services to the number of unduplicated children/youth indicated in their application.

• The Contractor shall offer clinical services to clients as needed to address regular and emergency need, which includes availability 24/7 even when children and youth are no longer residing in the ChRIS home.

• The provider must have the capacity to deliver linguistic and translation services, including bilingual staff (e.g., Spanish) within the direct services team, and must obtain additional language support as needed

Program Staffing, (cont.) Pages 9-52

Program Staffing (Pages 45-52)

• Physicians/Clinicians/Professional Staff o ICC Coordinator o Child & Family Team Meeting Facilitator o Family Clinician o TBS Clinician/Supervisor – If previously approved by CYCS

• Head of Service (HOS)

• Licensed Clinical Supervisor

• Mental Health Rehabilitation Specialist

• Family/Parent Partner

• Program Supervisor

• Psychiatrist (may be subcontracted)

• Coaches

• Volunteers

• Additional Roles Required for Staff:

• Objective Arts Super User (SME)

• CANS Super User

• myAvatar Super User

• FTP Users (2)

• Head of Service/Clinical Point of

Contact

• Katie A. Liaison

• Fiscal Point of Contact

• Compliance Point of Contact

Program Staffing, (cont.) Pages 9-52

Program Staffing (pages 45-52)

• Head of Service (HOS) Requirements (Pages 48-49)

• HOS Employment Requirements (Licensed or Pre-Licensed) o HOS must be employed full-time by the agency, dedicating at least forty (40) hours per week.

o For agencies with multiple STRTP sites, an approved DHCS

Flexibility Agreement is necessary to share an HOS between sites.

o If an agency with multiple sites does not have an approved Flexibility

Agreement, they must have an HOS for each site, employed for forty

(40) hours per week.

Program Staffing, (cont.) Pages 9-52

Program Staffing (Pages 45-52)

• Head of Service (HOS) Requirements (Pages 48-49)

• HOS / Licensed o Licensed in California (LMFT, LCSW, LPCC or Psychologist) o Supervises the operation of staff of a clinic o Oversees and implements mental health treatment program

• Responsibilities o Supervision of Clinical Therapist and support staff o Coordinating clinic and billing operations o Complete clinic reports o Provides comprehensive psychotherapeutic treatment services for higher needs clients o Ensures treatment adheres to ChRIS program contract o Monitors documentation o Prepares for audits o Oversees data collection and other outcomes

Program Staffing, (cont.) Page(s) 9-52

Program Staffing (Pages 45-52)

• Head of Service (HOS) Requirements (Pages 48-49) o HOS / Pre-Licensed o Master’s or Doctorial Level Clinician with registered/waivered status o Same roles and responsibilities at HOS / Licensed

• In the instance where an agency is unable to employ a licensed clinician (e.g., LCSW, PhD, PsyD, LMFT, LPCC) as HOS, the Agency is required to employ a Licensed Clinical Supervisor eligible for Board of Behavioral Services (BBS) and Board of Psychology supervision, who is available and onsite for a minimum of four (4) hours weekly for unlicensed monitoring and guidance.

• For agencies operating outside of the County, the agency may be permitted to utilize the HOS arrangement as established and approved by the county of jurisdiction within which the STRTP is located.

• Agencies located outside of the County but only contracted with the County for SMHS shall adhere to this standard.

Fiscal Requirements

Joyce Zhao Accountant, DBH Fiscal Services bh

Fiscal Information

Type of Funding

• Medi-Cal Federal Financial Participation

• 2011 Realignment

Contract Term

• Contract period is four years and 6 months: $21,200,000 each full fiscal year or $95,400,000 total contract

• Period of Contract – January 1, 2027, date of execution, or date of youth placement, through

June 30, 2031

Contract Payment, Page(s) 56-57

• Fiscal Year – July 1 to June 30

• Contractors bill County monthly in arrears for services provided

• Must accept all payments via electronic funds transfer (EFT) bh

Fiscal, continued

Single Audit Requirements, Page(s) 73-74 A single audit must be performed for contractors expending the threshold amount ($1,000,000 or more) in federal funds annually.

Audited Financial Statements, Page 96 & Attachment G Three most recent and complete annual audited financial statements (most recent must be within last 18 months).

or

Unaudited financial statements (including balance sheet, income statement, and statement of cash flows).

Submit an unaudited financial statement to cover the period from the last audited statement to present.

bh

Fiscal, continued

Audit requirements, Page(s) 71-72 Right to monitor

• Right to review and audit all records.

Availability of records, Page(s) 72-73

• Maintain all fiscal, statistical, and management books and records pertaining to the program.

• All records shall be complete and current and comply with all contract requirements.

• Fiscal Records shall be kept in accordance with Generally Accepted

Accounting Principles (GAAP).

• Retain all service and financial records for a period of at least 10 years.

Proposal Conditions and Contract Requirements

Melynda Paredes Contract Analyst

Proposals MUST be submitted on or before

THURSDAY, OCTOBER 8, 2026, by 4 p.m. (Local Time) www.SBCounty.gov/d bh

Proposal Conditions, Article III

Contingencies

Right of Rejection

Best Value Evaluation Process

Amendments/Addendums

Proposal Submission

Negotiations

Pre-Award On-Site Visits

Level of Service

Termination of Awarded Contract bh

California Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 6250).

Confidential information should be properly marked and listed on Attachment E.

The County assumes no responsibility for disclosure of unmarked data.

Note:

Do not include personal information in the submitted proposal. (SSN, home addresses, etc.)

Do not include PHI, photos with clients, or client information in your proposals.

Proposal Conditions

All proposers must register in the electronic procurement network (ePro) prior to the submission deadline regardless of the method of submission or they may be disqualified:

https://epro.subcounty.gov/bso/ www.SBCounty.gov/d bh eProcurement Conditions https://epro.subcounty.gov/bso/

For information on how to register and respond to an RFP go to:

https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-

Business-wi-San-Bernardino-County-7_9_21.pdf

See: https://wp.sbcounty.gov/purchasing/vendor-registration/ and https://wp.sbcounty.gov/purchasing/commodity-codes-3/

For system related issues involving ePro, contact the Purchasing Department at:

(909) 387-2060

Late proposals WILL NOT be accepted.

www.SBCounty.gov/d bh eProcurement Conditions https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/wp-content/uploads/sites/3/2021/07/How-to-do-Business-wi-San-Bernardino-County-7_9_21.pdf https://wp.sbcounty.gov/purchasing/vendor-registration/ https://wp.sbcounty.gov/purchasing/vendor-registration/ https://wp.sbcounty.gov/purchasing/vendor-registration/ https://wp.sbcounty.gov/purchasing/commodity-codes-3/ https://wp.sbcounty.gov/purchasing/commodity-codes-3/ https://wp.sbcounty.gov/purchasing/commodity-codes-3/ https://wp.sbcounty.gov/purchasing/commodity-codes-3/ https://wp.sbcounty.gov/purchasing/commodity-codes-3/

Submit (upload) one electronic copy in ePro

OR

Original Hard Copy Must be submitted through mail or in person to DBH Contracts

Proposal Checklist and Table of Contents (Attachment A) with an authorized signature

Application (Attachment B) with all pages complete

Follow Proposal Format (Section XI, Paragraph C AND Attachment A) including all necessary attachments

Keep in mind evaluation criteria (Section VII)

Remember submission deadline date and time Thursday, October 8, 2026 at 4:00 P.M.

Local time www.SBCounty.gov/d

Proposal Submission bh

Contract Requirements

General Requirements, Article V

• Licenses, Permits and/or Certifications

• Department of Justice (DOJ) Clearance

• System for Award Management (SAM)

• Trafficking Victims Protection Act of 2000

• Privacy and Security (HIPPA)

• Cultural Competency

*DBH Office of Compliance will do an Exclusion Check to the recommended provider(s) prior to contract award.

Final contract may contain additional requirements/terms

Proof of insurance required within 15 days of contract start date www.SBCounty.gov/d bh

Contract Requirements Insurance Requirements

Worker’s Compensation $250,000

Commercial/General Liability

$1,000,000 per occurrence/$2,000,000 aggregate

Automobile Liability $2,000,000 combined single limit

Professional Liability $1,000,000 per occurrence/$2,000,000 aggregate

Abuse/Molestation $1,000,000 per occurrence/$2,000,000 aggregate

Cyber $1,000,000 per occurrence/$2,000,000 aggregate

Endorsements - Additional Insured (All except Auto & Professional)

- Waiver of Subrogation Insurance Affidavit Attachment H

Proof of Coverage Certificate(s) of Insurance

Contract Requirements www.SBCounty.gov/d bh

Former County Officials Provide information on former San Bernardino County administrative officials who terminated county employment within the last (5) years and who are now employed by or represent your business as an officer, principal, partner, associate or member.

Complete Attachment D: Reportable Conditions – indicate if there are “none to disclose” by initialing and/or indicate if there are disclosures (if there are “Reportable Conditions”, fill out Attachment E: Disclosures, Exceptions and Public Records Act Exemptions to RFP).

bh

Contract Requirements

Department of Justice (DOJ) Clearance

Clearance required for everyone who provides contracted services with clients

Proof of clearance must be in personnel file prior to providing services

Checked annually for compliance bh

Proposal Submission, continued

Proposal Format Cover Page with AUTHORIZED SIGNATURE Proposal Submission Checklist and Table of Contents (Attachment A) ChRIS application (Attachment B) Statement of Certification (Attachment C) Reportable Conditions (Attachment D) Proposal/Narrative Description (See Attachment A) Statements of Experience (See Attachment A) Disclosures, Exceptions, and Public Records Act Exemption to RFP (Attachment

E) Subcontractor Information (Attachment F) Financial Capability (Attachment G) Indemnification and Insurance Requirements Affidavit (Attachment H) Budget Cover Page with appropriate Budget Schedules (Attachment J & spreadsheets in ePro) References (Attachment K) Local Vendor Preference Self-Certification (Attachment M) Federal Contracting Provisions (Attachment Q)

Components Value

Program Component, Pages 80-81 65%

Financial Component, Pages 81-82 35%

Total 100% www.SBCounty.gov/d

Proposal Evaluation, The San Bernardino County Board of Supervisors has final approval of any/all contract(s) that may be awarded as a result of this RFP.

www.SBCounty.gov/d

Final Authority bh

Important Reminders

Submit questions in writing by:

• THURSDAY, SEPTEMBER 24, 2026 @ 12 P.M.

• No questions can be answered after this date.

Absolutely no applications will be accepted after:

• THURSDAY, OCTOBER 8, 2026 @ 4 P.M.

Follow Proposal Submission Checklist (Attachment A) Follow Proposal format Be sure to include financial statements.

Late proposals WILL NOT be accepted bh

Questions

Email and ePro are the only acceptable methods to submit questions.

See RFP Article I, Paragraph E. Correspondence for more details and for your Sole Contract Point – Melynda Paredes

• Deadline for Questions:

Thursday, September 24, 2026, by Noon, Local Time

• Final answers will be posted to the County’s eProcurement website https://epro.sbcounty.gov/epro

CONTACT US

Department Name & Presentation Title 2022 www.SBCounty.gov/d bh

• @ Melynda.Paredes@dbh.sbcounty.gov

• or DBH-ContractsAnalysts@dbh.sbcounty.gov

• Department of Behavioral Health Contract Development Unit

ATTN: MELYNDA PAREDES

550 E. Hospitality Lane, 1st Floor San Bernardino, CA 92415-0026

• (909) 388-0887

• (909) 387-2900 eProcurement System (ePro) Questions/Issues

• https://epro.sbcounty.gov/epro/

• (909) 387-2060 mailto:Melynda.Paredes@dbh.sbcounty.gov mailto:DBH-ContractsAnalysts@dbh.sbcounty.gov mailto:DBH-ContractsAnalysts@dbh.sbcounty.gov mailto:DBH-ContractsAnalysts@dbh.sbcounty.gov https://epro.sbcounty.gov/epro/

San Bernardino County Department of Behavioral Health

Access Unit (Behavioral Health

Helpline)

(888) 743-1478

Screening Assessment and Referral Center (Substance Use

Disorder Helpline)

(800) 968-2636

Community Crisis Response Teams

Call (800) 398-0018 or text (909) 420-0560

Visit our website at: sbcounty.gov/dbh/

Helplines available 24/7/365