DCF ITN 2223 011 Managing Entity 9.25.23.pdf

DCF ITN 2223 011 1

(PMT-06-2021) Effective 6/24/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

OFFICE OF SUBSTANCE ABUSE AND MENTAL HEALTH

INVITATION TO NEGOTIATE

BEHAVIORAL HEALTH SERVICES MANAGING ENTITY

DCF ITN 2223 011

Brevard, Citrus, Hardee, Hernando, Highlands, Lake, Marion, Orange, Osceola, Polk, Seminole, and Sumter Counties

Commodity Codes: 85101504, 93131705, 85101503, 91111904, 80101603

DCF ITN 2223 011 2

Table of Contents

SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

1.2 Mandatory Qualifications

1.3 Term of the Agreement

1.4 Contact Person and Procurement Officer

1.5 Official Notices

1.6 Protests

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

2.2 Limitations on Contacting Department Personnel and Others

2.3 Limitations During Negotiations

2.4 Timeline

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation

2.6 Pre-solicitation Conference

2.7 Written Questions and Department Answers

2.8 Receipt of Replies

2.9 Form PUR 1001

2.10 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Managing Entity Contract Documents

3.2 Definitions

3.3 Minimum Programmatic Specifications

3.4 Minimum Financial Specifications

3.5 Composition of the Contract

3.6 Order of Precedence

3.7 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.2 Contents of the Reply

4.3 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

5.1 Selection Criteria

5.2 Evaluation Phase Methodology

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5.3 Negotiation Phase Methodology

5.4 Notice of Intent to Award

APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: SUBCONTRACTOR FORM

APPENDIX V: BUDGET SUMMARY AND DETAIL INSTRUCTIONS

APPENDIX VI: PROJECT BUDGET SUMMARY

APPENDIX VII: PROPOSED COST ALLOCATION PLAN

APPENDIX VIII: STANDARD CONTRACT PART 1

APPENDIX IX: STANDARD CONTRACT PART 2

APPENDIX X: FEDERAL GRANT COMPLIANCE INTRODUCTION

APPENDIX XI: SCORING CRITERIA

APPENDIX XII: MANDATORY REQUIREMENTS CHECKLIST ..... Error! Bookmark not defined.

APPENDIX XIII: EXECUTIVE COMPENSATION ANNUAL REPORT

DCF ITN 2223 011 4

SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Office of Substance Abuse and Mental Health (SAMH), is issuing this solicitation pursuant to section 394.9082, Florida Statutes (F.S.), for the purpose of procuring a Managing Entity for the service area comprised of the following counties:

Central Region: Brevard, Citrus, Hardee, Hernando, Highlands, Lake, Marion, Orange, Osceola, Polk, Seminole, and Sumter Counties Organizations may submit replies that differ from the regional groups identified above. Any such application shall include a justification for why subdividing or expanding the above-described regions is in the best interest of the state. Any such replies will be subject to negotiation and will be evaluated with consideration for how the counties omitted from the proposed service area can be served.

The organization selected as the Managing Entity shall plan, coordinate, and contract for the delivery of substance abuse and mental health services through a comprehensive behavioral health system of care comprised of subcontracted network service providers. Any organization interested in submitting a reply must comply with the terms and conditions described in this Invitation to Negotiate (ITN).

1.2 Mandatory Qualifications

1.2.1 The vendor must be a not-for-profit, community-based organization with competence in managing behavioral health services, pursuant to section 394.9082(4)(a), F.S.

1.2.2 The vendor must have a governing board meeting the requirements of section 394.9082(5)(a), F.S., and section 394.90825, F.S.

1.2.3 The vendor must meet the accreditation standards in section 394.9082(6), F.S., as further detailed in Section 4.2.4.3.

1.3 Term of the Agreement

The anticipated start date of the resulting contract is July 1, 2024. The anticipated duration of the contract is five years. Renewal, if any, shall comply with section 287.057(14), F.S.

1.4 Contact Person and Procurement Officer

The sole point of contact for communication (which will only be accepted in writing) regarding this solicitation is:

Kimberly McMahon, Procurement Officer The only permitted means of contact is email: kimberly.mcmahon@myflfamilies.com, also must include hqw.procurement.team.activities@myflfamilies.com

1.5 Official Notices

All notices, decisions, intended decisions, and other matters relating to this solicitation will be posted on the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) located at:

https://vendor.myfloridamarketplace.com.

mailto:kimberly.mcmahon@myflfamilies.com mailto:hqw.procurement.team.activities@myflfamilies.com https://vendor.myfloridamarketplace.com/

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It is the responsibility of prospective Vendors to check the VIP for addenda, notices of decisions and other information or clarifications to this solicitation. The Department bears no responsibility for any resulting impacts associated with a prospective Vendor’s failure to obtain the information made available through the VIP. Posting on the VIP is the only official notice for determinations of timeliness of protests (see Section 1.6, Protests).

1.6 Protests

Any protest concerning this solicitation shall be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Rule Chapter 28-110, Florida Administrative Code (F.A.C.).

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

Notices of Protest must be filed with the Clerk of Agency Proceedings (Agency.Clerk@myflfamilies.com).

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

The ITN process is divided into two phases, the Evaluation Phase, and the Negotiation Phase.

The Evaluation Phase involves the Department’s initial evaluation of replies. During the Evaluation Phase, replies from responsible and responsive vendors are eligible for evaluation.

The Department will then select one or more vendors within the competitive range to participate in negotiations.

During the Negotiation Phase, the Department may request revised replies and best and final offers based on the negotiations. Following negotiations, the Department will post a notice of its intended decision. If a contract is awarded, the notice will identify the vendor(s) selected.

By submitting a reply, the vendor agrees to each of the certifications listed in this solicitation unless otherwise indicated.

The Department may request vendor presentations.

2.2 Limitations on Contacting Department Personnel and Others Vendors to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a reply.

2.3 Limitations During Negotiations

During the Negotiation Phase of this ITN, communication between the members of the prospective vendor’s negotiations team and the Department’s negotiation team is permissible, but only during recorded negotiation sessions.

2.4 Timeline

mailto:Agency.Clerk@myflfamilies.com

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TABLE 1. Timeline Activity Date Time

Eastern Address Section Reference

Solicitation advertised and released: 09/25/2023

MFMP VIP located at: https://vendor.myfloridamarketplace .com

1.4

Written questions must be received by: 10/17/2023 5:00

PM See Section 1.4 2.7

Anticipated Department’s response to questions: 11/07/2023 See Section 1.4 2.7

Reply must be received by the Department: 01/11/2024 1:00

PM See Section 1.4 2.8.1

Public Reply opening: 01/12/2024 10:00

AM

Computer, tablet, or smartphone.

https://meet.goto.com/SolicitationAdmin istration You can also dial in using your phone.

Access Code:

687-621-357 United States (Toll Free):

1 866 899 4679 United States:

+1 (571) 317-3116 Join from a video-conferencing room or system.

Meeting ID:

687-621-357 Dial in or type:

67.217.95.2 or inroomlink.goto.com Or dial directly:

687621357@67.217.95.2 or 67.217.95.2##687621357

2.8.3

Anticipated posting of intended contract award: 03/06/2024

MFMP VIP located at: https://vendor.myfloridamarketplace .com

5.4.4

Anticipated effective date of contract: 07/01/2024 N/A N/A 1.2

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-bid meetings. All Vendors shall be accorded fair and equal treatment. For questions about registering to identify your Small Business as a Woman- -, Veteran--, or Minority-owned Small Businesses visit:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd In accordance with section 287.09451(4)(n)1, F.S., the Department is encouraged to target certified minority business enterprises (MBEs) for 21 percent of total awarded construction contract dollar value (4% for African-American, 6% for Hispanic-American, and 11% for women-owned). To ensure that maximum distribution is afforded to certified minority business enterprises, the Department encourages certified MBEs to participate in the bidding process, and further encourages Vendors to utilize certified MBEs as subcontractors whenever possible.

https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://meet.goto.com/SolicitationAdministration https://meet.goto.com/SolicitationAdministration https://vendor.myfloridamarketplace.com/ https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

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All Vendors are encouraged to search Florida’s Online Directory of Certified MBEs, at Benefits of Being a Florida Woman-, Veteran-, Minority-owned Business Enterprise / Get Certified / Office of Supplier Diversity (OSD) / Agency Administration / Florida Department of Management Services

– DMS (myflorida.com), for construction-related products and services being offered in counties surrounding the jobsite.

2.6 Pre-solicitation Conference

A Pre-solicitation Conference will not be held.

2.7 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.4, using the Question Submittal Form (APPENDIX III), and received by the Procurement Officer on or before the dates and time specified in Section 2.4.

2.8 Receipt of Replies

2.8.1 Reply Deadline

Replies must be received by the Procurement Officer no later than the date and time and at the address provided in Section 2.4. Vendors are exclusively responsible for timely delivery of replies to the Procurement Officer. At the sole discretion of the Department, any replies that are not received by the specified date and time, may not be evaluated.

The transmittal to the Department’s contact person remains the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be borne exclusively by the prospective vendor. See Section 4.1 for detailed instructions for submission.

2.8.2 Reply Withdrawal and Amendment

Vendors may withdraw, or withdraw and replace, previously submitted sealed replies on or before the date and time specified for sealed replies to be received by the Department.

2.8.3 Binding Reply

Vendors are bound by their replies until the latter of sixty (60) calendar days after the reply opening or the closing of all opportunities for protest or appeal.

2.8.4 Cost of Preparation of Reply

The Department will not pay any costs incurred in responding to this solicitation.

2.9 Form PUR 1001

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this solicitation by reference as if fully recited herein. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf.

2.10 Department’s Discretion

The Department may:

2.10.1 Determine whether a vendor is responsible, as defined in section 287.012, F.S.

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified/benefits_of_being_a_florida_woman_veteran_minority_owned_business_enterprise https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified/benefits_of_being_a_florida_woman_veteran_minority_owned_business_enterprise https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified/benefits_of_being_a_florida_woman_veteran_minority_owned_business_enterprise https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified/benefits_of_being_a_florida_woman_veteran_minority_owned_business_enterprise http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf

DCF ITN 2223 011 8

2.10.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida.

2.10.3 Withdraw the solicitation or reject all replies at any time.

2.10.4 Select more than one vendor for the commodities and contractual services encompassed by this solicitation.

2.10.5 Withdraw or amend its Notice of Award.

2.10.6 Award contract(s) for a reduced scope of the commodities and contractual services encompassed by this solicitation.

SECTION 3. SPECIFICATIONS

3.1 Managing Entity Contract Documents

The Standard Contract Part 2 (APPENDIX IX) contains references to Guidance Documents and Reporting Templates, which are incorporated by reference and are published to:

https://www.myflfamilies.com/services/substance-abuse-and-mental-health/samh-providers/managing-entities/managing-entities-fy23 This solicitation will be evaluated based on the terms of Standard Contract Part 2 (APPENDIX IX) and all documents incorporated therein. The Department reserves the right to modify the Standard Contract Part 2 (APPENDIX IX) and all documents incorporated therein, including but not limited to the task list, reports, performance measures and incorporated documents.

The resulting contract will include Standard Contract Part 2 (APPENDIX IX) and the latest version of the ME Guidance Documents and Reporting Templates published at execution.

Region-specific contract terms and conditions will be negotiated with the selected vendor(s). The executed contract will subsequently be amended as needed to reflect annual updates to Standard Contract Part 2 (APPENDIX IX), Guidance Documents, Reporting Templates, and appropriations for each fiscal year under the contract.

3.2 Definitions

Specific terms related to this solicitation are located in Standard Contract Part 2 (APPENDIX IX) – Exhibit A1, Program and Service Specific Terms.

3.3 Minimum Programmatic Specifications

The selected vendor(s) shall perform the tasks outlined in Standard Contract Part 2 (APPENDIX IX) – Exhibit C, Task List, including any documents incorporated therein.

3.4 Minimum Financial Specifications

The selected vendor(s) shall be compensated in the manner set forth in Standard Contract Part 2 (APPENDIX IX) - Exhibit F, Method of Payment.

3.4.1 Schedule of Funds

Services specified in this ITN are funded by State funds, Federal Block Grants and Federal Discretionary Project Grants. All funding is subject to fiscal year appropriation by the Legislature. See Standard Contract Part 2 (APPENDIX IX) – Exhibit F1, ME Schedule of Funds, for a detailed listing of current fund sources. Additional fund sources will be added each fiscal year of the resulting contract based on annual appropriations. The Schedule of Funds is subject to revision during each fiscal year, as needed, to reflect approved legislative budget amendments.

https://www.myflfamilies.com/services/substance-abuse-and-mental-health/samh-providers/managing-entities/managing-entities-fy23 https://www.myflfamilies.com/services/substance-abuse-and-mental-health/samh-providers/managing-entities/managing-entities-fy23

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3.4.2 Recurring and Nonrecurring Funding

3.4.2.1 This solicitation is based on the amount of recurring federal and state funds detailed in Standard Contract Part 2 (APPENDIX IX) – Exhibit F1, ME Schedule of Funds. The resulting contract will also include any nonrecurring funds appropriated to the service area each fiscal year. The Department receives nonrecurring federal and state funds impacting multiple service components, including:

3.4.2.1.1 Operational Costs reflects expenditures associated with the Managing Entity’s operational costs that are not directly related to providing substance abuse or mental health services.

3.4.2.1.2 Direct Service Costs reflects all subcontracted service expenditures, including recurring and nonrecurring state and federal funding in the groupings below. The Schedule of Funds distinguishes each grouping by mental health services and substance abuse services.

• Core Services Funding – Recurring base appropriations not included in other categories. Includes General Revenue (GR) funds for specific project descriptions.

• Discretionary Grants Funding – Time dependent discretionary federal program and project grants other than base block grants.

• Proviso Projects Funding – Nonrecurring appropriations specified in the General Appropriations Act for a specific provider or project.

• Targeted Services Funding – Targeting a specified group of service recipients, or service model, or a defined subset of providers.

3.4.2.1.3 Supplemental Disaster Behavioral Health Response Funding reflects any Federal Emergency Management Agency (FEMA) funded disaster-specific awards to the State implemented by Managing Entities.

3.4.3 Schedule of Payments

Standard Contract Part 2 (APPENDIX IX) – Exhibit F2, Schedule of Payments, establishes the current schedule of payments, which will be adjusted each fiscal year of the resulting contract.

3.4.4 Allowable Costs

3.4.4.1 The selected vendor shall be a subrecipient of federal and state funds. All costs associated with the delivery of services outlined in this ITN must be in accordance with 2 CFR Part 200, 2 CFR Part 300 and 45 CFR Part 75; 42 U.S.C.

s. 300x and s. 300x-21; section 215.97, F.S., Rule 65E-14, F.A.C., and the Department of Financial Services’ Reference Guide for State Expenditures, available at:

3.4.4.2 https://www.myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/state-agencies/reference-guide-for-state-expenditures.pdf The selected vendor shall comply with Standard Contract Part 2 (APPENDIX IX) - Exhibit B1, https://www.myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/state-agencies/reference-guide-for-state-expenditures.pdf https://www.myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/state-agencies/reference-guide-for-state-expenditures.pdf

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Federal Block Grant Requirements and Guidance 22, Federal Grant and Financial Management Requirements.

3.4.4.3 Under the resulting contract and at least annually thereafter, the selected vendor will be required to submit:

3.4.4.3.1 A SAMH Projected Operating and Capital Budget (CF-MH 1042)

3.4.4.3.2 A Cost Allocation Plan

3.4.4.3.3 Financial and Compliance Audit

3.4.4.3.4 Documentation of compliance with section 394.9082(3)(m), F.S.

3.4.4.4 A complete list of required financial forms and documents is located in Standard Contract Part 2 (APPENDIX IX) - Exhibit C3, ME Required Reports, Plans, and Functional Tasks, Section C3-2.

3.4.5 No Cost-of-Living Increases

The Department does not fund cost-of-living increases.

3.4.6 Financial Consequences

Financial consequences are specified in Section 3.4 of the Department’s Standard Contract Part 1 (APPENDIX VIII).

3.5 Composition of the Contract

The contract awarded as a result of this solicitation will be composed of:

3.5.1 Department’s Standard Contract

The Department’s Standard Contract Part 1 (APPENDIX VIII) contains general contract terms and conditions required by the Department for all vendors. In addition, the Standard Contract Part 2 (APPENDIX IX), contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.5.2 Form PUR 1000

Form PUR 1000 is incorporated by reference into the Department’s Standard Contract Part 1 (APPENDIX VIII). In the event of any conflict between Form PUR 1000 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1000, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1000 shall take precedence. Form PUR 1000 is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_re sources/state_purchasing_pur_forms

3.5.3 Other Attachments or Exhibits

All other attachments and exhibits to the contract referenced in this solicitation shall also be part of the resulting contract, if any.

3.5.4 Vendor Reply

The vendor’s reply and any additional submittals, if incorporated into or attached to the contract.

3.6 Order of Precedence

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

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In the event of conflict within any documents within the contract documents listed in Section 3.5, the earlier listed document shall control (e.g., 3.4.2. will control over 3.4.3).

3.7 Supporting Documentation

This table lists the supporting documentation and the associated link.

TABLE 3. Supporting Documentation Subject Description Link

Security of Data and Information Technology Resources

CFOP 50-2

https://www.myflfamilies.com/admin/publications/cfop s/CFOP%20050-xx%20Systems%20Management/CFOP%2050- 02,%20Security%20of%20Data%20and%20Informati on%20Technology%20Resources.pdf

Actual Expenses and Revenues Schedule CF-MH 1037 https://eds.myflfamilies.com/DCFFormsInternet/Sear ch/DCFFormSearch.aspx

Standard Contract Part 2

(APPENDIX IX)

Incorporated Documents

Guidance Documents and Reporting Templates https://www.myflfamilies.com/services/substance-abuse-and-mental-health/samh-providers/managing-entities/managing-entities-fy22

SAMH Projected Operating and Capital Budget CF-MH 1042 https://eds.myflfamilies.com/DCFFormsInternet/Sear ch/DCFFormSearch.aspx

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.1.1 Electronic Submission

All replies must be submitted by electronic means. Electronic submission of the reply (including all required documents) must be in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.4. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be able to be open and view the reply utilizing Adobe Acrobat.

If the vendor considers any part of the document to be trade secret, the submission must include a separate electronic file in accordance with Section 4.3.

In the event the electronic file attachment is too large to be submitted in a single email, the vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 2.4. The Department can allow up to 100 MB for incoming attachments. The vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

4.1.2 Reply Format

Replies must be typed, single-spaced, on 8 1/2” x 11” format. Pages must be numbered in a logical, consistent fashion. Figures, charts, and tables should be numbered and referenced by number in the text. The reply must be submitted in accordance with Section 4.2.

4.2 Contents of the Reply

4.2.1 Title Page

https://www.myflfamilies.com/admin/publications/cfops/CFOP%20050-xx%20Systems%20Management/CFOP%2050-02,%20Security%20of%20Data%20and%20Information%20Technology%20Resources.pdf https://www.myflfamilies.com/admin/publications/cfops/CFOP%20050-xx%20Systems%20Management/CFOP%2050-02,%20Security%20of%20Data%20and%20Information%20Technology%20Resources.pdf https://www.myflfamilies.com/admin/publications/cfops/CFOP%20050-xx%20Systems%20Management/CFOP%2050-02,%20Security%20of%20Data%20and%20Information%20Technology%20Resources.pdf https://www.myflfamilies.com/admin/publications/cfops/CFOP%20050-xx%20Systems%20Management/CFOP%2050-02,%20Security%20of%20Data%20and%20Information%20Technology%20Resources.pdf https://www.myflfamilies.com/admin/publications/cfops/CFOP%20050-xx%20Systems%20Management/CFOP%2050-02,%20Security%20of%20Data%20and%20Information%20Technology%20Resources.pdf https://eds.myflfamilies.com/DCFFormsInternet/Search/DCFFormSearch.aspx https://eds.myflfamilies.com/DCFFormsInternet/Search/DCFFormSearch.aspx https://www.myflfamilies.com/services/substance-abuse-and-mental-health/samh-providers/managing-entities/managing-entities-fy22 https://www.myflfamilies.com/services/substance-abuse-and-mental-health/samh-providers/managing-entities/managing-entities-fy22 https://www.myflfamilies.com/services/substance-abuse-and-mental-health/samh-providers/managing-entities/managing-entities-fy22 https://eds.myflfamilies.com/DCFFormsInternet/Search/DCFFormSearch.aspx https://eds.myflfamilies.com/DCFFormsInternet/Search/DCFFormSearch.aspx

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The first page of the reply shall be a Title Page that contains the following information:

4.2.1.1 Title of reply.

4.2.1.2 Solicitation number and title.

4.2.1.3 Vendor’s name and federal tax identification number.

4.2.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the reply.

4.2.2 TABLE OF CONTENTS

The reply must contain a table clearly demonstrating the order of the material and associated page number(s).

4.2.3 MANDATORY REQUIREMENTS

A vendor must meet all Mandatory Requirements, defined below, and must meet the Mandatory Qualifications provided in Section 1.2, in order to be considered for evaluation under this ITN. Specifications for this solicitation:

4.2.3.1 The Procurement Officer will examine each reply to determine whether the reply meets the Mandatory Requirements specified below. A reply that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated.

4.2.3.2 An initial determination that a reply meets the Mandatory Requirements does not preclude a subsequent determination of non-responsiveness.

4.2.3.3 Signature Authority

Include a signed Certificate of Signature Authority (APPENDIX I), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the vendor’s normal course of business) or Section B, demonstrating the person signing the reply, and its statements and certifications, is authorized to make such representations and to bind the vendor.

4.2.3.4 Vendor Certifications

Include the Vendor Certifications Form (APPENDIX II) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor and with “true” checked next to each of the Certifications (a) through (f).

4.2.4 EXECUTIVE OVERVIEW (Evaluation Criterion 1) (Limited to 6 pages) Provide a brief executive overview demonstrating an understanding of the solicitation purpose and the needs specified in this solicitation. Include a brief description of the vendor’s organization, leadership credentials, approach to the Scope of Work services, management of Performance Specifications, and means of completing Deliverables as defined in the Standard Contract Part 2 (APPENDIX IX), and the latest version of incorporated documents thereof.

4.2.4.1 Overview and Structure

Describe the vendor’s approach and philosophy, including mission statement, core values, and vision and how these align with the services outlined in this ITN and the mission of the Department.

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Describe the vendor’s organizational and governance structure, depicting clear lines of authority including corporate affiliations, how the structure represents a lean, efficient, and effective administrative model, experience, and achievements in developing a governance model designed to avoid conflicts of interest.

4.2.4.2 Governance

Describe the role of the governing board, demonstrating how the structure aligns with the requirements of sections 394.9082(4), 394.90825 F.S., and Executive Order 18-81. The reply must include the names and brief overview of the qualifications and experience of the individuals on the governing board, including the role each member has (Chair, Vice Chair, etc.). Where a position is vacant, describe the minimum qualifications and experience requirements and the manner in which the vendor proposes to recruit qualified individuals.

4.2.4.3 Accreditation

Pursuant to section 394.9082(6)(a)1 F.S., the Department has identified the following acceptable accreditations: Network Administration Accreditation from the Council on Accreditation (COA); or Services Management Network Accreditation from the Commission on Accreditation of Rehabilitation Facilities (CARF).

Describe the vendor’s proposed approach to ensure compliance with subsection 394.9082(6)(a)2., F.S., to achieve or maintain accreditation, as follows:

4.2.4.3.1 If currently accredited, provide the following information:

• Type of accreditation and name of the accrediting organization.

• Year the vendor achieved accreditation.

• Provide the two most current reports from the accrediting organization and corrective action documentation addressing findings, if any.

• How the vendor will ensure maintenance of accreditation for the duration of the contract and any possible renewal.

4.2.4.3.2 If not currently accredited, provide the following information:

• Type of accreditation to be sought and name of the accrediting organization.

• Describe how the vendor will achieve accreditation within three years after the contract execution date, including a timeline, specific issues to be addressed, tasks to be completed and completion dates.

• Describe how the vendor will ensure maintenance of accreditation for the remainder of the contract and any possible renewal.

4.2.4.4 Additional Corporate Information

Provide the following corporate information:

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4.2.4.4.1 Full legal name and its associated Federal Employer Identification Number (FEIN).

4.2.4.4.2 Proof of registration with MyFloridaMarketPlace.

4.2.4.4.3 Country and state of incorporation.

4.2.4.4.4 Principal place of business.

4.2.4.4.5 Description of the vendor’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organization charts and details concerning the number of facilities by geographic location.

4.2.4.4.6 Names and addresses of all affiliated or related companies, partnerships or associations (including subcontractor, if any) and a brief description of its relationship to the vendor.

4.2.5 CORE TEAM QUALIFICATIONS (Evaluation Criterion 2) (Limited to 4 pages)

4.2.5.1 Executive Leadership Team

Provide the names and a summary of the qualifications and credentials for individuals employed in the executive leadership positions below. Describe each individual’s qualifications to lead the organization in meeting the needs of this ITN.

Resumes must be included as programmatic supporting documentation in Tab 6 (see Section 4.2.7). For any positions currently vacant, describe the minimum qualifications and credentials for the position and how the vendor will recruit and retain qualified individuals.

4.2.5.1.1 Chief Executive Officer (CEO).

4.2.5.1.2 Chief Operations Officer (COO).

4.2.5.1.3 Chief Financial Officer (CFO).

4.2.5.1.4 Chief Information Officer (CIO).

4.2.5.1.5 Chief Quality Officer (CQO).

4.2.5.1.6 Any other positions on the vendor’s proposed executive leadership team.

4.2.5.2 Experience

Describe the vendor’s relevant experience and achievements, including experience with diverse stakeholder groups in developing and administering community-based behavioral health services similar to the specifications of this solicitation. Collaborative activities may include needs assessments, strategic planning, service delivery models, system designs, and research. Illustrate any innovative community initiatives applicable to these services.

Describe the related experience of any individuals who may be assigned to the work described in this ITN, as well as the overall experience of the organization.

Describe the project and the role of the individual or vendor on the past project.

Clearly indicate whether the individual or vendor was the prime contractor, a subcontractor, or worked in cooperation with a subcontractor.

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Where any administrative functions will be subcontracted, provide a detailed description of the work to be subcontracted, including information describing the qualifications, relevant experience of any proposed subcontractors, and submit a completed Subcontractor Form (APPENDIX IV) for each proposed subcontractor. This list does not include subcontracted Network Service Providers.

Describe the vendor’s experience as a subrecipient of federal and state funding and any experience managing subrecipients of federal and state funding.

4.2.5.3 Staffing

4.2.5.3.1 Describe the vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel and how the vendor’s organization, subcontractors, and staffing levels will best meet the performance standards required to meet performance expectations.

Include a comprehensive staffing plan identifying qualified individuals responsible for the major vendor functions.

4.2.5.3.2 Provide the minimum qualifications and credentials and how the vendor will recruit and retain the following key professional level employees, or equivalent title:

• Consumer Affairs Representative.

• Facilities Representative as the point of contact for reintegrating individuals ready for discharge from State Mental Health Treatment Facilities.

• Network Service Provider Affairs Ombudsman as the first point of contact for questions, concerns, and disputes.

• Data Officer to participate in statewide data activities.

• Lead Housing Coordinator.

4.2.5.3.3 Describe the vendor’s personnel grievance and conflict resolution practices and include existing policies and procedures as an attachment in the programmatic supporting documentation in Tab 6 (see Section 4.2.7) reply in their entirety.

4.2.6 SERVICES APPROACH AND SOLUTION (Limited to 175 pages total for Criteria 3-8) To facilitate the evaluation process, the reply must be formatted in a way that is clearly delineated for each of the following service functions. Specifications for each service function are outlined in the Standard Contract Part 2 (APPENDIX IX) - Exhibit C, Task List, and the latest version of Guidance Documents and Reporting Templates thereof:

4.2.6.1 Development and Planning Function (Evaluation Criterion 3) Reference: Standard Contract Part 2 (APPENDIX IX) - Exhibit C, Task List, Sections C.1.1.

4.2.6.1.1 Network Planning

Describe the vendor’s approach to network development and planning, in accordance with section 394.9082, F.S., including how the vendor will ensure participation in the planning process by consumers and their

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families, Community-Based Care Lead Agencies, local governments, law enforcement agencies, service providers, community partners and other stakeholders. Specifically, the reply must address the vendor’s approach to:

• Building network capacity.

• Addressing the essential elements of a coordinated system of care according to the programmatic standards in this solicitation.

• Developing a consumer-focused system of care designed to meet the unique cultural and linguistic needs of the community.

• Ensuring the availability of co-occurring services to ensure appropriate access to a comprehensive array of mental health and substance abuse crisis intervention, support, and stabilization services, including programs of prevention, intervention or diversion.

• Planning and implementation of receiving and treatment facilities and treatment systems, pursuant to section 394.461, F.S.

• Transportation planning for individuals subject to involuntary examination to a facility within the designated receiving system, pursuant to section 394.462, F.S.

• Implementation of new programs and initiatives identified by the Department.

• Assisting the Department with development of the state master plan for behavioral health services, pursuant to section 394.75, F.S., and the Long-Range Program Plan, pursuant to Chapter 216, F.S.

• Assessing community behavioral health care needs, pursuant to section 394.4573, F.S., including a description of the process and frequency for conducting assessments and related enhancement plans identifying priority needs for services, describing strategies for enhancing services, implementation of strategies, and including stakeholders.

• Annual planning with each county designed to increase the capacity of and access to acute care services and reduce the utilization of hospital emergency departments for uninsured or underinsured individuals in behavioral health crisis after they are medically cleared.

• Developing and implementing an Annual Business Operations Plan, including a description of the vendor’s capacity to develop, review, update and implement associated plans for:

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4.2.6.1.2 Annual planning for the coordination of services

for mental health residents in an assisted living facility (ALF) that holds a limited mental health license pursuant to section 394.4574, F.S.

4.2.6.1.3 Reintegration of individuals ready for discharge

from State Mental Health Treatment Facilities to a less restrictive level of care pursuant to section 394.4573, F.S.

4.2.6.1.4 Triennial needs assessment.

4.2.6.1.5 Care coordination.

4.2.6.1.6 Quality assurance.

4.2.6.1.7 Identifying and prioritizing service needs and

the manner in which the vendor proposes to identify appropriate strategies to address the identified needs.

4.2.6.1.8 Identifying and developing additional resources, including third-party payments for services, grants, local matching funds and in-kind services and employing other methods needed to ensure that services are available and accessible.

4.2.6.1.9 Collaborating with agencies and stakeholders

for coordinated Children’s System planning, pursuant to section 394.955, F.S.

4.2.6.1.10 Strategies for improving the system’s capacity

for timely access to care pursuant to Section C-

1.1.6.6 and Section E-3.

4.2.6.1.11 Strategies for expanding the availability and

sustainability of respite services, short term residential treatment, Recovery Peer Specialists, Recovery Community Organizations, board-certified Behavior Analysts, Federally Qualified Health Centers pursuant to rule 59G-4.100, F.A.C, Hospital Bridge Programs and Mobile Buprenorphine Clinics.

4.2.6.1.12 Summary information on Managing Entity

Specific Initiatives;

4.2.6.1.13 The Managing Entity shall submit a Marketing

Plan for the Department’s review and approval.

The plan shall address how the Managing Entity will ensure that the community is aware of how to access behavioral health services and supports;

4.2.6.2 Administration Function (Evaluation Criterion 4)

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Reference: Standard Contract Part 2 (APPENDIX IX) - Exhibit C, Task List, Section C.1.2

Guidance 20 – Local Review Team Guidance 21 – Housing Coordination

Describe how the vendor proposes to provide the administrative tasks required to manage a comprehensive array of network service providers effectively and efficiently.

4.2.6.2.1 Describe how the vendor proposes to collaborate with community stakeholders, ensure public access to information, ensure stakeholder input in decision-making, provide for an appropriate geographic distribution of service availability, and encourage recovery-oriented practices , including publicized opportunities and ensuring clear communication as stated in C.1.2.1.1.

4.2.6.2.2 Describe the vendor’s process to establish and maintain a comprehensive Network that provides an adequate and reasonable array of services in terms of geographic distribution to meet the service needs of individuals without excessive time and travel requirements and enhances the availability of recovery-oriented practices and enhances the role of peers in the workforce, access to the array of services in the Standard Contract Part 2 (APPENDIX IX) – Exhibit C, Task List, Sections C.1.2.2, C.1.2.9, and C.1.2.10.

4.2.6.2.3 Describe the vendor’s proposed policies and procedures for selection of subcontracted service providers. The reply must include a description of the entire process, including the manner in which service needs will be identified, solicitation development, advertisement, evaluation, and final selection.

4.2.6.2.4 Describe how the vendor proposes to implement a quality assurance process to identify and address opportunities for improvement of operations for both network service providers and the vendor.

4.2.6.2.5 Describe the vendor’s proposed fraud and abuse prevention protocols and include existing policies and procedures as an attachment to programmatic supporting documentation in Tab 6 (see Section 4.2.7) in their entirety.

4.2.6.2.6 Describe how the vendor will establish a publicly available system providing access to request referrals for service on a 24-hour-per-day, 7-day-per-week basis.

4.2.6.2.7 Describe how the vendor proposes to provide management and oversight of incident reporting in accordance with the CFOP 215-6, Incident Reporting and Analysis System (IRAS) and investigations conducted regarding a regulatory complaint relevant to a licensed facility operated by one of the network service providers.

4.2.6.2.8 Describe how the vendor proposes to collaborate, coordinate, and integrate behavioral health services with the child welfare system, law enforcement agencies, the criminal justice system, the juvenile justice system, the Medicaid program, offices of the public defender, Agency for

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Persons with Disabilities, district school boards, offices of criminal conflict and offices of the civil regional counsel within the geographic area, including:

• Developing strategies and alternatives for diverting individuals from the criminal justice system to the civil system.

• Developing procedures and agreements that maximize the use of involuntary outpatient services, reduce involuntary inpatient treatment, and increase diversion from the criminal and juvenile justice systems.

• Providing effective and timely services to address the substance abuse and mental health needs of children and parents in the child welfare system, the juvenile justice system and those with co-occurring intellectual or developmental disability served by the Agency for Persons with Disabilities.

• Participating in the interagency team meetings created as a result of the Interagency Agreement for child-serving agencies in accordance with Guidance 20 – Local, Regional, and State Review Teams.

4.2.6.2.9 Describe how the vendor proposes to address housing coordination with network service providers, local housing and homelessness stakeholders, and the local community providers of services identified by the Department’s Office on Homelessness, in accordance with Guidance 21 – Housing Coordination.

4.2.6.2.10 Describe how the vendor proposes to

coordinate with the Agency for Health Care Administration (AHCA) and all Medicaid Managed Medical Assistance (MMA) Plans active within the region to facilitate Network Service Provider participation in available MMA Plans and the AHCA Event Notification System.

4.2.6.3 Criterion 5: Monitoring Function (Evaluation Criterion 5) Reference: Standard Contract Part 2 (APPENDIX IX) - Exhibit C, Task List, Section C.1.3 Describe the vendor’s proposed process for managing and monitoring subcontracted service providers for compliance with service and financial standards and requirements. The reply must include a description of how the vendor proposes to ensure compliance with all state and federal rules and laws, and with Department program guidance. Describe the proposed approach for:

4.2.6.3.1 Annual monitoring planning, including risk assessment, prioritization, and frequency.

4.2.6.3.2 Policies, procedures, and tools for:

• General contract monitoring.

• Program monitoring.

• Background screening monitoring.

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• Financial monitoring.

4.2.6.3.3 Communication with Network Service Providers and the Department.

4.2.6.3.4 Corrective action plan implementation and follow up.

4.2.6.3.5 How monitoring results will be utilized to continuously improve the quality of services provided.

4.2.6.4 Data Collection, Reporting, and Analysis Function (Evaluation Criterion 6) Reference: Standard Contract Part 2 (APPENDIX IX) - Exhibit C, Task List, Section C.1.4

PAM 155-2

Guidance 24 – Performance Outcomes Measurement Manual

Describe how the vendor proposes to collect, analyze, and report data in accordance with the PAM 155-2. The reply must include a description of the proposed system’s ability to track costs by program, fund type and service, service utilization by type and recipient, quality of care, access to services, and service recipient outcomes within the network of subcontracted service providers.

Describe how the vendor proposes to ensure accurate and timely data submission.

Describe the proposed data system’s capacity to perform the following functions:

4.2.6.4.1 Sharing of screening and assessment results among Network Service Providers.

4.2.6.4.2 Automated referral and electronic consent for release of confidential information within and between Network Service Providers.

4.2.6.4.3 Tracking and coordination of intake, admission, discharge, and follow-up throughout the network of subcontracted service providers.

4.2.6.4.4 Electronic reconciliation of invoices submitted to the Department, including reconciliation of the amount of funding and services.

4.2.6.4.5 Electronic reconciliation of the vendor’s audit report and data information system for individuals served.

4.2.6.4.6 Data analysis and reporting including the capacity to use data to measure the health of their network, identify gaps in service coverage, timely access to care, and track performance of themselves, the vendor, and their network service providers.

4.2.6.4.7 Confidentiality of protected health information in compliance federal and state laws.

4.2.6.5 Fiscal Responsibility Function (Evaluation Criterion 7) Reference: Standard Contract Part 2 (APPENDIX IX) - Exhibit C, Task List, Section C.1.5

Guidance 22 – Federal Grant Financial Management Requirements

4.2.6.5.1 Describe the vendor’s current financial management and accounting systems ability to track and report the expenditure of funds associated with the provision of services and the capability to generate

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financial reports on utilization, cost, claims, billing and collections for the Department and other stakeholders. The reply must include sample reports to demonstrate financial reporting capability as an attachment in the programmatic supporting documentation in Tab 6 (see Section 4.2.7) to the reply.

4.2.6.5.2 Describe the vendor’s proposed accounting system and accounting procedures and practices that conform to all federal and state laws, rules, regulations, guidelines and generally accepted accounting principles and standards. Specifically address the system’s capacity to ensure compliance with federal grant financial management and projects funded with state financial assistance. The vendor’s relevant policies and procedures should be referenced in this section and must be included as an attachment to the reply in their entirety.

4.2.6.5.3 Describe the vendor’s capacity to ensure prompt payment to subcontracted service providers on a regular basis.

4.2.6.5.4 Describe the vendor’s ability to secure diverse financial resources apart from Department contracted dollars, e.g., third-party payments, grant applications, charitable donations, corporate, and foundation funds and in-kind supports to enhance or expand services, as well as maximization of community financial support and volunteer programs. The reply must describe the vendor’s current funding sources and fund development results for the last five years.

4.2.6.5.5 All funds for this contract are subject to local match requirements, pursuant to section 394,76, F.S., as implemented by Chapter 65E-14.008, F.A.C., and reported using Standard Contract Part 2 (APPENDIX IX) - Exhibit C, Task List, Section C.2.4.5, Template 9 – Local Match Calculation Form. Describe the vendor’s approach to ensuring the calculation, validation and reporting of local match by subcontracted Network Service Providers, in compliance with the above citations.

4.2.6.5.6 Describe the vendor’s proposed approach to meet all requirements pertaining to third-party billing.

4.2.6.5.7 Describe the vendor’s capacity to conduct regular reconciliation of actual operational costs of the vendor with payments made by the Department. In addition, the reply must include a description of the vendor’s capacity to conduct regular reconciliation of actual service costs of subcontracted service providers with payments made by the vendor. The reply must include how the vendor proposes to manage regional funding to maximize service availability.

4.2.6.5.8 Describe the vendor’s approach to maximizing the…