ESBD_478380_1767891555563_RFQ HHS0016354 Mental Health and Psychiatric Care.pdf

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 1 of 45 Version 2.0 (09/20/2023)

Stephanie Muth, Executive Commissioner

Request for Qualifications (RFQ) for

Mental Health Services and Psychiatric Care Program

RFQ No. HHS0016354

Date of Release: January 8, 2026

See Section 3.1 for Schedule of Events

NIGP Class/Item Codes

948-86 Therapy and Rehabilitation Services 948-76 Psychologists, Psychological and Psychiatric Services, Including Behavioral

Management Services 952-15 Case Management 952-21 Counseling Services 952-62 Mental Health Services: Vocational, Residential, Etc.

952-85 Support Services 952-90 Training and Instruction Services, Clients, Not Staff 972-55 Training, Non-State Employees

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Table of Contents Article I. Introduction, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.1.1 Contractor Requirements

2.1.2 Key Staffing and Personnel Requirements

2.1.3 Policies and Procedures Requirements

2.1.4 Reporting Requirements

2.1.5 Breach of Contract and Remedies for Noncompliance

2.1.6 Payment Method

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Reservation of Rights

2.2.2 Contract Term

2.2.3 Historical Compensation

2.3 No Guarantee of Volume, Usage, or Compensation

2.4 Data Use Agreement and Security Privacy Inquiry

2.5 Governmental Entities

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Exceptions to Sole Point of Contact

3.3.3 Prohibited Communication

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Pre-proposal Conference Logistical Information

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3.4.3 Questions at Pre-proposal Conference

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Delivery

3.6.2.1 General Instructions

3.6.2.2 Solicitation Response – Component Parts

3.6.2.3 Submission Options

3.6.3 Submission Checklist

3.6.4 Modifications and Withdrawals of Solicitation Response

3.6.5 Retention of Solicitation Responses

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Final Written Response Score

4.2.7 Additional Selection Considerations

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Statement of Qualifications

5.1 Executive Summary

5.2 Minimum Qualification Documentation

5.3 Qualifications and Experience

5.4 Staffing Profile

5.5 Project Work Plan

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Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Authorization to Conduct Business in Texas

6.3 References

6.4 Affirmations and Certifications

6.5 Financial Capacity

6.5.1 Dun and Bradstreet Reports

6.5.2 Financial Statements and Financial Solvency

6.5.3 Alternate Report

6.6 Corporate Guarantee

6.7 Major Subcontractor Information

Article VII. HSP Requirement

7.1 HSP Submission Instructions

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation of the Solicitation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurance

8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Health and Human Services Commission (HHSC) is seeking a Contractor to provide mental health services and psychiatric care to residents civilly committed to the Texas Civil Commitment Center (TCCC) located at 2600 S. Sunset Ave, Littlefield, TX 79339.

HHSC PCS will administer the procurement process for this Solicitation and will manage Respondent communications as well as the receipt of Solicitation Responses for review and evaluation.

1.2 DEFINITIONS

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the terms and conditions have the meanings assigned below. Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4, for additional definitions (e.g., Contract, Contractor, Deliverable, Effective Date, HUB, Services, Solicitation Response, Subcontractor, System Agency, Work, and Work Order).

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted on the ESBD.

“Award Consideration (AC) Documents” means documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

“Contract Term” means the period of time beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“Critical Incident Report” means a report containing situations that threaten the health and safety of the resident at TCCC or the TCCC community or pose a significant change in the resident's status or environment.

“ESBD” means the Electronic Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000.00 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.gov/esbd.

“Final Written Response Score” refers to the final scoring of the written response as documented in the Solicitation.

“HHSC” means the Health and Human Services Commission.

“HHSC PCS” means the Procurement and Contracting Services (PCS), a division of HHSC.

“HUB Subcontracting Plan” or “HSP” means the written documentation regarding the use of Subcontractors that is required by Section 2161.252 of the Texas Government Code, for a purchase with an expected value of $100,000 or more when the state agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the Contract and Contractor’s compliance with the HSP will be monitored during the Contract Term.

“Respondent” means the individual or entity responding to this Solicitation.

“Solicitation” means this RFQ including all exhibits, attachments, forms, and Addenda, if any.

http://www.txsmartbuy.gov/esbd https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.252

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“Solicitation Consideration (SC) Documents” means documents that must be submitted by Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

“State” means the State of Texas and its instrumentalities, including HHSC, and any other state agency, its officers, employees, or authorized agents.

“Statement of Qualifications” means the portion of the Solicitation Response that comprises a Respondent’s qualifications and skills as set out in Article V of the Solicitation.

“System Agency” has the same meaning as the definition in Exhibit B.

“TCCC” means Texas Civil Commitment Center.

“TCCO” means Texas Civil Commitment Office.

“VPTS” means the Vendor Performance Tracking System maintained by the Texas Comptroller of Public Accounts. The VPTS may be currently accessed at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

1.3 AUTHORITY

This Solicitation is issued pursuant to the authority of Tex. Gov’t Code § 2254, subch. A and Texas Health and Safety Code §841.0835.

The remainder of this page is left intentionally blank.

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://statutes.capitol.texas.gov/docs/gv/htm/gv.2254.htm https://statutes.capitol.texas.gov/Docs/HS/htm/HS.841.htm#841 https://statutes.capitol.texas.gov/Docs/HS/htm/HS.841.htm#841

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

2.1.1 Contractor Requirements

The Contractor must provide mental health services and psychiatric care to residents civilly committed to the Texas Civil Commitment Center (TCCC) located at 2600 S. Sunset Ave, Littlefield, TX 79339.

a. Contractor shall use the definitions and meet provision of services as defined in 26 Texas Administrative Code (TAC), Part 1, Chapter 306, Subchapters D, E, and F, and meet the standards as defined in 26 TAC, Part 1, Chapter 301, Subchapter G.

b. Contractor shall assess and treat residents referred for mental health services and psychiatric care to include the following populations:

1. Residents diagnosed with mental illness by a physician, preferably a psychiatrist;

and

2. Residents experiencing symptoms of mental illness and seeking services to effectively participate in sex offender treatment.

c. Contractor shall design a response process to requests for mental health services received from residents and staff at TCCC. The System Agency shall review and approve a response system. Contractor’s response system must respond to a request for mental health services within twenty-four (24) hours or sooner.

d. Contractor shall provide the following individual and group services during business hours (e.g., Monday - Friday from 8:00 a.m. Central Time to 5:00 p.m. Central Time), and document such services as outlined in 26 TAC, Part 1, Chapter 301, Subchapter G, §301.361:

1. Psychiatric diagnostic interview examination;

2. Psychosocial assessment;

3. Recovery-based treatment planning;

4. Psychotropic medication administration, management, and monitoring including requests for court ordered medication pursuant to Health and Safety Code Chapter 841, Subchapter I (as added by Senate Bill 1179 (88th Texas Legislature, Regular Session 2023);

5. Psychotropic medication training and support;

6. Crisis services;

7. Case management services;

8. Skills training and psychosocial rehabilitation;

9. Counseling in accordance with evidenced-based practices such as Cognitive

Behavioral Therapy or Cognitive Processing Therapy;

10. Court-ordered assessments, evaluations, and psychiatric services; and https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=306&interface=VIEW_TAC&part=1&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=306&interface=VIEW_TAC&part=1&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=301&interface=VIEW_TAC&part=1&subchapter=G&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=07%2F08%2F2025&recordId=198555 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=07%2F08%2F2025&recordId=198555 https://statutes.capitol.texas.gov/Docs/HS/htm/HS.841.htm

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11. Discharge planning, as applicable.

e. Contractor shall offer individual counseling to each resident on the mental health services caseload and shall provide individual counseling to residents who accept the services twice per month or in accordance with the resident’s treatment plan. If Contractor deviates from the schedule outlined in individualized recovery-based treatment plan, then Contractor shall document the reason for deviation in the client record.

f. Contractor shall provide, at a minimum, eight (8) groups per week and maintain attendance logs for groups. Any deviation from the minimum number of groups must be submitted in writing to System Agency. System Agency reserves the right to review and approve or deny these requests within five (5) business days of receipt of notification from Contractor.

g. Contractor shall provide, at a minimum, the following mental health topics in separate mental health services groups or other groups which can be substituted through a request to System Agency with residents:

1. Mental health illness and treatment;

2. Recovery and achieving goals;

3. Medication management;

4. Managing mental health crisis;

5. Substance use;

6. Coping with stress;

7. Coping with anxiety;

8. Coping with depression;

9. Coping with psychiatric symptoms such as auditory and visual hallucinations;

10. Mindfulness, relaxation, and daily routine; and

11. Mental health assertiveness.

h. Contractor shall coordinate with the Texas Civil Commitment Office (TCCO), TCCC operations staff, and other TCCC contractors to design, schedule, and provide group services that align with TCCC operational guidelines on a regular schedule.

i. Contractor shall schedule group services, at a minimum, two (2) weeks in advance, and must share the schedule with TCCO, TCCC operations staff, and other TCCC contractors. System Agency may, at any time, request submission of the group services schedule, and group services curriculum to support System Agency’s oversight efforts.

j. Contractor shall assess, either face-to-face or via telehealth, residents experiencing a psychiatric crisis and determine whether emergency care services criteria are met, refer to Section 2.1.1 (a.) Contractor Requirements.

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k. Contractor shall contact and collaborate with the Local Mental Health Authority (LMHA) in Lamb County immediately (i.e., within two (2) hours) when Contractor determines a resident is in crisis and may need emergency care services.

l. If the assessment of a resident indicates that inpatient care is necessary, Contractor shall collaborate with the LMHA and System Agency’s Health and Specialty Care System division to facilitate inpatient admission.

The collaboration may include a request for psychiatrist-to-psychiatrist consultation to facilitate treatment. Contractor shall communicate with the LMHA and the System Agency’s Health and Specialty Care System division about the treatment progress of the resident and participate in discharge planning, which shall include a plan for uninterrupted mental health services when discharging back to TCCC. The LMHA will coordinate admission to an appropriate inpatient facility.

Contractor is not responsible for any cost related to the inpatient stay. The resident is to be transported after an Emergency Detention or an Order of Protective Custody is obtained in accordance with Health and Safety Code Chapters 571, 573, and 574.

m. Contractor shall designate a primary and secondary point of contact who shall be responsible for all communication, correspondence, and reporting to System Agency and accompany System Agency personnel, as needed, on site visits scheduled at the facility during the term of this Contract.

The point of contact shall respond to routine System Agency communication within three (3) business days, and emergent (i.e., requiring prompt action to reduce health and safety risks) System Agency communication within four (4) hours.

n. Contractor shall work collaboratively with the LMHA, TCCO, other facility contractors, and the Health and Specialty Care System to maintain continuity of care for residents who may require treatment inside and outside of TCCC.

o. Funds allocated and paid under this Contract must cover all costs associated with providing mental health services and psychiatric care to residents civilly committed to the TCCC and must not exceed the value of the Contract. No additional HHSC funds will be made available for this purpose.

p. In the event of a suicide or suicide attempt of a resident in the TCCC, Contractor shall contact and collaborate with the LMHA in Lamb County by contacting the LMHA’s Crisis Hotline within twenty-four (24) hours to provide postvention services to the other residents and staff at TCCC according to postvention best practices. It is the responsibility of Contractor to ensure appropriate postvention resources are provided to residents.

q. Contractor shall comply with TAC 26, Part 1, Chapter 320, Subchapter B, §320.57 and §320.59 relating to information required to be given and consent to treatment with psychotropic medication.

r. Contractor shall comply with the Health and Safety Code Chapter 841, Subchapter I, relating to the administration of a court ordered medication.

https://statutes.capitol.texas.gov/Docs/HS/htm/HS.571.htm https://statutes.capitol.texas.gov/Docs/HS/htm/HS.573.htm https://statutes.capitol.texas.gov/Docs/HS/htm/HS.574.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=07%2F08%2F2025&recordId=223379 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=07%2F08%2F2025&recordId=223380

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Contractor must collaborate with the treating physician of a committed person to determine whether court ordered medications are necessary and appropriate. If so, a physician treating the committed person may file a petition for an order authorizing the administration of psychoactive medication under Chapter 841, Subchapter I.

A physician treating the committed person can be a physician employed by or under contract with the Contractor if the physician is providing treatment services to the committed person under this Contract. If the committed person’s treating physician is employed by TCCO, or its contractor at TCCC, and is willing to file the petition, Contractor must make note of that decision in the committed person’s medical record and ensure that a copy of the court order, if issued, is also included in the person’s file.

If the treating physician is employed by TCCO, or its contractor at TCCC, and is in agreement with the petition but unable to file, Contractor must ensure that a physician employed by Contractor or under contract with Contractor, is available to provide treatment services to the committed person and file the petition.

If a court issues an order for court-ordered medication, Contractor must comply with all requirements under the court order. Note, the court order authorizes the use of court ordered medications if needed but does not require it if the committed person becomes willing to take the medication(s) or no longer may need the medication(s). Individuals on court-ordered medications must be given the opportunity to take medication voluntarily in the manner they would like as permitted by the court order.

2.1.2 Key Staffing and Personnel Requirements

a. Contractor shall recruit, train, and maintain qualified staff members including, but not limited to, a psychiatrist, nurse, therapist, and paraprofessionals with demonstrated competency in accordance with 26 TAC, Part 1, Chapter 301, Subchapter G, Division 2.

b. Contractor shall ensure enough staff provide services as scheduled or within twenty-four

(24) hours of a request for routine services during business hours (e.g., Monday - Friday from 8:00 a.m. Central Time to 5:00 p.m. Central Time). Additionally, Contractor shall maintain a staff coverage that allows for crisis response outside of business hours (e.g., on holidays, and weekends).

c. Contractor shall comply with provisions concerning access to mental health services, the medical records system, and competency and credentialing in accordance with 26 TAC, Part 1, Chapter 301, Subchapter G, Division 2.

d. Contractor shall provide a staffing plan, at System Agency’s request. System Agency reserves the right to make recommendations, deny, or approve Contractor’s staffing plan if System Agency, at its sole discretion determines that Contractor’s plan sufficiently or insufficiently meets client needs during and after business hours.

e. Contractor shall provide an initial staffing level with a minimum of one (1) staff to twenty-five (25) clients supporting the operational needs of the mental health services and psychiatric care caseload. The staffing level is not limited to clinical/credentialed staff members.

https://statutes.capitol.texas.gov/Docs/HS/htm/HS.841.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=10%2F29%2F2025&recordId=198542 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=10%2F29%2F2025&recordId=198542 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=10%2F29%2F2025&recordId=198542 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=10%2F29%2F2025&recordId=198542

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f. Contractor may modify the staffing plan during the Contract term contingent on System Agency prior written approval.

g. Staff credentialing must be in accordance with definitions included in 26 TAC, Part 1, Chapter 306, Subchapter F, Section 306.305. Individual counseling services must be delivered by a licensed practitioner of the healing arts (LPHA). Psychosocial Rehabilitative Skills Training and Case Management services must be delivered by a Qualified Mental Health Professional - Community Services (QMHP-CS).

h. Contractor shall ensure appropriate education, training, and supervision for other operational and support staff (i.e. paraprofessionals).

i. Contractor staff providing the Services under the Contract must be comprised of:

1. A minimum of one (1) individual who has completed a four (4) year medical school program resulting in either a Doctor of Medicine (MD) or Doctor of Osteopathic Medicine (DO) degree, completed a four (4) year residency program specializing in psychiatry, and licensed by the Texas Medical Board with no sanctions against them.

2. A minimum of one (1) individual who has a Bachelor of Science in Nursing (BSN), has passed the National Council Licensure Examination for Registered Nurses (NCLEX-RN) to become a licensed Registered Nurse (RN), and licensed by the Texas Board of Nursing.

3. If Contractor staff performing the services has certifications and licenses required by State law, as well as the profession, they must remain in good standing during the Contract Term.

4. Contractor must maintain an adequate staffing profile and organizational structure that is supported by applicable regulatory requirements and standards of practice.

j. Within sixty (60) calendar days of hire, all staff members must be trained in evidence-based practices that promote resilience and recovery. All staff members must adhere to standards related to reporting abuse, neglect, and exploitation. Within ten (10) business days of hire, Contractor shall ensure all staff members demonstrate competence in identifying, preventing, and reporting abuse, neglect, and exploitation in accordance with:

1. Department of Family and Protective Services;

2. System Agency approved protocol for preventing and managing aggressive behavior;

3. System Agency approved direct person-centered approach to elicit behavior change in accordance with evidenced based practices of Motivational Interviewing and Stages of Change; and

4. System Agency approved evidenced based practices to improve residents’ ability to cope with challenging emotions every day (Dialectical Behavior Therapy, Cognitive Behavioral Therapy, etc.).

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=07%2F08%2F2025&recordId=198587 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=07%2F08%2F2025&recordId=198587

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k. Contractor shall perform criminal history background checks prior to providing Services to residents, and ensure staff members, officers, agents, interns, psychiatric residents, or volunteers, have not been convicted of, or received, a probated sentence or deferred adjudication for any criminal offense that would constitute a bar to employment in accordance with the Texas Health and Safety Code, Title 4 Subtitle B, Chapter 250, Section 250.006.

l. Contractor shall perform a registry clearance review for reports of misconduct, including abuse, neglect, and exploitation through:

1. The Employee Misconduct Registry, which is incorporated by reference and can be found at: https://www.hhs.texas.gov/business/licensing-credentialing-regulation/long-term-care-credentialing/employee-misconduct-registry-emr and;

2. The Nurse Aide Registry, which is incorporated by reference and can be found at: https://www.hhs.texas.gov/business/licensing-credentialing-regulation/long-term-care-credentialing/nurse-aide-registry

2.1.3 Policies and Procedures Requirements

a. Contractor shall develop and submit written policies and procedures for System

Agency review within thirty (30) calendar days of Contract execution. System Agency reserves the right to review and approve or deny policies and procedures within ten

(10) business days of receipt. Any revisions to policies and procedures must be submitted to System Agency for approval prior to implementation.

b. Contractor’s written policies and procedures must include, but are not limited to, the following:

1. Intake, assessment, eligibility determination and treatment planning processes;

2. Coordination and continuity of care planning;

3. Staff training and credentials for each service type;

4. Registry clearance review;

5. Provision of crisis services;

6. Provision of case management;

7. Provision of skills training and psychosocial rehabilitation;

8. Criminal background checks;

9. Facility staffing patterns;

10. Incident reporting;

11. Discharge planning;

12. Emergency and disaster response;

13. Medication management, including specific procedures for availability of medications and medication adherence;

https://statutes.capitol.texas.gov/?tab=1&code=HS&chapter=HS.250&artSec=250.006 https://statutes.capitol.texas.gov/?tab=1&code=HS&chapter=HS.250&artSec=250.006 https://www.hhs.texas.gov/business/licensing-credentialing-regulation/long-term-care-credentialing/employee-misconduct-registry-emr https://www.hhs.texas.gov/business/licensing-credentialing-regulation/long-term-care-credentialing/employee-misconduct-registry-emr https://www.hhs.texas.gov/business/licensing-credentialing-regulation/long-term-care-credentialing/nurse-aide-registry https://www.hhs.texas.gov/business/licensing-credentialing-regulation/long-term-care-credentialing/nurse-aide-registry

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14. Requiring psychiatric medication management visit within seven (7) calendar days of initial request, after return from jail or prison or after return from hospital;

15. Require medication management to also include oversight that residents are receiving medications and address any issues when medications are not being received; and

16. Provision of court ordered medication.

c. Contractor shall develop and revise a Quality Management Plan as determined necessary by Contractor or System Agency and make the plan available to System Agency upon request, to include:

1. Measurable objective indicators to detect operational gaps and needs and plans for improvement;

2. Activities and processes that address clinical and programming problems;

3. Process to systematically monitor and track risks;

4. Mechanism to reduce incidents;

5. Resident satisfaction;

6. Process for development of corrective action plans to include follow-up;

7. Mechanism to monitor assessment and treatment planning accuracy;

8. Process to monitor service delivery;

9. Mechanism to assess data integrity;

10. Ongoing monitoring of clinical outcomes;

11. Use of reports and data;

12. Track aspects of the provision of psychiatric services to include:

A. Effectiveness;

B. Efficiency; and C. Reduction in risk;

13. Establish a quality assurance/quality improvement process to:

A. Identify and implement corrective action; and B. Follow-up on compliance with Corrective Action Plans (CAP).

d. Use of seclusion or restraint by personnel funded under this Contract is prohibited unless the facility adopts, implements, and enforces written policies and procedures, and training requirements in compliance with Title 26 TAC, Chapter 320, Subchapter C. These policies and procedures must be submitted to HHSC for review and approval before use. Unless HHSC approves policies and procedures submitted by the Contractor for the use of seclusion and/or restraint at TCCC, the use of seclusion or restraint of a resident is prohibited, including for the purpose of administering a court ordered medication at TCCC.

https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=320&interface=VIEW_TAC&part=1&subchapter=C&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=320&interface=VIEW_TAC&part=1&subchapter=C&title=26

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If restraint is required to administer a court ordered medication, and the Contractor has not submitted policies and procedures to HHSC for approval, Contractor must request assistance from TCCO staff, or its contractor at TCCC, if applicable.

e. Contractor shall comply with new or amended rules, regulations, and legislation that impact the delivery of mental health services and psychiatric care.

2.1.4 Reporting Requirements

a. Contractor shall electronically submit all reports to MHContracts@hhs.texas.gov with a copy to the assigned contract manager, and the System Agency Crisis Services Mailbox:crisisservices@hhs.texas.gov. Any alternative submission arrangements must be approved by the assigned contract manager.

b. Contractor shall report the death of a resident receiving mental health services and psychiatric care in accordance with 26 TAC, Chapter 301, Subchapter H.

c. If Contractor suspects abuse, neglect or exploitation, Contractor shall report to the Department of Family and Protective Services Statewide Intake phone number at 800- 252-5400, or Texas Abuse Hotline website at https://www.txabusehotline.org/.

d. Contractor shall submit a proposed resident assessment tool for approval by System Agency within fifteen (15) calendar days following the execution of the Contract.

e. Contractor shall submit a monthly service report no later than twenty (20) calendar days following the end of each month, in a format agreed upon by Contractor and System Agency. At minimum, the monthly service report shall include:

1. Resident name;

2. Identification of mental health services and psychiatric care provided;

3. Dates of mental health services and psychiatric care;

4. Staff name and credentials for the mental health services and psychiatric care provided;

5. Quantity and cost of medication dispensed to the resident;

6. Resident attendance and completion rate for individual and group mental health services and psychiatric care;

7. Number of residents that were referred, but are not attending, psychiatric appointments, mental health group and/or individual mental health counseling;

8. Incidents and crisis services provided. The number of incidents includes the number of incidents of aggression, self-injurious behavior, assaults, suicide attempts, and number of residents placed on Constant Direct Observation for a behavioral health crisis;

9. The number of residents receiving crisis services (includes the number of residents who received crisis services, and the number of residents referred to the LMHA for an assessment for emergent care services);

10. Number of residents receiving inpatient psychiatric treatment;

mailto:crisisservices@hhs.texas.gov.

https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=301&interface=VIEW_TAC&part=1&subchapter=H&title=26 http://www.txabusehotline.org/

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 15 of 45

11. Number of residents missing four (4) scheduled consecutive doses of medication;

and

12. The number of applications submitted for court ordered medication, the number of applications approved for court ordered medications, the current number of individuals on court-ordered medications, the name of the medications, when the medications are administered, and the number of restraints, if needed, to administer court ordered medication.

f. Contractor shall submit a quarterly resident satisfaction survey no later than twenty (20) calendar days following the end of each fiscal quarter, At minimum, the quarterly satisfaction survey shall include:

1. The number of surveys distributed;

2. The number of surveys completed; and

3. The rate of satisfaction with mental health services and psychiatric care program.

g. Contractor shall submit a monthly census report no later than twenty (20) calendar days following the end of each month, in a format agreed upon by Contractor and System Agency.

At a minimum, the monthly census report shall include:

1. Number of residents admitted to TCCC;

2. Number of residents discharged from TCCC;

3. Total number of residents at TCCC on the last day of the month;

4. Number of residents admitted to the mental health services and psychiatric care program;

5. Number of residents discharged from the mental health services and psychiatric care program; and

6. Total number of residents in the mental health services and psychiatric care program on the last day of the month.

h. Contractor shall submit a monthly cost report no later than twenty (20) calendar days following the end of each month, in a format agreed upon by Contractor and System Agency. At a minimum, the monthly cost report shall include the following line items:

1. Personnel salary costs;

2. Personnel fringe benefit costs;

3. Travel costs;

4. Equipment costs;

5. Supply costs;

6. Contractual costs;

7. Medication costs;

8. Other costs;

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 16 of 45

9. Indirect costs; and

10. Total costs.

i. Contractor shall provide the group counseling modules schedule for the following fiscal year quarter with mental health topics for the groups, twenty (20) calendar days before the beginning of each fiscal year quarter, to System Agency for approval.

j. Contractor shall submit a quarterly report of clinician rated dimensions of psychosis symptom severity rating for residents receiving psychiatric services no later than twenty (20) calendar days following the end of each fiscal year quarter, in a format agreed upon by Contractor and System Agency.

k. Contractor shall submit the Critical Incident Report on the form provided by System Agency within 96 hours of an incident.

l. Contractor shall submit all reports in accordance with the reporting requirements established by System Agency. System Agency may request submission of data or reports in addition to the reports noted above as part of System Agency’s routine oversight activities. Contractor shall respond to System Agency’s requests in the format and timeframe required by System Agency. Failure to submit any required report or additional requested information by the due date specified in the Contract or upon request may constitute a breach of Contract and result in delayed payment and/or the imposition of liquidated damages or remedies. Failure to comply with a reporting requirement may adversely affect evaluation of Contractor’s ability to Contract in the future with System Agency.

m. Any deficiencies identified by System Agency upon examination of Contractor’s records or during an inspection of Contractor’s site shall be conveyed in writing to Contractor.

n. Contractor shall submit a resolution to the deficiency identified in a site inspection, program review or management or financial audit to the satisfaction of System Agency or, if directed by System Agency, a Corrective Action Plan to resolve the deficiency by the date prescribed by System Agency. A System Agency determination of either an inadequate or inappropriate resolution of the findings may result in Contract remedies or liquidated damages as outlined in Section 2.1.5 (Breach of Contract and Remedies for Noncompliance).

2.1.5 Breach of Contract and Remedies for Noncompliance

a. System Agency may, at its own discretion, impose remedies and liquidated damages for each occurrence of noncompliance with a requirement of the Contract on a case-by-case basis. System Agency shall formally notify Contractor in writing when a remedy (i.e., non-monetary contract action) and/or liquidated damages is imposed, stating the nature of the remedy/liquidated damage and the reason(s) for imposition. If System Agency, at its own discretion, determines to impose liquidated damages, Contractor agrees that noncompliance with requirements specified in the Contract may cause damages that are difficult to ascertain or quantify. Contractor also agrees that System Agency may impose liquidated damages for each standard outlined in the table below:

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 17 of 45

Contractor Requirement Citation

Liquidated Damage Calculation

2.1.1(c.) A total of $100.00 per calendar day beyond 24 hours if Contractor fails to respond to a request for mental health service from a resident within 24 hours.

2.1.1(d.) A total of $100.00 per business day if Contractor fails to provide, or otherwise make available, a required service.

2.1.1(j.) A total of $100.00 per calendar day if Contractor fails to assess residents experiencing a psychiatric crisis to determine whether emergency care services criteria are met.

2.1.1(k.)

A total of $100.00 per calendar day if Contractor fails to collaborate with the LMHA and System Agency’s Health and Specialty Care System division to facilitate inpatient admission if inpatient admission is determined necessary.

2.1.1(m.)

A total of $100.00 per calendar day if Contractor fails to:

i. Respond to routine communication within three (3) business days; and

ii. Respond to emergent communication within four (4) hours.

2.1.1(p.) A total of $100.00 per calendar day if Contractor fails to coordinate and provide suicide postvention services to residents.

2.1.2(b.) A total of $100.00 per calendar day if Contractor fails to maintain a staff coverage that allows for crisis response outside of business hours (i.e., on holidays and on weekends).

2.1.2(b.) A total of $100.00 per business day if Contractor fails to maintain System Agency-approved staffing sufficient to meet client needs.

2.1.2(c.) A total of $100.00 per service from a provider that is not credentialed in accordance with definitions included in 26 TAC, Part 1, Chapter 306, Subchapter F, 306.305.

2.1.2(j.) A total of $100.00 per business day beyond sixty (60) calendar days post-hire if Contractor fails to train a staff member in evidence-based practices that promote resilience and recovery.

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 18 of 45

A total of $100.00 per business day beyond ten (10) business days post-hire if Contractor fails to train and document staff member competence in identifying, preventing, and reporting abuse, neglect, and exploitation.

2.1.3 A total of $100.00 per calendar day if Contractor fails to submit written mental health services and psychiatric care program policies and procedures.

b. In an emergency, System Agency may, in its sole discretion, immediately terminate or suspend all or part of the Contract, temporarily or permanently withhold cash payments, deny future Contract awards, or delay Contract execution by delivering written notice to Contractor, by any verifiable method, stating the reason for the emergency action. An “emergency” is defined as Contractor is noncompliant, and the noncompliance has a direct adverse effect on the public or resident health, welfare or safety. The direct adverse effect may be programmatic and may include failing to provide services; providing inadequate services; or providing unnecessary services.

The determination as to whether an “emergency” has occurred is in the sole discretion of the System Agency.

2.1.6 Payment Method

a. System Agency will pay Contractor on a cost-plus basis. System Agency may approve a profit margin up to nine percent (9%) of actual direct cost expenses for operation of the mental health services and psychiatric care program. All payments will be made in accordance with the costs outlined in the approved budget and will not exceed the total amount of the Contract.

b. Contractor shall:

1. Invoice monthly;

2. Request payment using the State of Texas Purchase Voucher (Form 4116) which can be downloaded at: https://www.hhs.texas.gov/regulations/forms/4000- 4999/form-4116-authorization-expenditures

3. Provide supporting documentation for payment;

4. Provide the following information on all Form 4116s:

A. Name, address, and telephone number of Contractor;

B. System Agency Contract or Purchase Order Number;

C. Identification of service(s) provided;

D. Dates services were delivered;

E. Itemization of direct costs, indirect costs, and additional profit margin up to nine percent (9%) of the itemized direct costs requested;

F. Total invoice amount;

G. A copy of the General Ledger for the period which supports the payment; and https://www.hhs.texas.gov/regulations/forms/4000-4999/form-4116-authorization-expenditures https://www.hhs.texas.gov/regulations/forms/4000-4999/form-4116-authorization-expenditures

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 19 of 45

H. Any additional supporting documentation required by this Contract or requested by System Agency; and

c. Submit all invoices electronically, with supporting documentation to the Claims Processing Unit at HHSC_AP@hhs.texas.gov with a copy to MHContracts@hhs.texas.gov the assigned System Agency Contract Manager, and the agency assigned System Agency Subject Matter Expert. Alternative submission arrangements must be approved by the assigned System Agency Contract Manager.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Reservation of Rights

As a result of this Solicitation, HHSC intends to award one (1) Contract. Any award is contingent upon approval of the HHSC executive commissioner or their designee.

If, for any reason, a contract cannot be executed with a Respondent selected for award within seven

(7) business days of HHSC’s determination to seek to contract with that Respondent, HHSC may avail itself of any option permissible under applicable law including, but not limited to, negotiate a contract with the next highest scoring Respondent, make a partial award, or withdraw the Solicitation.

HHSC reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

2.2.2 Contract Term

The initial term of the Contract will be for two (2) State Fiscal Years. HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to three (3) additional State Fiscal Years.

Notwithstanding the limitation in the preceding paragraph and within thirty (30) calendar days’ advance written notice to Contractor, at the end of the initial term or any extension period, HHSC, at its sole discretion, may extend the Contract as necessary to ensure continuity of service, for purposes of transition, or as otherwise determined by HHSC to serve the best interest of the State for up to twelve (12) months, in one-month intervals, at the then-current contract rate or rates (if applicable) as modified during the Contract Term.

2.2.3 Historical Compensation

Historical compensation under transactions similar in scope and size to this Solicitation has been approximately $1,500,000.00 per State Fiscal Year. General cost information regarding previous transactions is provided solely for historical context and, as such, does not constitute a funding restriction for this Solicitation.

2.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC makes no guarantee of volume, usage, or total compensation to be paid under the Contract.

The Contract is subject to appropriations and the continuing availability of funds.

2.4 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

a. Contractor is bound by the terms of the Data Use Agreement (DUA), Version 8.5, attached as Exhibit D.

mailto:HHSC_AP@hhs.texas.gov mailto:MHContracts@hhs.texas.gov

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 20 of 45

b. In its Solicitation Response, Respondent must complete and return Exhibit D-1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI), Version 2.1.

c. Contractor shall ensure that all Confidential Information (as defined in the DUA), including such information residing on back-up systems, remains within the United States.

Confidential Information shall not be accessed by Contractor personnel located outside of the United States. Furthermore, Confidential Information may not be received, stored, processed, or disposed via information technology systems located outside of the United States.

2.5 GOVERNMENTAL ENTITIES

If Respondent is responding to this Solicitation in its capacity as a governmental entity, certain terms and conditions found in this Solicitation, including the exhibits and attachments, may not be applicable. Furthermore, to the extent permitted by law, if a Solicitation Response is received from a governmental entity, HHSC reserves the right to enter into an interagency or interlocal agreement with the governmental entity.

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date on the ESBD January 08, 2026

Pre-proposal Conference and HSP Training

Attendance is Optional

January 13, 2026 at 2:00 p.m.

Central Time

Deadline for Submitting Questions January 14, 2026 at 5:00 p.m.

Central Time

Tentative Date Responses to Questions Posted on the

ESBD

January 22, 2026

Deadline for Courtesy HSP Review January 23, 2026 at 5:00 p.m.

Central Time

Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]

February 06, 2026 at 10:30 a.m.

Central Time

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 21 of 45

Evaluation Period February – March 2026

Tentative Date for Notice of Award Posted on the ESBD June 2026

Anticipated Contract Effective Date September 2026

All dates specified in the Schedule of Events are tentative and HHSC reserves the right to modify the dates or cancel the scheduled events at any time. Scheduling changes or cancellation determinations made by HHSC prior to the Solicitation Response deadline will be posted as an Addendum on the ESBD. If, after the Solicitation Response deadline, there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may publish updates regarding the anticipated award date in the Procurement Forecast (https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf) located on the HHS Procurement Opportunities webpage currently accessed at https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities.

In accordance with Texas Administrative Code, Title 1, Part 15, Chapter 391, Subchapter C, Rule §391.305, HHSC will issue a Notice of Intent to Award in the Procurement Forecast located on the HHS Procurement Opportunities webpage under Future Opportunities, Intent to Award Notices & Delayed Procurements.

Each Respondent is responsible for periodically checking the ESBD and the HHSC Procurement Forecast for updates.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the individual specified in Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the individual specified in Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting contract;

b. Must not contest the interpretation by HHSC of such provision(s); and

c. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication regarding this Solicitation shall be made in writing to HHSC PCS and addressed to the person identified below (Sole Point of Contact), except as permitted in Section 3.3.2 (Exceptions to Sole Point of Contact). If a telephone number is provided by the Sole Point of Contact, its use is limited to administerial matters such as instructing https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=10%2F06%2F2025&recordId=204977 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=10%2F06%2F2025&recordId=204977 https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf

PCS 570 HHS RFQ RFQ No. HHS0016354 Page 22 of 45 a potential Respondent on accessing an IT system or locating a website referenced in the Solicitation. Communications via telephone are not binding. Respondent shall rely only on written statements issued by or through HHSC PCS designated staff as provided by Section 3.3 (Inquiries).

Name Amy Castro, CTCD, CTCM

Title Contract Specialist

Address Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

Phone 512-776-6155

Email amy.castro@hhs.texas.gov

3.3.2 Exceptions to Sole Point of Contact

Exceptions…