EVT0010911_-_Vendor_Questionnaire.pdf

EVT0010911 - RHTP Crisis Transportation Services

Contractor Questionnaire

Contractors must respond to all questions in this questionnaire. There are eight sections beginning on Pg.2;

Responses shall follow the structure and order presented in this questionnaire. Each item includes a statement requiring a “Yes” or “No” response and, where indicated, a corresponding explanation.

Contractors shall clearly indicate “Yes” or “No” for each item and provide a concise but complete response to all required explanation fields.

Responses shall describe the Contractor's proposed approach, resources, processes, and capabilities for meeting the requirement. Responses that merely restate the requirement without explaining how the Contractor will perform the work may be deemed insufficient.

Vendors are strongly encouraged to use the format provided. If an alternative format is used, responses must be submitted in the same sequence as presented in this questionnaire, and each response shall clearly identify the corresponding item and include the required Yes/No designation.

Where supporting documentation is specifically requested, Contractors shall clearly identify the applicable attachment or supporting document associated with the response. Contractors may also provide additional supporting documentation they believe is relevant to the proposal.

Incomplete responses, failure to follow the required order, omission of Yes/No designations, or failure to complete any section may result in the proposal being deemed non-responsive.

pg. 2

Section 1 – Organizational Experience and Capacity

1. The Contractor has experience managing transportation services across a multi-county, regional, statewide, or otherwise geographically dispersed service area.

Yes ☐ No ☐

Provide examples of the Contractor's experience managing transportation services across large geographic areas. Include the service area, populations served, contract duration, and the Contractor's role in service delivery. Contractors may provide supporting examples in an attachment and reference the attachment in the response.

pg. 3

2. The Contractor has the organizational capacity to administer and oversee the services described in this RFP.

Yes ☐ No ☐

Outline the Contractor's proposed management and oversight structure for this Contract, including leadership responsibilities, operational oversight, quality assurance activities, contract administration, and management of any proposed subcontractors. Describe how the proposed structure will support the requirements of this RFP, including but not limited to statewide 105-county coverage, 24/7/365 service delivery, response-time requirements, and performance monitoring.

pg. 4

3. The Contractor can sustain the services described in this RFP for the duration of the Contract term.

Yes ☐ No ☐

Describe the operational, financial, staffing, and administrative resources that will support ongoing service delivery. Identify factors that contribute to the long-term sustainability of the proposed service model.

pg. 5

4. The Contractor can implement the services described in this RFP within the proposed implementation timeframe.

Yes ☐ No ☐

Explain the Contractor's implementation approach, including major implementation activities, anticipated milestones, and any dependencies that could affect readiness for service delivery. Include a high-level implementation timeline as an attachment that identifies key milestones from contract award through operational readiness. Reference the attachment in the response.

pg. 6

Section 2 – Statewide Coverage and Service Delivery

5. The Contractor has a statewide service delivery model capable of supporting the requirements of this RFP.

Yes ☐ No ☐

Complete every cell of the table below and describe the coverage approach for each population density classification. Select only one of the following responses for the Primary Coverage Approach column:

Contractor-Operated, Subcontracted, Hybrid, or Other. If "Other" is selected, the Contractor shall provide a detailed explanation of the proposed approach in the Additional Information column.

Population Density Classification

Primary Coverage Approach (Contractor Operated, Subcontracted, Hybrid, or Other)

Description of Coverage Approach

Urban

Semi-Urban

Densely Settled Rural

Rural

Frontier

pg. 7

6. The Contractor can maintain service coverage and meet response time requirements across all population density classifications identified in Appendix B.

Yes ☐ No ☐

Explain the strategies that will be used to maintain service coverage and meet response time requirements within each population density classification identified in Appendix B. Include information regarding personnel deployment, vehicle availability, subcontractor utilization (if applicable), response to service disruptions, and other measures that will be used to ensure consistent service delivery.

pg. 8

7. The Contractor can provide effective and sustainable service in rural and frontier areas.

Yes ☐ No ☐

Describe the Contractor's approach to providing service in rural and frontier areas. Include strategies that will be used to address geographic distance, workforce availability, low referral volume, extended travel times, and other challenges that may affect service delivery or response time performance.

pg. 9

8. The Contractor can maintain service delivery during periods of increased demand or operational disruption.

Yes ☐ No ☐

Explain the Contractor's approach to maintaining service continuity during surge events, severe weather, staffing shortages, vehicle outages, technology disruptions, or other operational challenges. Identify the contingency measures that will be used to minimize service interruptions and maintain compliance with Contract requirements.

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pg. 10

Section 3 – Dispatch, Coordination, and Technology

9. The Contractor has the capability to receive, manage, and dispatch transport requests in accordance with the requirements of this RFP.

Yes ☐ No ☐

Explain the Contractor's dispatch and referral intake process from receipt of a referral through assignment and dispatch of transport personnel. Include intake methods, dispatch operations, staffing model, hours of operation, surge management capabilities, and any technology platforms that will be utilized to support dispatch functions.

pg. 11

10. The Contractor can effectively coordinate with authorized referral sources and receiving facilities.

Yes ☐ No ☐

Describe the Contractor's approach to coordinating with authorized referral sources, receiving facilities, and other entities involved in the transport process. Include communication methods, status updates, estimated arrival time notifications, receiving facility coordination, and procedures for addressing changes in transport status or conditions. Authorized referral sources are defined in Section 2.1 and may include 988, Community Mental Health Centers (CMHCs), hospitals, law enforcement, courts, state facilities, and other entities approved by KDADS.

pg. 12

11. The Contractor utilizes technology systems capable of supporting the requirements of this RFP.

Yes ☐ No ☐

Identify the dispatch, communication, documentation, tracking, and reporting systems that will be used to support services under this Contract. Describe the capabilities of each system, including real-time status tracking, data collection, reporting, system availability, backup systems, and continuity measures designed to prevent service disruption.

pg. 13

12. The Contractor can manage placement delays, operational disruptions, and other circumstances that may affect transport completion.

Yes ☐ No ☐

Explain the Contractor's procedures for managing placement unavailable situations, transport delays, failed transports, communication escalations, and other circumstances that may affect timely completion of a transport. Include coordination processes, decision-making authority, notification procedures, and actions taken to maintain safety and continuity of service.

pg. 14

Section 4 – Staffing, Training, and Service Delivery

13. The Contractor can maintain staffing levels sufficient to meet the service and response time requirements of this RFP.

Yes ☐ No ☐

Describe the Contractor's proposed staffing model for services provided under this Contract. Include how staffing needs will be determined, how personnel will be deployed to support service delivery, and how staffing levels will be adjusted to address changes in demand, geography, service volume, or operational needs.

pg. 15

14. The Contractor has the capability to safely and effectively transport individuals experiencing behavioral health crises.

Yes ☐ No ☐

Describe the Contractor's approach to serving individuals experiencing mental health and substance use crises during transport. Include information regarding de-escalation practices, trauma-informed approaches, safety considerations, communication strategies, and other methods used to support individuals during transport. Provide examples of the Contractor's experience serving behavioral health populations in transportation, healthcare, crisis response, human services, or related settings.

Contractors may provide supporting examples in an attachment and reference the attachment in the response.

pg. 16

15. The Contractor can provide all service types identified in Section 2.8 of the Statement of Work

Yes ☐ No ☐

Explain the Contractor's approach to providing each service type identified in Section 2.8, including mental health crisis transport, substance use disorder crisis transport, competency evaluation transport, and competency restoration transport. Identify any operational considerations, specialized procedures, staffing requirements, training requirements, or coordination activities associated with each service type.

pg. 17

16. The Contractor has a training and workforce development program capable of supporting the requirements of this RFP.

Yes ☐ No ☐

Describe the Contractor's approach to personnel training and workforce development. Include initial training, ongoing training, competency assessment, supervision, continuing education, and any other activities used to ensure personnel maintain the knowledge and skills necessary to perform services under this Contract.

pg. 18

Describe the Contractor's approach to maintaining adequate staffing levels to support service delivery and response time requirements. Include strategies that will be used to address workforce shortages, turnover, geographic staffing challenges, recruitment difficulties, employee absences, and other workforce-related risks that may impact Contract performance.

17. The Contractor has a strategy to address workforce-related risks that may affect service delivery.

Yes ☐ No ☐

pg. 19

Section 5 – Vehicles, Safety, and Risk Management

18. The Contractor can maintain vehicle readiness and availability sufficient to meet the requirements of this RFP.

Yes ☐ No ☐

Describe the Contractor's approach to ensuring vehicle readiness and availability. Include preventive maintenance practices, vehicle inspection processes, contingency plans for vehicle outages, and other measures used to ensure vehicles remain available to support service delivery and response time requirements.

pg. 20

19. The Contractor has a safety and risk prevention program capable of supporting the requirements of this RFP.

Yes ☐ No ☐

Describe the Contractor's approach to promoting the safety of individuals served, personnel, and the public during transport operations. Include measures used to prevent accidents, injuries, elopements, vehicle-related incidents, and other safety risks that may affect service delivery.

pg. 21

20. The Contractor has processes to effectively manage, investigate, and respond to incidents that occur during transport operations.

Yes ☐ No ☐

Explain the Contractor's approach to responding to accidents, injuries, elopements, complaints, law enforcement involvement, and other incidents that may occur during transport operations. Include incident investigation procedures, root cause analysis methods, corrective action processes, and other activities used to reduce recurrence and improve performance.

pg. 22

Section 6 – Governance, Quality, and Performance Management

21. The Contractor has a governance structure capable of supporting the requirements of this RFP.

Yes ☐ No ☐

Describe the Contractor's governance and contract management structure for services provided under this Contract. Identify the proposed Contract Manager and other key personnel responsible for contract oversight, operational leadership, performance monitoring, issue resolution, and communication with KDADS. Include an organizational chart as an attachment and reference the attachment in the response.

pg. 23

22. The Contractor has a quality assurance and continuous improvement program capable of supporting the requirements of this RFP.

Yes ☐ No ☐

Describe the Contractor's approach to quality assurance and continuous improvement. Include methods used to monitor service quality, identify performance concerns, implement corrective actions, evaluate effectiveness, and promote ongoing improvement in service delivery.

pg. 24

23. The Contractor has the capability to monitor and manage performance in accordance with the requirements of this RFP.

Yes ☐ No ☐

Explain the Contractor's approach to monitoring and managing performance. Include methods used to track key performance indicators, evaluate performance trends, identify performance deficiencies, and implement actions necessary to achieve performance targets.

pg. 25

24. The Contractor has the capability to collect, manage, and report data in accordance with the requirements of this RFP.

Yes ☐ No ☐

Describe the Contractor's data management and reporting capabilities. Include data collection processes, quality assurance measures, reporting tools, data validation procedures, and the Contractor's ability to provide required reports (Appendix A), ad hoc reports, and other performance information requested by

KDADS.

pg. 26

25. The Contractor has processes to oversee and manage subcontracted service providers, if utilized.

Yes ☐ No ☐ Not Applicable ☐

If subcontractors will be utilized, describe the Contractor's approach to subcontractor oversight and accountability. Include methods used to monitor performance, ensure compliance with Contract requirements, address performance concerns, and maintain consistent service standards across the Contractor's network. If subcontractors will not be utilized, indicate "Not Applicable."

pg. 27

Section 7 – Value-Added Services and Innovation

26. The Contractor offers innovative approaches that may enhance service delivery under this Contract.

Yes ☐ No ☐

Identify any innovative practices, technologies, operational approaches, or service enhancements included in the Contractor's proposed solution. Explain how these innovations would improve service delivery, operational efficiency, communication, performance, or outcomes. If no innovative practices, technologies, operational approaches, or service enhancements are proposed, indicate “Not Applicable.”

pg. 28

27. The Contractor offers value-added capabilities that may benefit KDADS and individuals served under this Contract.

Yes ☐ No ☐

Describe any value-added services, resources, capabilities, partnerships, or other features not otherwise addressed in this questionnaire that the Contractor believes would provide additional benefit to KDADS or support successful contract performance. Contractors may also identify any existing Kansas operations, resources, infrastructure, partnerships, or relationships that would support implementation or service delivery under this Contract. If no additional value-added services, resources, capabilities, partnerships, or features are proposed, indicate "Not Applicable."

pg. 29

Section 8 – References and Additional Information

28. The Contractor has experience providing services similar to those described in this RFP.

Yes ☐ No ☐

Provide up to three examples of contracts that demonstrate experience relevant to the services described in this RFP. Include the contracting organization, service area, contract term, services provided, and a brief description of the Contractor's role and responsibilities. Contractors may provide supporting documentation as an attachment and reference the attachment in the response.

pg. 30

Describe any experience providing statewide services in one or more states. Include the state, service area, contract term, services provided, populations served, and a brief description of the Contractor's role and responsibilities. If the Contractor does not have statewide experience, indicate "Not Applicable" and describe the largest comparable geographic service area currently or previously served.

29. The Contractor has experience providing statewide services in one or more states.

Yes ☐ No ☐

pg. 31

30. The Contractor can provide references demonstrating experience relevant to the services described in this RFP.

Yes ☐ No ☐

Provide three references demonstrating experience relevant to the services described in this RFP.

Behavioral health crisis transportation references are preferred; however, other relevant transportation, healthcare, human services, secure transportation, competency transportation, or related service references may be provided. For each reference, include the organization name, contract period, service area, primary contact, telephone number, email address, and a brief description of services provided. If behavioral health crisis transportation references are not available, explain the relevance of the references provided.