PH RFP 250108, School-Based Mental Telehealth Services.docx

SERIAL#: PH RFP 250108

NOTICE OF SOLICITATION

REQUEST FOR PROPOSAL FOR: School-Based Mental Telehealth Services

Notice is hereby given that Maricopa County is conducting this request for proposals, electronically through an outside e-procurement platform, Bidnet Direct, until 2:00 P.M. Phoenix Time (M.S.T.) on MAY 26, 2025, for SERIAL # PH RFP 250108 REQUEST FOR PROPOSALS FOR SCHOOL-BASED MENTAL TELEHEALTH SERVICES for Maricopa County.

ONLY RESPONSES THAT ARE SUBMITTED THROUGH THE E-PROCUREMENT PLATFORM (https://bidnetdirect.com/arizona/maricopacounty) AND CONTAIN ALL ITEMS LISTED IN SECTION 6.5 WILL BE CONSIDERED.

For submission instructions, see Exhibit 3.

For assistance with the e-procurement platform functionality, contact Bidnet Direct’s Vendor Support Department via phone or email, during regular business hours: 1-800-835-4603 and press option 2 or support@bidnet.com, or visit the Support Portal at https://idp.bidnetdirect.com.

All responses shall be submitted electronically through the e-procurement platform prior to the bid closing. The bid will be listed under “PH RFP 250108, REQUEST FOR PROPOSAL FOR SCHOOL-BASED MENTAL TELEHEALTH SERVICES.”

The Maricopa County Procurement Code (“The Code”) governs this procurement and is incorporated by reference. Any protest concerning this Request for Proposal must be filed with the Procurement Officer in accordance with Section MC1-905 of the Code.

All standard terms and conditions concerning this Request for Proposals can be located at https://www.maricopa.gov/DocumentCenter/View/6453.

Any addenda to this Request for Proposals will be posted on the Maricopa County Office of Procurement Services website under the solicitation serial number. This information will also be posted online at https://bidnetdirect.com/arizona/maricopacounty.

FAILURE TO REVIEW ANY ADDENDA DOES NOT NEGATE YOUR INITIAL OFFER AND HOLDS THE RESPONDENT RESPONSIBLE FOR ANY CHANGES PRIOR TO BID CLOSING.

DIRECT ALL INQUIRIES TO:

CHERYL BUCALO, PROCUREMENT OFFICER

TELEPHONE: (602) 506-6886 / EMAIL: cheryl.bucalo@maricopa.gov

THERE WILL BE NO PRE-BID CONFERENCE FOR THIS SOLICITATION.

NOTE: MARICOPA COUNTY PUBLISHES ITS SOLICITATIONS ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS:

https://bidnetdirect.com/arizona/maricopacounty

TABLE OF CONTENTS

NOTICE

TABLE OF CONTENTS

SECTIONS:

1.0 BACKGROUND

2.0 INTENT

3.0 SCOPE OF WORK

4.0 PROCUREMENT REQUIREMENTS

5.0 CONTRACTUAL AND SPECIAL TERMS AND CONDITIONS

6.0 INSTRUCTIONS TO RESPONDENTS

ATTACHMENTS:

EXHIBITS:

****ATTN ALL SUPPLIERS**** With the sunsetting of Periscope S2G on May 1, Maricopa County will begin using BidNet Direct (https://www.bidnetdirect.com/arizona/maricopacounty) for all procurement activities. All solicitations with an opening date after April 30 will be released in Periscope and in BidNet Direct. Responses will only be received in BidNet Direct. Vendors will be required to register in the new platform to receive notification of bid opportunities from any Maricopa County Departments. The only thing required is the free registration. You do not need to subscribe to additional services, just select the Arizona Purchasing Group to participate in County procurement. Additional information and instructions can be found by visiting us on the web at https://www.maricopa.gov/634/Doing-BusinessVendor-Registration.

SERIAL#: PH RFP 250108

REQUEST FOR PROPOSAL FOR: SCHOOL-BASED MENTAL TELEHEALTH SERVICES

1.0 BACKGROUND:

In 2023, Arizona received a financial settlement from JUUL Labs, Inc. related to youth vaping and tobacco use. Maricopa County Department of Public Health (MCDPH) is using a portion of these funds to launch a new initiative focused on expanding access to youth mental health services. This effort builds on the MCDPH Substance Use Prevention & Response Strategic Plan (2024–2028), which emphasizes early intervention, regionally responsive initiatives, and trauma-informed practices to address root causes of substance use. This plan serves as the foundation for targeted, data-driven investments in substance and tobacco related prevention, treatment, harm reduction, and recovery initiatives.

Across the country, rates of depression, anxiety, and suicidal ideation among youth have risen sharply in recent years. According to the CDC, more than 4 in 10 high school students report feeling persistently sad or hopeless, and 1 in 5 have seriously considered suicide.[footnoteRef:2] These challenges can go untreated—especially in communities with limited access to behavioral health services. Yet research consistently shows that timely mental health intervention can improve academic achievement, reduce school absences, and lower the likelihood of substance misuse. [2: Source: CDC Youth Risk Behavior Survey (YRBS), 2021

2.0 INTENT:

To help address community needs, MCDPH is launching a regional telehealth initiative focused on improving youth mental health in schools with an aim of reaching 50,000 students a year. MCDPH intends to award a single Contractor with demonstrated success in school-based telehealth programs and will use $750,000 of JUUL settlement funding for the initiative in the first year. The cost-reimbursement contract will be renewable for an additional two years. The selected Contractor will deliver short-term virtual therapy sessions to students, with referral pathways for longer-term treatment. Services will be available during and outside of school hours, allowing students to connect with licensed providers from school or home.

The awarded Contractor will be responsible for recruiting schools, delivering services, and tracking program impact. While this funding is dedicated to students in Maricopa County, the resulting contract will include cooperative language that allows other government agencies throughout Arizona to utilize it with their own funding to expand the service within their respective regions. Each participating entity will be responsible for establishing its own scope of work, budget, and any additional terms and conditions with the awarded Contractor.

Key priorities for this initiative include:

· Delivering brief, trauma-informed therapy sessions through a secure telehealth platform

· Collaborating directly with schools to identify and refer students in need

· Expanding access in rural and underserved areas where behavioral health services are limited

· Providing services that are respectful, accessible, and responsive to a range of student needs and backgrounds

· Tracking outcome measures such as improved attendance, reduced disciplinary actions, and early screening for tobacco or vaping behaviors

· Reducing barriers to care by providing services without copays or deductibles

2.1 ELIGIBLE ORGANIZATIONS

Eligible applicants include nonprofit organizations, private organizations, and academic institutions with at least five years of experience delivering telehealth-based mental health services.

Eligible applicants must:

· Demonstrate a minimum of five years of experience providing telehealth-based mental health services within school settings.

· Have at least three years of experience in billing insurance for behavioral health services.

· Have served a minimum of 600,000* students within the past five years.

· Demonstrate that current staffing includes mental health providers licensed in Arizona or provide detailed plan and timeline for securing Arizona licensure prior to service delivery.

· Commit to a minimum of $100,000 in in-kind contributions over the course of the year. Contributions may include staff time, technology, or other resources directly supporting service delivery.

*Applicants who have served a minimum of 300,000 students within the past five years may still be considered if they can provide clear evidence of the capacity to scale services.

2.2 FOCUS POPULATIONS

The Telehealth services are intended to address gaps in coverage. Proposals should focus on schools, particularly those in rural or medically underserved areas of Maricopa County.[footnoteRef:3] In Maricopa County, the medically underserved areas include: [3: Arizona Medically Underserved Areas. October 2024 Biennial Report. ]

· Alhambra Village

· Avondale

· Buckeye

· Camelback East Village

· Central City Village

· El Mirage & Youngtown

· Estrella Village & Tolleson

· Fort McDowell Yavapai Nation

· Glendale Central

· Laveen Village

· Maryvale Village

· Mesa Central

· Mesa West

· North Mountain Village

· Salt River Pima-Maricopa Indian Community

· South Mountain Village & Guadalupe

· Surprise North & Wickenburg

· Tempe North

If, during post-award phase, it is determined that the Contractor is unable to recruit schools from the specified geographic areas - despite demonstrating reasonable and documented outreach efforts - they may submit a written request for an exception to the MCDPH Contract Manager. MCDPH will review the request and provide a written decision within five (5) business days.

2.3 FUNDING ACTIVITIES AND LIMITATIONS

2.3.1 Funding Activities

Funded activities must relate to the delivering of trauma-informed, short-term mental health services to K–12 students through a secure telehealth platform. Telehealth services must be provided in partnership with schools and designed to meet the needs of students in both in-person and remote settings. The Contractor will also be responsible for recruiting schools, ensuring service accessibility across various geographic areas, and collaborating with Maricopa County Department of Public Health (MCDPH) on program implementation and evaluation.

2.3.2 Funding Limitations

· Funds cannot be used for research studies, academic projects, or any initiative primarily aimed at generating new knowledge rather than implementing services.

· Funding must be used to directly support activities outlined in the Scope of Work and align with the Maricopa County Substance Use Prevention & Response Strategic Plan.

· Food and rent are not allowable.

· Indirect costs may not exceed 15% of the total budget.

· Travel expenses must comply with the Office of Procurement Services’ Contractor Travel and Per Diem policy (Exhibit 2).

2.4 Required Metrics

The County has invested in multiple substance use and tobacco-related initiatives. To ensure consistency and demonstrate value to taxpayers, MCDPH requires all funded programs to report using standard measures. Each agency’s final evaluation plan will include both agency-proposed metrics and a set of MCDPH standard measures, mutually agreed upon in writing. These measures must align with MCDPH’s existing evaluation framework. In addition, the plan must include up to two measures specifically related to Tobacco or JUUL. Examples of standard and topic-specific measures will be provided during the onboarding or negotiation phase.

3.0 SCOPE OF WORK

The selected Contractor shall be responsible for executing the following tasks:

3.1 School Partnership and Recruitment

3.1.1 Recruit a diverse mix of public schools across Maricopa County to participate in the initiative, with a focus on rural and underserved communities.

3.1.2 Establish partnership agreements with each school site outlining service delivery models, student eligibility, and consent protocols.

3.1.3 Ensure school-based points of contact are trained on referral processes and service access pathways.

3.2 Service Delivery

3.2.1 Deliver short-term mental health therapy via telehealth using licensed professionals trained in trauma-informed care.

3.2.2 Ensure telehealth therapy sessions are accessible to students during school hours and outside of school hours, including evenings and weekends, based on student and family availability.

3.2.3 Provide telehealth services from both school-based settings and students’ homes, based on school district preferences and family circumstances.

3.2.4 Establish and maintain referral pathways to longer-term behavioral health providers when clinically appropriate.

3.2.5 Bill third-party insurance for all eligible services, including Medicaid and private insurers.

3.2.6 Deliver services regardless of the student's ability to pay, including waiving or covering co-pays and deductibles when necessary to ensure access.

3.3 School-based Capacity Building and Coordination

3.3.1 Provide orientation and training to school staff on how to support students accessing telehealth services.

3.3.2 Coordinate with family support staff, behavioral health providers, and school personnel to ensure appropriate follow-up for students in need.

3.4 Technology, Privacy, and Compliance

3.4.1 Maintain a secure, HIPAA-compliant telehealth platform with user-friendly access for students and families.

3.4.2 Provide technical assistance to schools and families to ensure smooth access to telehealth sessions.

3.4.3 Ensure compliance with all federal, state, and local privacy regulations, including FERPA and HIPAA, as applicable.

3.5 Data Collection and Evaluation Plan

3.5.1 Finalize an Evaluation Plan in partnership with MCDPH. May include but is not limited to:

3.5.1.1 Track service utilization by site, region, and student demographics, including number of sessions delivered and referral outcomes.

3.5.1.2 Collect and report data on:

3.5.1.2.1 School attendance improvements

3.5.1.2.2 Disciplinary action trends

3.5.1.2.3 Student engagement in mental health screenings

3.5.1.2.4 Tobacco and vaping screening results

3.5.2 Complete required reporting for the Evaluation Plan.

3.6 Reporting and Monitoring

3.6.1 Submit quarterly and annual reports detailing:

3.6.1.1 Project activities and progress

3.6.1.2 Success stories and challenges

3.6.1.3 Staffing changes

3.6.1.4 Budget updates, including explanations for overspending or underspending

3.6.1.5 Evaluation metrics aligned with the approved evaluation plan

3.6.2 Reports must be submitted electronically via MCDPH’s designated platform (e.g., Envisio, RedCap).

3.6.3 Additional reporting requirements may be requested by MCDPH.

3.7 Financial and Match Requirements

3.7.1 Submit a detailed budget using the MCDPH template (Attachment A).

3.7.2 Provide at least $100,000 in in-kind contributions over the contract period, which may include technology, staffing, or other relevant support.

3.7.3 Budget modifications over 10% require prior written approval from MCDPH.

3.8 Staffing Requirements

3.8.1 Clinician Qualifications.

All clinical services must be delivered by licensed behavioral health professionals authorized to provide telehealth services in Arizona. Acceptable credentials include, but are not limited to:

3.8.1.1 Licensed Professional Counselor (LPC)

3.8.1.2 Licensed Clinical Social Worker (LCSW)

3.8.1.3 Licensed Marriage and Family Therapist (LMFT)

3.8.1.4 Licensed Psychologist (PhD or PsyD)

3.8.1.5 Licensed Associate-level providers (e.g., LAC, LMSW) under direct supervision of independently licensed staff

Providers must have experience working with children and adolescents and demonstrate training in trauma-informed care. Documentation of licenses may be required by MCDPH.

The Contractor must ensure adequate staffing levels to support consistent and timely access to services for all participating schools.

3.8.2 Staffing Plan

A staffing plan must be submitted as part of the proposal, detailing:

3.8.2.1 Provider credentials and supervisory structure

3.8.2.2 Anticipated caseloads

3.8.2.3 Any subcontracted staff or partners involved in clinical service delivery

3.8.2.4 Bilingual or multilingual staff are encouraged where available to support effective communication with students and families.

3.9 Budget and Financial Compliance

3.9.1 Submit a detailed budget using the MCDPH-provided template.

3.9.2 Indirect costs may not exceed 15% of the total budget.

3.9.3 Budget modifications exceeding 10% of the total award require prior written approval from MCDPH.

3.9.4 Must abide by the guidance set forth in section 2.3.2 Funding Limitations

3.10 Invoicing

3.10.1 Submit monthly invoices for reimbursement by the 15th of the following month.

3.10.2 Provide supporting documentation for all expenses listed.

3.11 Meetings and Site Visits

3.11.1 Participate in monthly meetings with MCDPH. Meeting frequency may be adjusted upon written approval from the MCDPH Contract manager. Changes may be made based on project needs, performance, or operational priorities.

3.11.2 Allow for at least one virtual site visit annually with MCDPH.

MCDPH shall:

3.12 Provide technical assistance for developing evaluation plans and ongoing support for implementation of the project plan.

3.13 Establish templates and submission methods for required documentation and reporting. Additionally, MCDPH will provide training for any platforms used for reporting (ex. Envisio, RedCap).

3.14 Conduct ongoing review of project activities to ensure alignment with program goals.

3.15 Participate in conference calls, meetings, and partner discussions as needed.

3.16 Review and approve the use of any materials with the Maricopa County branding prior to dissemination.

3.17 Compensate Contractor according to approved budget.

4.0 PROCUREMENT REQUIREMENTS:

4.1 PERFORMANCE:

It shall be the Contractor’s responsibility to meet the proposed performance requirements. Maricopa County reserves the right to obtain services on the open market in the event the Contractor fails to perform, and any price differential will be charged against the Contractor.

4.2 CONTRACTOR EMPLOYEE MANAGEMENT:

4.2.1 Contractor shall endeavor to maintain the personnel proposed in their proposal throughout the performance of this Contract. In the event that Contractor personnel’s employment status changes, Contractor shall provide County a list of proposed candidates with equivalent experience. Under no circumstances is it acceptable for the implementation schedule to be impacted by a personnel change on the part of the Contractor.

4.2.2 Contractor shall not reassign any key personnel without the express consent of the County.

4.2.3 County reserves the right to immediately remove from its premises any Contractor personnel it determines is a risk to County operations.

4.2.4 County reserves the right to request the replacement of Contractor personnel at any time, for any reason.

4.3 INVOICES AND PAYMENTS:

4.3.1 The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) can be made. Incomplete invoices will not be processed. At a minimum, the invoice must provide the following information:

· Company name, address, and contact information

· County bill-to name and contact information

· Contract Serial Number

· County purchase order number

· Invoice number and date

· Payment terms

· Invoice period

· Description of purchase or services, include:

· Pricing per unit of purchase and extended price

· Budget category

· Subtotal of each budget category

· Total amount due

4.3.2 Problems regarding billing or invoicing shall be directed to the Department as listed on the Purchase Order.

4.3.3 Payment shall only be made to the Contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT) process. After Contract Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site https://azdom-vss-ext.hostams.com/PRDVSS2X1/Advantage4

4.3.4 Discounts offered in the contract shall be calculated based on the date a properly completed invoice is received by the County.

4.3.5 EFT payments to the routing and account numbers designated by the Contractor will include the details on the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details.

4.4 APPLICABLE TAXES:

4.4.1 Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any installation labor on items that are not attached to real property performed by Contractor under the terms of this Contract, the installation labor cost and the gross receipts for materials provided shall be listed separately on the Contractor’s invoices.

4.4.2 State and Local Transaction Privilege Taxes: To the extent any State and local transaction privilege taxes apply to sales made under the terms of this contract it is the responsibility of the seller to collect and remit all applicable taxes to the proper taxing jurisdiction of authority.

4.4.3 Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, and local taxes applicable to its operation and any persons employed by the Contractor. Contractor shall require all subcontractors to hold Maricopa County harmless from any responsibility for taxes, damages and interest, if applicable, contributions required under Federal, and/or State and local laws and regulations, and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security, and Worker’s Compensation.

4.5 TAX (SERVICES):

No tax shall be invoiced or paid against Contractor’s labor. It is the responsibility of the Contractor to determine any and all applicable taxes and include the cost in the proposal price.

4.6 STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE):

The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful Respondent under this solicitation, a member of $AVE may access a contract resulting from a solicitation issued by the County. If you do not want to grant such access to a member of $AVE, please so state in your proposal. In the absence of a statement to the contrary, the County will assume that you do wish to grant access to any contract that may result from this Request for Proposal.

4.7 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s):

County currently holds ICPA’s with numerous governmental entities. These agreements allow those entities, with the approval of the Contractor, to purchase their requirements under the terms and conditions of the County Contract. It is the responsibility of the non-County government entity to perform its own due diligence on the acceptability of the Contract under its procurement rules, processes and procedures.

4.8 POST AWARD MEETING:

The Contractor may be required to attend a post-award meeting with the Department to discuss the terms and conditions of this Contract. This meeting will be coordinated by the Procurement Officer of the Contract.

4.9 CONFIDENTIALITY:

In the course of the solicitation process, the County may disclose information that is proprietary or confidential. By submitting a proposal to the solicitation, the offeror agrees that, except as necessary to prepare a response to this solicitation, neither it nor its agents or employees will communicate, divulge or disseminate to any third party-persons or entities, any information that is disclosed to it by the County during the course of these discussions without the express written authorization of the County. If the offeror does disclose County proprietary or confidential information to a third party in preparing a response to this solicitation, it shall require the third party to acknowledge and comply with this provision.

4.10 PUBLIC RECORDS:

Under Arizona law, all Offers submitted and opened are public records and must be retained by the Records Manager at the Office of Procurement Services. Offers shall be open to public inspection and copying after Contract award and execution, except for such Offers or sections thereof determined to contain proprietary or confidential information by the Office of Procurement Services. If an Offeror believes that information in its Offer or any resulting Contract should not be released in response to a public record request under Arizona law, the Offeror shall indicate the specific information deemed confidential or proprietary and submit a statement with its offer detailing the reasons that the information should not be disclosed. Such reasons shall include the specific harm or prejudice which may arise from disclosure. The Records Manager of the Office of Procurement Services shall determine whether the identified information is confidential pursuant to the Maricopa County Procurement Code.

4.11 INFLUENCE:

As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort to influence an employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct, may be grounds for Disbarment or Suspension under MC1-902.

An attempt to influence includes, but is not limited to:

11. A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational passes or tickets, or any type of valuable contribution or subsidy,

11. That is offered or given with the intent to influence a decision, obtain a contract, garner favorable treatment, or gain favorable consideration of any kind.

If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract.

ABSOLUTELY NO CONTACT BETWEEN THE RESPONDENT AND ANY COUNTY PERSONNEL, OTHER THAN THE OFFICE OF PROCUREMENT SERVICES, IS ALLOWED DURING THE SOLICITATION PROCESS UNLESS THE COMMUNICATION IS IN REGARD TO PRE-EXISTING BUSINESS WITH THE COUNTY. ANY COMMUNICATIONS REGARDING THE SOLICITATION, ITS PARTICIPANTS OR ANY DOCUMENTATION PRIOR TO THE CONTRACT AWARD MAY BE GROUNDS FOR DISMISSAL OF THE RESPONDENT FROM THE EVALUATION PROCESS.

5.0 CONTRACTUAL AND SPECIAL TERMS & CONDITIONS:

5.1 DRAFT CONTRACT SEE EXHIBIT 3

6.0 INSTRUCTIONS TO RESPONDENTS: (Please note that this Section does not become part of any resultant contract.)

Proposers are solely responsible for submitting proposals, and any modifications or withdrawals, to be received at the time and designated location required by the solicitation (RFP, or any other solicitation notice).

Any proposal, modification, or withdrawal received after the designated time is “late” and will be rejected and shall not be evaluated per Paragraph MC1-320 of the Maricopa County Procurement Code.

6.1 SCHEDULE OF EVENTS:

Request for Proposals Issued: Tuesday, April 22, 2025

Deadline for written questions is 2:00pm on May 19, 2025. All questions must be submitted via Maricopa County - Bid Opportunities and RFPs | BidNet Direct under the Q&A’s tab for the solicitation and must be received by 2:00pm (M.S.T.). MCDPH shall strive to submit all answers to posted questions within 24 hours.

Proposals Opening Date: Monday, May 26, 2025

Deadline for submission of proposals is 2:00 P.M., Phoenix Time (M.S.T.), on MAY 26, 2025. All proposals must be received before 2:00 P.M., Phoenix Time (M.S.T.), on the date above via Bidnet.com.

Proposed selection and negotiation: May 27, 2025 – June 13, 2025

Proposed award of Contract: August 1, 2025

All responses to this Request for Proposal become the property of Maricopa County and (other than pricing) will be held confidential, to the extent permissible by law. The County will not be held accountable if material from proposal responses is obtained without the written consent of the Respondent by parties other than the County.

6.2 INQUIRIES AND NOTICES:

All questions must be submitted via Maricopa County - Bid Opportunities and RFPs | BidNet Direct under the Q&A’s tab for the solicitation and must be received by 2:00pm (M.S.T.) on the date listed in the Schedule of Events. MCDPH shall strive to submit all answers to posted questions within 24 hours.

All other inquiries concerning information herein shall be addressed to:

Maricopa County Public Health Attn: Procurement 4041 N. Central Avenue, #1400 Phoenix, AZ 85012

Administrative telephone inquiries shall be addressed to:

Cheryl Bucalo, Procurement Supervisor, 602 506-6886 Cheryl.Bucalo@Maricopa.gov

Inquiries may be submitted by telephone but must be followed up in writing. No oral communication is binding on Maricopa County.

6.3 INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS:

Respondents shall submit their proposals electronically via the Bidnet Direct system in accordance with Section 6.5 as follows:

1.0 2.0 3.0 4.0 5.0 6.0 6.1 6.2 6.3

6.3.1 It is requested that Respondents upload a single PDF document containing all required elements (Refer to Section 6.5) of their entire response in addition to each file in their native format (Word, Excel, etc.). The Budget Worksheet & Narrative (Attachment A) must also be submitted in Excel format.

The PDF version of the documents along with the Excel version of the Budget shall be used by the Proposal Evaluation Committee.

6.3.2 In the event the Respondent would like to request that certain sections be held confidential, they need to identify which portion(s). Please see Exhibit 3– Draft Contract, Section 6.32 Public Records for more information.

6.3.3 Proposals shall be signed by an owner, partner, or corporate official who has been authorized to make such commitments (Attachments B & C). All prices shall be held firm for a period of one year after the RFP closing date.

6.4 GENERAL CONTENT:

6.4.1 The Proposal should be specific and complete in every detail. It should be practical and provide a straightforward, concise delineation of capabilities to satisfactorily perform the Contract being sought.

6.4.2 The Respondent should not necessarily limit the proposal to the performance of the services in accordance with this Request for Proposal but should outline any additional services and their costs if the Respondent deems them necessary to accomplish the program.

6.5 FORMAT AND CONTENT:

To aid in the evaluation, it is desired that all proposals follow the same general format. The proposal must be submitted electronically and have sections clearly labeled. Proposals should be all-inclusive, detailing respondent’s best offer.

6.4 6.5

6.5.1 Organization Detail (2 page Maximum)

This section shall be limited to two pages and detail the following:

6.5.1.1 Organization name and address

6.5.1.2 Type of organization

6.5.1.3 Eligibility Requirements – Refer to Section 2.1. Organizations who do not meet all the eligibility requirements will not move forward in the evaluation process.

6.5.1.3.1 Year of Service: Number of years the organization has been serving the community

6.5.1.3.2 Years Billing: Number of years the organization has been billing third-party insurance companies for mental health services

6.5.1.3.3 Total Students Served: Number of students previously served by the organization. Provide the total number of students the organization has served over the last five years. Clearly define what constitutes a “student served” in your reporting (e.g., received services from a licensed provider, enrolled in a partner school with access to services, participated in a screening or referral process). Include information on scaling capacity if needed.

6.5.1.3.4 In-kind Contribution: Describe the organization’s ability to contribute a $100,000 in kind contribution over the course of the first year.

6.5.1.4 Vision, mission, and values of the organization

6.5.1.5 Describe the work of the organization and experience relevant to the proposed project.

6.5.2 Project Narrative (10 Pages Maximum)

This section shall address how you intend to implement the scope of work. The project narrative is limited to ten (10) pages. Additional pages will not be reviewed or considered in the scoring.

6.5.1 6.5.2

6.5.3 Program Approach

6.5.3.1 Service Delivery Model

6.5.3.1.1 Describe the therapeutic approach, including the modalities that will be used (e.g., cognitive behavioral therapy, trauma-informed care).

6.5.3.1.2 Specify the environments in which telehealth services will be delivered (e.g., school-based settings, student homes, or both), and explain how these settings will be determined.

6.5.3.1.3 Outline the student referral process. Include the average number of days between referral and the first telehealth appointment being offered.

6.5.3.2 Focus Populations and Engagement Strategy

6.5.3.2.1 Identify the program’s intended focus populations (e.g., students with limited access to mental health care, specific geographic areas, age groups).

6.5.3.2.2 Describe the organization’s strategy for engaging schools that serve these populations, including any targeted outreach or partnership efforts.

6.5.3.3 Billing and Access Considerations

6.5.3.3.1 Explain the agency’s billing practices, including billing to Medicaid or private insurers.

6.5.3.3.2 Discuss how co-pays, deductibles, and pre-authorization requirements may affect the timeline for initiating treatment and describe how these barriers will be mitigated.

6.5.3.4 Staffing Plan

6.5.3.4.1 Staffing Capacity: Describe if the organization has sufficient Arizona licensed staffing capacity to serve up to 50,000 students. If not, provide a detailed plan and timeline describing how the organization will recruit and onboard Arizona licensed therapists prior to service delivery.

6.5.3.5 Performance Measurement and Evaluation

6.5.3.5.1 Indicate ability to work with MCDPH to finalize an evaluation plan in writing.

6.5.3.5.2 Describe the types of data currently collected through existing systems that could be provided to support performance measurement and program evaluation.

6.5.3.6 Telehealth Technology and Security

6.5.3.6.1 Describe the telehealth platform(s) that will be used, with a focus on features that ensure data privacy and security. Use plain language alongside any technical descriptions to ensure accessibility for reviewers with varying levels of technical expertise. For example, briefly explain terms like “HIPAA-compliant” or “end-to-end encryption.”

6.5.3.7 Implementation Plan

Applicants must provide a clear implementation strategy, detailing:

6.5.3 6.5.3.1 6.5.3.2 6.5.3.3 6.5.3.4 6.5.3.5 6.5.3.6 6.5.3.7

6.5.3.7.1 Describe the critical steps and timeline that contribute to the successful implementation of the proposed activity. Tasks should be specific; however, some general examples may be to hire personnel, promote/market event, develop curriculum, purchase supplies, etc.

6.5.3.7.2 Identify potential roadblocks. Demonstrate that the implementation plan has been well thought out by describing at least two anticipated challenges, limitations, or special considerations that may impact each activity. Include details about how adjustments can be made to still have a successful implementation overall.

6.5.4 Budget Worksheet & Narrative (Attachment A)

This section is a detailed budget and a budget narrative that reflects the total compensation requested for the project. A template is provided (Attachment A) that applicants are required to use. While there is no page limit for the Budget, brevity is encouraged. This document must be submitted as a part of the single pdf proposal and in Excel format.

Specific costs for items and services should be used whenever possible. When is it necessary to estimate costs, adequate research should be done to ensure expenses are projected as accurately as possible.

Expenses must comply with guidelines provided in 2.3.2 Funding Limitations.

6.5.4.1 Personnel

Budget Detail: List each position and indicate the total salary and FTE (Full Time Equivalent or % of staff person budgets to contract).

Budget Narrative: For each position, detail the role and responsibilities related to this contract.

6.5.4.2 Supplies/Materials

Budget Detail: Account for supplies and materials that will be used during the execution of proposed activities. This will include items to be used by or distributed to participants, outreach materials, marketing ads, etc.

Budget Narrative: Describe how the items will be used for each activity. Indicate the type and volume of items to be purchased.

6.5.4.3 Equipment

Budget Detail: Account for equipment that will be used for the implementation and/or execution of proposed activities. Unlike supplies/materials that are used up and replaced frequently, equipment is used repeatedly and is longer lasting.

Budget Narrative: Describe how the items will be used for each activity. Indicate the type and volume of items to be purchased.

6.5.4.4 Contractual Services

Budget Detail: Indicate any professional services that will be contracted out for the implementation and/or execution of proposed activities. This may include trainers or educators (not on staff), marketing agencies, consultants, etc.

Budget Narrative: Describe how each service provider will be used for each activity. Indicate the deliverable(s), rate, and length of service.

6.5.4.5 Admin

Budget Detail: List any expenses related to the operation of the organization that also directly support the proposed activities. This may include travel, staff training, storage for supplies/materials, office supplies, etc. Any travel rates must be aligned with the State of Arizona Accounting Manual, and adhere to the Office of Procurement Services Contractor Travel And Per Diem Policy (Exhibit 2). For expenses that are not directly attributed to a proposed activity, consider if they may be an Indirect Cost (See 6.5.4.6).

Budget Narrative: Describe how each expense will support each proposed activity. As appropriate, indicate type, volume, rates, deliverables, etc.

6.5.4.6 Indirect Costs

This will be a percentage of the direct costs. As this is not federal funding, negotiated indirect cost rates are not applicable. Applicants may select an indirect cost rate up to 15%. Detailed line items for indirect costs are not required to be listed in the budget.

Indirect costs are expenses that are incurred by the organization to ensure smooth functioning but are not directly tied to a specific project or grant. This may include but is not limited to rent, utilities, maintenance, insurance, legal services, or accounting fees. Expenses that are directly attributed to a proposed activity should be accounted for elsewhere in the budget.

6.5.4

6.5.5 Attachment B (Pricing and Respondent Information)

6.5.6 Attachment C (Agreement Page)

6.5.7 Proposal exceptions

6.6 EXCEPTIONS TO THE SOLICITATION:

The Respondent shall identify and list all exceptions taken to all sections of PH RFP 250108 and list these exceptions referencing the section (paragraph) where the exception exists and identify the exceptions and the proposed wording for the Respondent’s exception under the heading, “Exception to the PROPOSAL Solicitation, SERIAL PH RFP 250108”. Exceptions that surface elsewhere and that do not also appear under the heading, “Exceptions to the PROPOSAL Solicitation, SERIAL PH RFP 250108,” shall be considered invalid and void and of no contractual significance.

The County reserves the rights to accept any exception, discuss the exemption with the offeror, or reject any exception.

6.7 EVALUATION OF PROPOSAL – SELECTION FACTORS:

A team of people, called the Proposal Evaluation Committee will be appointed and led by the Procurement Officer to evaluate each Proposal. The County may ask some Respondents to give presentations about their Proposals. The County may also ask for the Best and Final Offers and/or Negotiate with the top-scoring Respondent(s) if needed.

Criteria and possible points:

6.6 6.7

6.7.1 Organizational Details (15 points)

· Mission, vision, and relevant work align with project goals and school-based mental health.

· Eligibility requirements are clearly met (e.g., years of service, billing experience, student reach). Organizations who do not meet all the eligibility requirements will not have their proposal reviewed.

· Demonstrated capacity to meet the $100,000 in-kind contribution requirement.

6.7.2 Project Narrative (70 points)

· Service Delivery Model

· Includes therapy modalities, service environments, and referral timeline.

· Focus Populations & Engagement Strategy

· Prioritizes underserved areas and demonstrates outreach approach.

· Billing & Access

· Includes approach to insurance billing, and mitigation of financial barriers (e.g., co-pays/deductibles).

· Staffing Plan

· Describes current Arizona-licensed staffing capacity or includes a strong plan/timeline for hiring.

· Performance Measurement & Evaluation

· Uses existing systems, lists required metrics, and proposes a vaping-related measure.

· Telehealth Technology & Security

· Clearly outlines platform, privacy protocols, and uses plain language for any technical terms.

· Narrative Quality

· Narrative is complete, concise, and responsive to each section.

· Implementation Plan

· Tasks and milestones are specific, realistic, and aligned with the Scope of Work

· Includes a timeline for outreach, training, and technical assistance

· Identifies at least two anticipated barriers and clear mitigation strategies

6.7.3 Budget (15 points)

· Budget is aligned with project activities and does not include unnecessary expenses.

· Clearly explains spending categories and includes justification for expenditures.

· Expenses follow allowable guidelines (indirect does exceed 15%, no food, travel policy compliance)

NOTE 1: RESPONDENTS ARE REQUIRED TO USE ATTACHED FORMS TO SUBMIT THEIR PROPOSAL.

NOTE 2: RESPONDENTS ARE STRONGLY ENCOURAGED TO REVIEW MARICOPA COUNTY’S PROCUREMENT ADMINISTRATIVE INFORMATION PRIOR TO SUBMITTING A BID. FOR THIS INFORMATION, GO TO: (https://www.maricopa.gov/DocumentCenter/View/6453).

ATTACHMENT A

BUDGET DETAIL & NARRATIVE

(TEMPLATE)

ATTACHMENT A, continued

ATTACHMENT A, continued

ATTACHMENT B

PRICING AND RESPONDENT INFORMATION

BIDDER NAME:

VENDOR #, IF KNOWN. LEAVE BLANK IF NOT REGISTERED YET:

BIDDER ADDRESS:

P.O. ADDRESS:

BIDDER PHONE #:

BIDDER FAX #:

COMPANY WEB SITE:

COMPANY CONTACT (REP):

E-MAIL ADDRESS (REP):

PAYMENT TERMS: Net 30

COMPENSATION/FEES: TOTAL REQUESTED

School-Based Mental Telehealth Services $

(As defined herein) (Please fill in)

Respondent's signature below indicates understanding and agreement to perform the services outlined in the Request for Proposal indicated above for the total they have listed above.

Signature (REQUIRED) Date

ATTACHMENT C

AGREEMENT

Respondent hereby certifies that Respondent has read, understands and agrees that acceptance by Maricopa County of the Respondent’s Offer will create a binding Contract. Respondent agrees to fully comply with all terms and conditions as set forth in the Maricopa County Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith made a part of this specific procurement.

BY SIGNING THIS PAGE THE SUBMITTING RESPONDENT CERTIFIES THAT RESPONDENT HAS REVIEWED THE ADMINISTRATIVE INFORMATION AND STANDARD CONTRACT’S TERMS AND CONDITIONS LOCATED AT (http://www.maricopa.gov/DocumentCenter/View/6453) AND AGREE TO BE CONTRACTUALLY BOUND TO THEM.

RESPONDENT (FIRM) SUBMITTING PROPOSAL FEDERAL TAX ID NUMBER DUNS #

PRINTED NAME AND TITLE AUTHORIZED SIGNATURE

CITY STATE ZIP DATE

WEB SITE EMAIL ADDRESS

MARICOPA COUNTY

CHAIRMAN, BOARD OF SUPERVISORS DATE

ATTESTED:

CLERK OF THE BOARD DATE

APPROVED AS TO FORM:

DEPUTY COUNTY ATTORNEY DATE

EXHIBIT 1

BIDNET DIRECT ELECTRONIC SUBMISSION INSTRUCTIONS

Free How To Videos: How to Use Bidnet Direct To Maximize Opportunities | Bidnet Direct | BidNet Direct

When submitting a response (proposal, quote or bid) electronically through the e-procurement platform, it is the sole responsibility of the vendor to ensure that the response, including all necessary attachments, is received prior to the indicated closing date and time, Mountain Standard Time.

Be aware that submitting a password in the e-procurement platform acts as an electronic signature which is just as legal and binding as an original signature (see Electronic Signatures in Global and National Commerce Act for more information).

Vendors must be registered in Maricopa County - Bid Opportunities and RFPs | Bidnet Direct to participate in the bidding process for this solicitation.

Vendors can register for a free account at Maricopa County - Bid Opportunities and RFPs | BidNet Direct.

Registered users will be able to search for bids, access bid information and documents, receive notifications about bids, and submit bids via Maricopa County - Bid Opportunities and RFPs | BidNet Direct for all open Maricopa County bids.

ONLY RESPONSES THAT ARE SUBMITTED THROUGH PERISCOPE S2G WILL BE CONSIDERED.

For assistance with the e-procurement platform, contact Bidnet Direct Vendor Support during regular business hours: Phone: 1-800-835-4603 and press option 2, Email: support@bidnet.com; or visit the https://idp.bidnetdirect.com.

EXHIBIT 2

OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY

1.0 All contract-related travel plans and arrangements shall be prior-approved by the County Contract Administrator.

2.0 Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District (County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA) domestic per diem rates for Phoenix, Arizona. Contractors must access the following internet site to determine rates (no exceptions): (www.gsa.gov).

2.1 Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be reimbursed. They should be included in the contractor’s hourly rate as an overhead charge.

2.2 The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or incidentals.

3.0 Commercial air travel shall be reimbursed as follows:

3.1 Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when preapproved in writing by the County Contract Administrator as a result of the business need of the County when there is no lower fare available.

3.2 The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the time of contract signing) will be reimbursed. Under no circumstances will the County reimburse for airfares related to transportation to or from an alternate site.

3.3 The County will not (under no circumstances) reimburse for Contractor guest commercial air travel.

4.0 Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, not for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the same travel period will not be permitted without prior written approval by the County Contract Administrator.

4.1 Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor. The County will not reimburse contractor if the contractor chooses to purchase this coverage.

4.2 Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle is necessary for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain pre-approval in writing from the County Contract Administrator prior to rental of a larger vehicle.)

4.3 County will reimburse for parking expenses if free, public parking is not available within a reasonable distance of the place of County business. All opportunities must be exhausted prior to securing parking that incurs costs for the County. Opportunities to be reviewed are the DASH; shuttles, etc. that can transport the contractor to and from County buildings with minimal costs.

4.4 County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking will not be reimbursed) airport parking only if it is less expensive than shuttle service to and from the airport.

4.5 The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s) or other any transportation costs.

5.0 Contractor is responsible for all costs not directly related to the travel except those that have been pre-approved by the County Contract Administrator. These costs include (but not limited to) the following: in-room movies, valet service, valet parking, laundry service, costs associated with storing luggage at a hotel, fuel costs associated with non-County activities, tips that exceed the per diem allowance, health club fees, and entertainment costs. Claims for unauthorized travel expenses will not be honored and are not reimbursable.

6.0 Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in individual contracts.

7.0 Contractor shall provide, (upon request) with their invoice(s), copies of receipts supporting travel and per diem expenses, and if applicable with a copy of the written consent issued by the Contract Administrator. No travel and per diem expenses shall be paid by County without copies of the written consent as described in this policy and copies of all receipts.

EXHIBIT 3

DRAFT CONTRACT

SEE EMBEDDED WORD FILE FOR DRAFT CONTRACT

This is for informational use only – you DO NOT need to include this with your response.

EXHIBIT 4

INSURANCE CERTIFICATE EXAMPLE

image1.png image2.emf

Attachment A, Budget Detail and Narrative Template - 250108.xlsx Budget Cover

Contract # and Title: PH RFP 250108 School-Based Mental Telehealth Services

INSTRUCTIONS:

Green fields should be filled with appropriate info. Any exisiting text is there as an example and can be edited.

Grey fields are automatically calculated. Do not input info here.

Organization Information

Date Prepared:

Organization Name:

Budget at a Glance

Personnel: $ - 0

Supplies & Materials: $ - 0

Equipment: $ - 0

Contractual: $ - 0

Admin: $ - 0

Direct Costs: $ - 0

Indirect Costs: 8% $ - 0

Total Amount Requested: $ - 0

Budget Detail

PH RFP 250108 School-Based Mental Telehealth Services

BUDGET DETAIL

Personnel

Personnel $ - 0 100% $ - 0

Personnel $ - 0 100% $ - 0

Personnel $ - 0 $ - 0

Personnel $ - 0 $ - 0

Personnel $ - 0 $ - 0

Personnel $ - 0 $ - 0

Tot…