Q _ A from 2nd Round Outpatient Services.pdf

Questions and Answers from the 2nd Round of the Statewide Outpatient Services:

1. Hello - our program is in Jefferson County which is not listed but close to a couple of counties listed. Is it worth applying? Thank you!

Answer: Though Jefferson County along with other districts are not listed, we still encourage you to submit a proposal as this is a statewide solicitation being completed in phases. In addition, even though Jefferson County was included in the first round, there is still an opportunity to submit for that district and any others. Vendors may respond if interested in performing services in any District within the State of Colorado. Please note which Districts you are able to perform work in on your price response sheet where indicated.

2. On page 8 of the RFQ - it states "Contractor shall be a currently certified provider by the Colorado Office of Behavioral Health or the new Behavioral Health Administration per House Bill 22-1278. All providers will have to maintain a license through BHA not later than July 1, 2024." We currently provide services throughout Colorado. However, we do not have a license through BHA. Does this disqualify us?

Answer: Depending on the types of services you provide, if you are not sure if you are required to be licensed through BHA, we ask that you reach out to them directly to get assistance.

3. Does each group type need listed separately, or can they be combined into either SA or MH group. Meaning, do we need a separate line for DUI Level II Education group, DUI Track Therapy group, Relapse Prevention group, etc.? Or can we combine all under SA group?

Answer: For submittal, we ask that you list out your services individually and price them accordingly. During the review, we will reach out if we have any questions regarding the pricing.

4. The same question for mental health groups. Do we need a separate line for every type of MH group on the Vender Price Sheet, or can we combine and include all in "MH Group"? Meaning DBT, Anger Management, Co-Occurring, etc. would all be included in MH Group.

Answer: The same as above, we ask that you list them out individually and price them accordingly.

5. My agency is not currently approved for substance abuse outpatient services (as we missed the deadline to submit for the last RFP). We are, however, approved for mental health and CBT services. For this RFP can I just submit for approval for substance abuse outpatient services, or do I need to resubmit for all services??

Answer: Please submit all services that you are qualified to provide that fit within the criteria of the outpatient services solicitation.

6. I am trying to submit a bid for outpatient mental health services. I don’t see any description of what docs I should submit. Thank you so much!

Answer: Please review the checklist that was included with the solicitation as a guideline.

7. Page 2, Section 1 Opportunity, Paragraph A Summary states, “Outpatient services include but are not limited to treatment services in the fields of substance use, mental health, DUI, domestic violence, cognitive behavioral therapy, specialized treatment, and case management, but excludes inpatient and sex offender evaluation and treatment (A more exhaustive list of possible services may be found on the Judicial Website dedicated to this solicitation).

Respondents do not need to provide services in all areas to be eligible for award.”

Would it be acceptable for Respondents who do not propose to offer all requested services to list those services not provided in Section 4 Agreement Exception of the Cover Letter?

If not, please specify which portion of the submittal in which Respondents should identify the services they do not propose to deliver.

Answer: It is not necessary to list out the services you are not providing. Only list what services you will be offering, and for which districts you are able to provide those services to.

8. Page 6, Section 3 Qualification Contents, Paragraph D Detailed Description of Respondent’s Qualifications, Experience and Fees to perform the requested services states, “Provide all information requested in Section 4 below entitled “Evaluation Criteria” and shall also address any additional information requested in “Exhibit A” and “Exhibit B” of the draft contractor agreement.”

All statements contained in “Exhibit A” and “Exhibit B” of the draft contractor agreement appear to be informational and instructional, not eliciting data in any way. Please specify all material in those sections that require a response from the Respondents.

Answer: As this is standard language for our solicitation template, Exhibit A & B for this solicitation is informational only and does not require the vendor to submit something related to it.

9. Page 6, Section 3 Qualification Contents, Paragraph A Qualification Page Limit states, “The qualifications shall be limited to a maximum of twenty (20) pages of text. The page count does not include: Respondent’s cover page/letter; Attachments A and B and Exhibit B if any, financial assurances, resumes, table of contents and section dividers.”

In the interest of meeting the 20-page limit, would it be acceptable for Respondents to insert a single statement in the submission such as “We are not proposing to offer Domestic Violence treatment” in lieu of repeating the specifications for that program followed by that disclaimer in the 20-page document?

Respondent is unable to locate any documents in the RFQ or on the BidNet Direct website labeled Attachment A or Attachment B.

Exhibit B on Page 22 of the RFQ explains the compensation component, but Respondents are required to submit Exhibit F, not Exhibit B, to identify their proposed costs.

Does Exhibit F count against the 20-page limit?

Interpreted literally, many of the required documents listed on Pages 6 to 13 of the RFQ, such as the W-9, insurance certificates, the required facility licenses listed in Section 5, etc. are not identified as being exempt from the count. Do those forms count against the 20-page limit as well?

If Exhibit F and the documents listed on Pages 6 to 13 counts against the 20-page limit, Respondents are left to answer up to 6 ½ pages of specifications typed in the RFQ in very small font (if all services are being proposed) on far less than 20 pages of usable space. Very little room remains for responses after repeating the questions.

Answer: 1. We ask that you please submit what services you are proposing as opposed to those that you are not.

2. As a standard solicitation template, Attachment A & B are non-applicable for this solicitation.

3. Correct, submit Exhibit F to identify your costs.

4. Exhibit F will not be used against the 20-page limit.

5. and 6. While we understand that vendors may go over the 20 page limit, we just ask that you keep your proposal to a minimum using it for the required documents necessary to be evaluated.

10. Page 7, Section 4 Required Information, Paragraph H states, “Do you offer Medicated Assisted Treatment (MAT)? If so, describe the services offered, established protocols, psycho-social treatments that are available and the funding source for MAT services.”

Please identify any circumstances under which the Judicial Department will compensate Respondents for MAT services.

Answer: Each client is reviewed on a case by case basis and historically the client has paid for themselves or through Medicaid.

11. Who do I have do my background check and where and how do I submit it?

Answer: Background checks will not be requested until after an award is made. If an award is made, the background checks will be completed per the Judicial Department’s policy.

12. I have a question regarding section 4 E which states "mental health services - evaluator must have a master's degree in psychology or social work and be licensed..." my question is, does the master's degree need to fall within the scope of psychology? Or does it have to actually be in psychology? All of our providers have either Master of Science or Master of Arts in counseling not psychology, so I wanted clarification. If you could clear that up, I would greatly appreciate it, thanks!

Answer: A master's degree in counseling will be accepted.

13. Addendum 5 states “Corrections made to the following: #6 under B. Cover Letter found in Section 3.

Qualification Contents.”

A word search for “#6” in the old and new documents produces no results. A search for “#” in both documents bring up eight hits, but none are related to the Cover Letter, its contents, or its location in the RFQ. A word search for “Cover Letter” brings up three hits in both documents but the language and location remain unchanged from old to new. Please identify the correction.

Answer: Please see page 6, number 6 titled Qualification Fees/Cost to the Judicial Department under B. Cover Letter for the modification.

Original: 6.Qualification Fees/Cost to the Judicial Department: Provide a total cost for services that will be firm for five (5) years. Fees/Costs shall not be evaluated.

Modified: 6.Qualification Fees/Cost to the Judicial Department: Provide the unit costs (hourly, each, class, etc.) for each service you provide within the document titled Exhibit F. Vendor Price Sheet. Fees/Costs shall not be evaluated.

14. Section 5. Evaluation criteria states "To be considered complete, your qualification packet must include all of the following items, or the submittal will be deemed incomplete".

Section C lists that we be licensed by the DVOMB board.

If we are not responding to provide Domestic Violence services, are we required to have the DVOMB license? This is unclear, since there is an "N/A" option on the checklist, but in Section 5 it seems to be required.

Answer: DVOMB licenses are required for those who will be providing Domestic Violence services. If you are not a Domestic Violence provider, you will not be required to submit that license and therefore marking it as N/A will be acceptable in order to evaluate.

15. Hello, Page 6 (B. 6) of the RFQ states the fees must be titled Exhibit F. Vendor Price Sheet.

However, there is no section called Exhibit F within the RFQ, and the fees appear to need to be listed on Exhibit B (page 22). Can you please clarify?

Answer: Exhibit F. Vendor Price Sheet is where you will enter your pricing, and it is a separate excel spreadsheet included with all the solicitation documents. Exhibit B. is incorporated within the solicitation and will be found in Section 8. Sample Contractor Agreement. The Contractor Agreement along with Exhibit A. and Exhibit B. will be used and completed by our contract management unit when an award is made.

16. Page 5, Section 3 Qualification Contents states “Respondents are required to follow the format and process specified below. The content of the qualifications must be clear, concise and complete. Qualifications not submitted in the manner described herein may be considered non-responsive and be subject to rejection. Each section of the qualifications shall be organized to correlate with the following sections.

Paragraph B Cover Letter Not to exceed two (2) pages and shall include the following: 1.

Respondent Contact Information, 2. Understanding of Requested Services, 3. Potential Conflicts, 4. Agreement Exception, 5. Subcontractors, 6. Qualification Fees/Cost to the Judicial Department.

Paragraph C Attachments: Each qualification shall be submitted with the following completed attachments, blank copies of which are provided as separate documents in this solicitation:

Business Organization Statement; Affidavit of Non-Collusion Pricing Response Section;

Exceptions to Agreement, if needed.

Paragraph D Detailed Description of Respondent’s Qualifications, Experience and Fees to perform the requested services: Provide all information requested in Section 4 (pages 6 and 7) below entitled “Evaluation Criteria” and shall also address any additional information requested in “Exhibit A” and “Exhibit B” of the draft contractor agreement.”

Please note that the Outpatient Services Checklist directly contradicts those instructions which, if “not submitted in the manner described herein may be considered non-responsive and be subject to rejection.” While the body of the RFQ requires the Cover Letter to consist of the material outlined in Section 3 repeated above, the instructions provided in the checklist state “Cover Letter (must provide) all information in Section 4.” It appears the checklist incorrectly states Section 4 instead of Section 3, but please clarify.

Answer: This was a typo and has been corrected. It should be Section 3. Modified form has been uploaded.

17. Where and how do I submit the documents for the bid?

Answer: Please submit your bid via BidNet using the Place Bid button.

18. What is the certificate holder name and address for the COI?

Answer: For the bid process, we ask that you provide proof of your insurance matching the contractual requirements. If awarded, The State of Colorado will be the certificate holder as additional insured.

19. If an agency proposes to provide services in multiple areas (e.g., Mental Health and Substance Use), should distinct responses be prepared, or should all proposed services be described and submitted in a single response?

Answer: Please provide only one response, no need to separate it out by services. Exhibit F.

Vendor Price Sheet will allow for multiple types of services to be listed.

20. Page 5, Section 3 Qualification Contents states “Respondents are required to follow the format and process specified below. The content of the qualifications must be clear, concise and complete. Qualifications not submitted in the manner described herein may be considered non-responsive and be subject to rejection. Each section of the qualifications shall be organized to correlate with the following sections…”

Please confirm that the required sections begin with Page 6, Paragraph B Cover Letter and end on Page 12, Paragraph F.16. Please confirm that Page 12, Paragraph 3 Non-Financial Obligations of the Judicial Department, and any other section that follows Page 12, Paragraph F.16 requires no response from vendors.

Answer: There is also Exhibit C. Pricing Response Section found on page 24 that must be completed and submitted within your proposal.

21. Respondent is in receipt Addendum 10 but requests clarification of the answer to Question No.

26. Page 5, Section 3 Qualification Contents states “Respondents are required to follow the format and process specified below. The content of the qualifications must be clear, concise and complete. Qualifications not submitted in the manner described herein may be considered non-responsive and be subject to rejection. Each section of the qualifications shall be organized to correlate with the following sections…”

Please confirm that all sections that follow Page 12, Paragraph F.16, to include Page 12, Paragraph 3 Non-Financial Obligations of the Judicial Department (completion of required forms not withstanding) requires no response from vendors as all succeeding sections appear to be informational and do not elicit a response from proposers.

Answer: To confirm, those sections are within the Scope of Work of what will be the responsibilities of the Contractor and the Colorado Judicial Department when awarded. It is informational and does not require a response from vendors.

22. Can we have clarification on this document regarding the following statement? Respondent has not paid, and will not pay, any fee to any corporation, partnership, company association, organization, or to any member or agent thereof, to effectuate a collusive or sham response.

Answer: What the sentence means is that the vendor is agreeing that they are not colluding with another entity or paying an entity to collude with another entity.