RFP 2026-1600-0028 (revised 8.06.2025).pdf

STATE OF ALASKA

REQUEST FOR PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S “ONLINE PUBLIC NOTICE”

WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER LISTED IN THIS DOCUMENT TO RECEIVE

NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE TO CONTACT THE PROCUREMENT OFFICER MAY RESULT

IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF HEALTH

DIVISION OF BEHAVIORAL HEALTH

PRIMARY CONTACT:

ASHLEY PALEMBAS

PROCUREMENT OFFICER

ASHLEY.PALEMBAS@ALASKA.GOV

(907) 759-3304

BEHAVIORAL HEALTH PROVIDER SUPPORT ORGANIZATION

RFP 2026-1600-0028

ISSUED JUNE 27, 2025 (REVISED 8/06/2025)

THE DEPARTMENT OF HEALTH, DIVISION OF BEHAVIORAL HEALTH, IS SOLICITING PROPOSALS

FOR A BEHAVIORAL HEALTH PROVIDER SUPPORT ORGANIZATION WITH DEMONSTRATED

SPECIALIZED EXPERTISE IN THE BEHAVIORAL HEALTH MEDICAID SYSTEM TO PARTNER IN FULLY

IMPLEMENTING AND REALIZING THE SERVICES AVAILABLE UNDER THE BEHAVIORAL HEALTH

REFORM 1115 WAIVER DEMONSTRATION.

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 MANDATORY REQUIREMENTS

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SEC. 1.13 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 DELIVERABLES

SEC. 3.03 SERVICE LEVEL AGREEMENT

SEC. 3.04 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.05 CONTRACT TYPE

SEC. 3.06 PAYMENT PROCEDURES

SEC. 3.07 CONTRACT PAYMENT

SEC. 3.08 ELECTRONIC PAYMENTS

SEC. 3.09 LOCATION OF WORK

SEC. 3.10 SUBCONTRACTORS

SEC. 3.11 JOINT VENTURES

SEC. 3.12 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.13 CONTRACT PERSONNEL

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.17 INDEMNIFICATION

SEC. 3.18 INSURANCE REQUIREMENTS

SEC. 3.19 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

SEC. 4.05 METHODOLOGY AND MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM C)

SEC. 4.06 VALUE OPPORTUNITY ASSESSMENTS (SUBMITTAL FORM D)

SEC. 4.07 MANDATORY REQUIREMENTS (SUBMITTAL FORM E)

SEC. 4.08 SUBCONTRACTORS (SUBMITTAL FORM F)

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM G)

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS

SEC. 5.05 METHODOLOGY AND MANAGEMENT PLAN

SEC. 5.06 VALUE OPPORTUNITY ASSESSMENT

SEC. 5.07 CONTRACT COST (COST PROPOSAL)

SEC. 5.08 APPLICATION OF PREFERENCES

SEC. 5.09 ALASKA BIDDER PREFERENCE

SEC. 5.10 ALASKA VETERAN PREFERENCE

SEC. 5.11 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 5.12 ALASKA OFFEROR PREFERENCE

SEC. 5.13 COST REASONABLENESS

SEC. 5.14 CONTRACT NEGOTIATIONS

SEC. 5.15 SHORTLISTING

SEC. 5.16 INTERVIEWS WITH CRITICAL TEAM MEMBERS

SEC. 5.17 OFFEROR NOTIFICATION OF SELECTION

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 STANDARD CONTRACT PROVISIONS

SEC. 6.04 BUSINESS ASSOCIATE AGREEMENT (BAA)

SEC. 6.05 QUALIFIED OFFERORS

SEC. 6.06 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.07 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.08 HUMAN TRAFFICKING

SEC. 6.09 RIGHT OF REJECTION

SEC. 6.10 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.11 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.12 ASSIGNMENT

SEC. 6.13 SEVERABILITY

SEC. 6.14 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.15 SOLICITATION ADVERTISING

SEC. 6.16 SITE INSPECTION

SEC. 6.17 CLARIFICATION OF OFFERS

SEC. 6.18 DISCUSSIONS WITH OFFERORS

SEC. 6.19 FEDERALLY IMPOSED TARIFFS

SEC. 6.20 PROTEST

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Health (DOH), Division of Behavioral Health (DBH) is soliciting proposals for a Behavioral Health Provider Support Organization with demonstrated specialized expertise in the Medicaid behavioral health system to partner in fully realizing the services available under the Behavioral Health Reform 1115 Demonstration Waiver. The Behavioral Health Provider Support Organization will:

• Develop strategies to promote and recruit regional 1115 Medicaid providers to bolster access to behavioral health services for all statewide Medicaid beneficiaries.

• Work directly with the State on strategies to improve overall access and service outcomes

• Consider and be familiar with Alaska’s unique geographical and regional complexities

• Consider and be familiar with Alaska’s substantial Tribal Health Organizations and intersection with

Alaska Medicaid

• Assist the State with behavioral health provider enrollment processes, strategies, and quality assurance.

SEC. 1.02 BUDGET

The Department of Health, Division of Behavioral Health, estimates a budget of no more than $1,245,000.00 (excluding travel – see section 3.09) over the initial three (3) year term of this contract. The estimated budget for all eight (8) years is $3,320,000.00 (excluding travel – see section 3.09); any cost proposals priced at more than this amount will be considered non-responsive.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation or federal funding.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 12:00pm prevailing Alaska Time on August 21, 2025. Late proposals or amendments will be disqualified and not opened or accepted for evaluation.

SEC. 1.04 MANDATORY REQUIREMENTS

To be considered responsive for this RFP, an offeror must meet the mandatory minimum requirements that are provided in Submittal Form E – Mandatory Requirements. Failure to meet all these requirements will result in immediate disqualification.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer and least ten days before the deadline for receipt of proposals. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

SEC. 1.07 RETURN INSTRUCTIONS

Offerors must submit their proposals via email. The technical proposal and cost proposal must be saved as separate documents and emailed to doh.procurement.proposals@alaska.gov as separate, clearly labeled attachments. The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 25mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 25 megabytes.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it ahead of time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the above email address to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, it will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the State of Alaska Online Public Notice website.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Time.

mailto:doh.procurement.proposals@alaska.gov

ACTIVITY TIME DATE

Issue Date / RFP Released 6/27/2025 Deadline to Submit Questions 7/21/2025 Deadline for Receipt of Proposals / Proposal Due Date 12:00pm 8/21/2025 Estimated Proposal Evaluations Complete 10/24/2025 Estimated Notice of Intent to Award 11/24/2025 Estimated Contract Issued 12/18/2025

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Health, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.13 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The central purpose of the Division of Behavioral Health (DBH) is to provide a continuum of statewide behavioral health (mental health and substance use) services ranging from prevention, screening, and brief intervention to acute psychiatric care. Included are services for the general population (prevention & brief intervention), individuals experiencing emotional disturbance and emergency/crisis, seriously mentally ill adults, seriously emotionally disturbed youth, and substance use disorder services for youth and adults.

DBH is committed to improving the quality life of Alaskans through supporting provision of the right service to the right person at the right time. In January 2018, Alaska applied to the Centers for Medicare and Medicaid Services (CMS) for approval of a Substance Use Disorder Treatment and Behavioral Health Program (SUD-BHP) Medicaid Section 1115 Demonstration Waiver at the direction of the Alaska Legislature through SB 74 (2016).

The intent of the waiver was to create a data-driven, integrated behavioral health system of care for Alaskans experiencing serious mental illness, severe emotional disturbance, substance use disorder, co-occurring substance use and mental illness, and at-risk families and children.

Alaska’s original SUD-BHP 1115 Waiver laid out an aspirational plan to improve access to comprehensive behavioral health services by building a Medicaid behavioral health delivery system pointing to integrated and recovery-oriented care and aligning with evidence-based best practices.

The state took steps to achieve this vision through an enhanced benefit package authorized by the 1115 Waiver, covering a continuum of behavioral health care services emphasizing screening, community-based services, residential treatment when appropriate, and enhanced peer recovery supports. These services are meant to meet people where they are, promoting prevention, early intervention, recovery, and integrated, whole-person care. Despite significant hurdles associated with the state’s historical and geographic context, ongoing workforce shortages, and disruptions caused by COVID-19, the state has been able to make substantive progress toward achieving waiver goals and remains committed to this vision as Alaska has received approval of the extension of the Behavioral Health Reform Waiver.

On March 26, 2024, the state received CMS approval to continue its demonstration efforts through December 31, 2028, and rebranded the 1115 program to the Alaska Behavioral Health Reform Waiver in recognition of the state’s renewed commitment to supporting integrated behavioral health care.

This RFP is looking for a partner that complements the existing DBH team to achieve the goals set forth in the 1115 waiver and work towards greater continuum of care throughout Alaska. DBH works with over 180 providers across the state, including Tribal and non-Tribal providers.

The partnership between Tribal Health Organizations and the State is essential to supporting access to care for Alaskans statewide, especially for rural and geographically isolated communities. The DOH works closely and collaboratively with the Tribal health system on long-term program sustainability efforts, including:

• Maximizing enhanced federal funding for American Indian and Alaska Native peoples through the Medicaid Tribal reclaiming process.

• Collaborating with the Tribes on various health initiatives to address unmet statewide gap needs and ensure equitable access to culturally sensitive care; and

• Engaging in formal Tribal consultation on issues impacting the Medicaid program.

The Behavioral Health Provider Support Organization will be a key partner for continued strategic collaboration with the Tribal Health Organizations and other key stakeholders.

List of Helpful Links

• DBH site

• 1115 BH waiver

Definitions

1. Behavioral Health Services: Services that are necessary to diagnose, correct or diminish the adverse effects of a psychiatric or substance use disorder. This includes services authorized under the Medicaid state plan and 1115 waiver and grant-funded services.

2. Centers for Medicare and Medicaid Services (CMS): The Centers for Medicare and Medicaid Services (CMS) is a division within the United States Department of Health and Human Services. CMS oversees the Medicaid and Children's Health Insurance Program (CHIP) programs.

3. Claim: A request for payment for medical assistance services under applicable state or federal law or regulations, whether the request is in an electronic format or paper format or both.

4. Department: Department refers to the Alaska Department of Health (DOH).

5. Division: Division refers to the Division of Behavioral Health (DBH) within the Alaska DOH.

6. Inpatient: Inpatient refers to a level of care including medical services provided in a 24-hour medically managed setting.

7. Medicaid Management Information System (MMIS): The Department's automated claims processing and information retrieval system.

8. Provider: A person or entity under an agreement with the Department to provide services to participants.

9. Participant: An individual eligible for coverage under any of the Department's behavioral health medical assistance programs included in the scope of this Agreement.

10. Region: one of nine areas across the state as described in the 1115 waiver and listed below.

Region 1 - Anchorage Municipality (Anchorage)

Region 2 - Fairbanks North Star Borough (Fairbanks)

Region 3 - Northern and Interior Region (Fairbanks and Utqiagvik)

Region 4 - Kenai Peninsula Borough (Soldotna and Homer)

Region 5 - MatSu Borough (Wasilla)

Region 6 - Western Region (Kotzebue, Nome, and Bethel)

Region 7 - Northern Southeast Region (Juneau and Sitka)

Region 8 - Southern Southeast Region (Ketchikan)

Region 9 - Gulf Coast/Aleutian Region (Anchorage, Dillingham, and Kodiak)

11. State: Term used to describe the State of Alaska as a party to the contract. See also “Department” and/or “Division.”

12. Substance Use Disorder (SUD): Per the Diagnostic and Statistical Manual of Mental Disorders (DSM-5), a substance use disorder is a problematic pattern of using alcohol or another substance that results in impairment in daily life or noticeable distress.

13. Tribal Health Organization: Tribal organizations that operate Tribal health facilities under the Indian Self- Determination and Education Assistance Act (P.L. 93-638) as signatories to the Alaska Tribal Health https://health.alaska.gov/en/division-of-behavioral-health/ https://www.medicaid.gov/medicaid/section-1115-demo/demonstration-and-waiver-list/80966

Compact, and that qualify as Indian Health Service or Tribal facilities under the Social Security Act Section 1905(b) requirement that the federal government match State Medicaid expenditures for covered services at 100 percent for American Indian/Alaska Native Medicaid beneficiaries.

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The performance of the Behavioral Health Provider Support Organization (BHPSO) vendor, also referred to as the Contractor, will be a critical partner in assisting DBH with fully realizing the services available under the Behavioral Health Reform 1115 Demonstration Waiver. The Behavioral Health Provider Support Organization will:

• Develop strategies to promote and recruit regional 1115 Medicaid providers to bolster access to behavioral health services for all statewide Medicaid beneficiaries.

• Work directly with the State on strategies to improve overall access and service outcomes

• Consider and be familiar with Alaska’s unique geographical and regional complexities

• Consider and be familiar with Alaska’s substantial Tribal Health Organizations and intersection with

Alaska Medicaid Assist the State with behavioral health provider enrollment processes, strategies, and quality assurance.

Contract Activities include:

1. Regional Provider Capacity Development & Support

2. Provider Enrollment and Document Support

3. Staffing Requirements and Other Terms

4. Travel Requirements

Regional Provider Capacity Development & Support

Readiness Phase Upon contract award, the contractor will meet regularly with the State to develop the following:

1. Workplan of deliverables with roles and responsibilities defined

2. Provider outreach strategies including tools, materials and messaging requirements

3. Contractor training needs and resource repository

4. Communication and feedback strategies, including provider survey development and reporting

5. Contractor performance service level metrics and evaluation

6. Other readiness deliverables as mutually agreed upon

Implementation/Operational Phase

1. The Contractor will work with the State to confirm mapping of current and potential 1115 providers by region, including Tribal Health Organizations (THOs).

2. The Contractor will document the provider mapping results in a Provider Mapping Assessment Report to include identification of service gaps and adequacy of provider coverage by provider type and specialty in each of the nine behavioral health waiver regions.

3. The first assessment shall be completed within 90 days of contract award and annually by March 31 thereafter.

4. The Contractor shall develop and maintain an effective and efficient program (Regional Provider Capacity Development & Support Program) for growing statewide provider capacity and support with any willing and qualified providers throughout the Alaska behavioral health statewide regional and hub system. The program should include at a minimum:

• Provider capacity development across the full continuum of behavioral health and substance use disorder treatment services as authorized through the Medicaid State Plan and 1115 waiver to assure access in each region.

• Provider capacity development and outreach efforts include currently enrolled Alaska Medicaid providers, providers not yet enrolled in Medicaid, and telehealth support when appropriate.

• Provider capacity development recommendations should be informed by evidence-based approaches or through market research, including novel provider strategies employed by other state program initiatives.

• Should the Contractor’s capacity development efforts recommend behavioral health service providers from states other than Alaska to address Alaska’s behavioral health network deficiencies, the Contractor must demonstrate that recommended service providers are licensed in the state in which they practice and that their state licensure requirements and scope of practice aligns with Alaska’s licensing requirements for those services. Recruitment of out-of-state providers is subject to DBH prior approval.

5. The Contractor shall document strategies of the Regional Provider Capacity Development & Support Program in a Regional Provider Capacity Development & Support Annual Action Plan, which must be submitted to the State for review and approval prior to finalization.

6. The Regional Provider Capacity Development & Support Annual Action Plan shall include:

• Strategies to address barriers to provider participation throughout Alaska

• Reflect targeted efforts needed for the rural and remote areas of the State, including telehealth

• Address any regional provider capacity issues, whether geographic or specialty driven.

7. Under the authority of the State, the Contractor shall engage in systematic efforts as agreed upon in the finalized Regional Provider Capacity Development & Support Annual Action Plan to recruit behavioral health providers, particularly for regions that have insufficient numbers of willing and qualified behavioral health providers.

8. The Contractor shall demonstrate effort to recruit providers representing culturally and linguistically diverse populations, including indigenous populations.

9. The Contractor shall develop and submit a Regional Provider Capacity Development and Support Activities Report to outline the program activities performed. The report should include:

• The type of provider, location, date and type of engagement/recruitment activity

• Identification of the types of providers or geographic areas that will be targeted for recruitment in the outreach strategy

• Performance/Result of targeted provider recruitment activities

10. The Contractor will meet with the State on a monthly basis to discuss provider recruitment activities and strategy in conjunction with the quarterly activity reports and annual strategies.

11. The Contractor is responsible for creating and maintaining all materials related to the scope of work in this RFP.

Provider Enrollment and Document Support

The Contractor shall assist the State in the development, monitoring, and sustainment of the Medicaid behavioral health (BH) provider network. This includes ongoing support for certified, enrolled, and/or prospective providers. Activities shall focus on provider certification and compliance, accreditation documentation, and enrollment assistance, tracking and quality assurance.

1. The Contractor shall assist current and prospective behavioral health providers with the Alaska Medicaid provider enrollment process, including:

a. Navigating regulation and certification requirements for behavioral health services

b. Requests for Department approval

c. Applications for enrollment with the State of Alaska’s Medicaid Fiscal Agent Contractor

d. Identification of issues, barriers or failures in the above processes.

2. The Contractor shall develop and distribute plain-language educational materials, enrollment flowcharts, and checklists tailored to provider types (e.g., independent practitioners, clinics, tribal health organizations).

3. The Contractor shall create, maintain and report a centralized tracking system (Provider Enrollment Log) to monitor engaged provider’s enrollment progress, flag delays, and record completed steps. This report shall also include strategies for process improvement opportunities identified.

4. The Contractor shall create, maintain and report a Provider Issue-Tracking Log to record provider issues, questions and answers, as well as work with DBH to resolve enrollment-related barriers.

5. The Contractor may assist DBH with provider certification/accreditation and documentation tracking by conducting the following activities:

a. Gather and verify accreditation documentation from new and existing providers (e.g., CARF, Joint Commission, NCQA, COA).

b. Create and manage a searchable repository to house accreditation documentation accessible by the State.

c. Coordinate with DBH staff on follow up actions for providers flagged with potential certification lapses.

d. Ensure documents are current, complete, and accurately linked to each provider’s profile.

6. The Contractor may assist the State with provider enrollment quality assurance checks by reviewing enrollment data provided by the fiscal agent, ensuring providers are enrolled properly according to their application request and documentation. This includes creating, maintaining and reporting a monthly Provider Enrollment Quality Assurance Report that outlines findings of provider enrollment data and identified action items and strategies for corrective action.

7. The Contractor may assist the State with preparation of the future Medicaid provider enrollment portal by doing the following activities:

a. Assist the State with gathering necessary provider information or documents to help ensure a smooth transition.

b. Assist with creating and disseminating behavioral health specific enrollment training and support.

c. Track feedback and issues, submitting regular reports with insights and recommendations.

Staffing Requirements and Other Terms

1. The Contractor shall employ and maintain a sufficient number of qualified staff to perform the work required for this Agreement and supply necessary backup resources to cover gaps when needed.

2. Any positions that become vacant during the life of the contract may be filled on a temporary basis while suitable long-term applicants are being actively recruited. Active recruitment is defined as a role being posted online for application and a biweekly report on recruiting activities being submitted to the State. An interim position must be appointed to fulfill the duties of any vacant Key Personnel roles. Extended vacancies resulting in failure to perform required duties may result in additional remedies under this Contract. Key personnel must:

• Be approved in writing by the State prior to hiring.

• Have appropriate experience, with a preference for experience in Alaska, if possible.

• Be located in Alaska whenever possible.

• Have experience working with American Indian/Alaska Native Tribal health programs.

3. Key Personnel shall consist of the following staff:

• Executive Director who has a minimum of five (5) years’ experience in Medicaid and behavioral health systems, including mental health and substance use disorders and has the analytical skills to perform the goals of this RFP, specifically related to strategic planning and network development. The Executive Director is not anticipated to be full-time dedicated to this contract but is expected to be available for strategic and leadership support to the State and Contractor staff.

• Provider Relations Manager who is full-time dedicated to this contract, who has a minimum of three (3) years’ experience with Medicaid and behavioral health services in Alaska and is responsible for the direction and leadership of strategic relationships with providers across Alaska.

• Other staff dedicated or highly designated to this account to accomplish the goals of this RFP.

4. The following positions shall be included in the proposed staffing plan, providing the State a quantifiable and qualitative proposal for staffing:

• Staff capable and available to respond to provider inquiries within one (1) business day;

• Staff capable to develop and conduct provider recruitment, documentation and support material development for providers;

• Staff in addition to the staff mentioned above to support reporting needs, and perform evaluation activities, including those related to any requested provider surveys;

• Staff person capable of being designated as the Tribal Liaison. This staff person shall have prior experience with the Tribal health system but may also maintain other roles in addition to Tribal Liaison.

• Other staff deemed necessary by Contractor and approved by the State.

5. Contractor shall provide a proposed Staffing Plan and Organizational Chart prior to the contract start date in conformance with the requirements of this Agreement.

6. The Contractor shall make available its Executive Director or representative approved by the State for attendance at, and testimony before, legislative proceedings (can be telephonic if approved by

DBH).

7. The Contractor shall assure that all staff shall have sufficient training in and understanding of the Alaska behavioral health system of care, services available, and the criteria for receiving such services.

8. Contractor will create and provide their staff training plan no later than 60 days of contract start date.

9. Communication Credit: The contractor shall include in their budget a total communication credit of $30,000 to be used throughout the three-year initial term of the contract for mutually agreed upon communication campaigns/materials that are not included in the above scope of work. This amount is not to be included in the cost proposal.

10. Contractor shall develop and submit the Communication Credit Work Plan within 60 days of delivery of the initial Provider Mapping Assessment, and annually thereafter at a mutually agreed upon cadence.

At minimum, it should include the budget breakdown and proposed campaign materials/concepts as they relate to the Regional Provider Capacity Development & Support Annual Action Plan.

Travel and Meeting Requirements:

1. The contractor may need to travel to various provider locations in Alaska, budgeting at least twenty

(20) trips per year for one staff member. Additional travel may be required if determined necessary by the State. Travel to various provider locations shall include both urban and rural communities and is intended to incorporate off the road system locations.

2. The contractor shall make two (2) trips to Juneau or Anchorage, Alaska each year for strategic meetings one (1) day in length, with State staff. The vendor should plan for up to two (2) key personnel to attend each meeting. On-site meetings may become virtual as needed due to State staff scheduling conflicts.

3. Contractor shall submit to the State an Annual Travel Plan as well as Travel Summary Reports.

4. The Contractor shall make available to the State reasonable access to its staff who shall be available to attend scheduled meetings with the State, including:

• Meeting attendance will include readiness meetings, ongoing strategy meetings, annual review meetings, and periodic meetings with stakeholder groups or providers.

• The Contractor shall also attend two on-site meetings with DBH in Juneau or Anchorage, Alaska annually (location determined by DBH). These on-site meetings shall be attended by two (2) key personnel. On-site meetings may become virtual as needed due to State staff scheduling conflicts.

• Contractor will be responsible for keeping and sharing meeting attendance logs, agendas and meeting minutes for all required or requested meetings.

5. The Contractor shall make available staff with decision-making authority to attend meetings with State staff, within 24 hours of notice.

6. The Contractor shall host and facilitate monthly virtual provider meetings, along with DBH staff, to provide operational and/or policy updates, solicit and document any provide feedback, and assist DBH with action items related to the scope of work in this RFP.

7. The Contractor shall host and facilitate, at the request of the State, provider/grantee virtual listening sessions meant to garner feedback on various DBH initiatives.

SEC. 3.02 DELIVERABLES

In accordance with 3.01 Scope of Work above, the awarded Contractor will be required to provide the following deliverables. Offerors should refer to the Scope of Work for the full extent of activities that will be required under the contract.

Regional Provider Capacity Development & Support Participant access to behavioral health services is highly dependent on reliable provider capacity. The Contractor will engage in outreach activities to develop a robust Medicaid provider network for behavioral health services across all nine Behavioral Health waiver regions of the State as specified in the Scope of Work.

To meet its obligations under this deliverable, the Contractor shall:

1. Submit the following reports as outlined in the Regional Provider Capacity Development & Support Scope of

Work Section of this RFP:

Reports Description Timing Provider Mapping Assessment Report

Documents known service gaps and adequacy of provider coverage by

Within 90 days of contract award and March 31 annually type and specialty throughout the 9 regions.

Regional Provider Capacity Development & Support Annual Action Plan

Strategy document that addresses efforts needed to grow provider capacity and address barriers.

Within 60 days of delivery of the initial Provider Mapping Assessment, and annually at a mutually agreed upon cadence.

Provider Capacity Development and Support Activities Report

Documents the Contractor’s efforts to grow and support the provider network, addressing specific types of providers or geographic areas that will be targeted.

Quarterly

2. Submit requests for any out-of-state providers that Contractor wishes to propose for inclusion in the provider network.

Provider Enrollment and Document Support:

1. Submit monthly a Provider Enrollment Log that documents Medicaid provider enrollment progress, flags/delays, completed steps/status, and strategies for process improvements.

2. Submit monthly a Provider Issue-Tracking Log to record provider issues, questions and answers, as well as work with DBH to resolve enrollment-related barriers.

3. Submit monthly Provider Enrollment Quality Assurance Report that outlines findings of provider enrollment data and identified action items and strategies for corrective action.

Staffing Requirements and Other Terms:

1. Submit Staffing Plan and Organizational Chart, as well as contact information for key personnel upon contract start date.

2. Submit Staff Training Plan and materials within 60 days of contract start date.

3. Submit Communication Credit Work Plan within 60 days of delivery of the initial Provider Mapping

Assessment, and annually at a mutually agreed upon cadence. It shall include the budget breakdown and proposed campaign materials/concepts as they relate to the Regional Provider Capacity Development & Support Annual Action Plan.

Travel and Meeting Requirements:

1. Submit an Annual Travel Plan within 60 days of delivery of the initial Provider Mapping Assessment, and annually at a mutually agreed upon cadence that coincides with the Regional Provider Capacity Development & Support Annual Action Plan. This deliverable can be flexible as needed and mutually agreed upon based on feedback from the State and Contractor.

2. Submit a Travel Summary Report quarterly that coincides with the Provider Capacity Development and Support Activities Report and review. Travel Summary Report should at a minimum include:

a. Total number of provider site visits

b. Distribution by region or urban/rural status

c. Key findings and insights from field visits

d. Recommendations or action items based on provider feedback

3. Submit meeting attendance logs/agendas/minutes for all required and requested meetings.

Service Level Agreement Quarterly Reports:

1. Submit the Service Level Agreement Report quarterly from contract start date, as outlined in Section 3.03 in this RFP.

SEC. 3.03 SERVICE LEVEL AGREEMENT

Each service level agreement (SLA) presented below establishes the performance standards required by the State in a particular area. SLAs found below are applicable to the following:

1. Account Management

2. Regional Provider Capacity Development & Support

3. Staff Requirements, Travel and Other Terms

Failure to achieve any performance standard may, at the discretion of the State, result in financial offsets applied to the monthly operating fee in which the infraction occurred.

Service Level Agreement Quarterly Reporting

The Contractor is wholly responsible for monitoring and documenting performance against the SLAs within this RFP. This report is due quarterly. The Contractor must make available all reports and/or data used in the determination of SLA compliance and the calculation of performance. If necessary, the Contractor may provide additional explanation around performance for the State’s review and consideration. The Contractor must submit a Corrective Action Plan to the State for review and approval for any performance standard missed for two consecutive quarters. Corrective Action Plans must be submitted within ten (10) business days of the missed SLA.

Service Level Agreement Fee*

Account Management

Priority Issue Tracking Log (Section 3.01 – 3.02) – Up to the top 3 specific priorities identified by DBH on the priority issues log will be tracked towards resolution for the guarantee. Identified issues are required to be resolved within 90 calendar days of notification from

DBH.

$5,000 for each Priority Issue unresolved within 90 calendar days.

If the priority issue has not been resolved within 90 calendar days, an additional penalty of $500 per day, per issue will be assessed, up to a total of $10,000 per issue.

Provider Capacity Development and Support Reports

Submit the Provider Mapping Assessment Report within 90 days of contract award and March 31 Annually thereafter.

A $500 penalty will be assessed for each late submission, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Submit the Provider Capacity Development and Support Activities Report on a quarterly cadence.

A $500 penalty will be assessed for each late submission, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Submit the Regional Provider Capacity Development & Support Annual Action Plan within 60 days of delivery of the initial Provider Mapping Assessment, and annually thereafter at a mutually agreed upon cadence.

At a minimum, the action plan shall include the number of provider recruitment calls and site visits planned/executed, the outreach strategies that were

A $1,000 penalty will be assessed for each late submission, plus $1,000 for each additional month it remains outstanding, not to exceed $12,000 per calendar year.

utilized, the type and specialty of providers to be contacted, a regional breakout of recruitment activity, and the strategy for telehealth recruitment.

Provider Enrollment and Document Support

Submit Provider Enrollment Log monthly. A $500 penalty will be assessed for each late report, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Submit Provider Issue Tracking Log monthly. A $500 penalty will be assessed for each late report, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Submit Provider Enrollment Quality Assurance Report monthly.

A $500 penalty will be assessed for each late report, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Staff Requirements, Travel and Other Terms

Submit Staff Training Plan and materials within 60 days of contract start date.

A $500 penalty will be assessed for late submission, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Submit Communication Credit Work Plan within 60 days of delivery of the initial Provider Mapping Assessment, and annually thereafter at a mutually agreed upon cadence that includes the budget breakdown and proposed campaign materials/concepts as they relate to the Regional Provider Capacity Development & Support Annual Action Plan.

A $500 penalty will be assessed for each late submission, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Submit the Annual Travel Plan within 60 days of delivery of the initial Provider Mapping Assessment, and annually thereafter at a mutually agreed upon cadence that aligns with the Regional Provider Capacity Development & Support Annual Action Plan.

A $500 penalty will be assessed for each late submission, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

Submit a Travel Summary Report quarterly that coincides with the Provider Capacity Development and Support Activities Report and review.

A $500 penalty will be assessed for each late submission, plus $500 for each additional month it remains outstanding, not to exceed $6,000 per calendar year.

*The total fees at risk will not exceed a total of 5% of annual fees.

SEC. 3.04 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award for approximately three (3) years, with five (5) one-year optional renewals. Renewal options are at the sole discretion of the state.

Any extension of the contract beyond the exercised renewal options will be upon mutual agreement between the State and the contractor and effected with a contract amendment processed by the procurement officer and signed by both parties. All other terms and conditions of the contract, including those previously amended, shall remain in full force and effect. Unless otherwise agreed to by both parties, the procurement officer will provide written notice to the contractor of the intent to cancel an extension at least 30 days before the desired date of cancellation.

SEC. 3.05 CONTRACT TYPE

This contract is a firm-fixed price contract.

SEC. 3.06 PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice has been approved by the project director.

SEC. 3.07 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Health or the Commissioner's designee. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

For agreements over $500,000, under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

SEC. 3.08 ELECTRONIC PAYMENTS

The State of Alaska prefers vendors receive payment via Electronic Funds Transfer (EFT). The contractor may review information concerning the EFT process and access the Electronic Payment Agreement Form for Vendors at the following link: https://doa.alaska.gov/dof/vendor.html.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 3.09 LOCATION OF WORK

The location(s) the work is to be performed, completed and managed is at the contractor’s workplace.

The state will not provide workspace for the contractor. The contractor must provide its own workspace.

Travel will be required for work on this contract (see section 3.01 – Scope of Work, Travel and Meeting Requirements). The state estimates a budget for travel costs to be approximately $60,000 per year. Offerors must not factor travel costs into their cost proposal; it will be added to the not-to-exceed amount of the awarded contract. When required, the project director will notify the contractor and all travel must receive prior approval from the project director.

Travel related costs will be billed as a pass-through charge and paid in accordance with the Alaska Administrative Manual (AAM) 60, which allows for reimbursement for coach airfare, lodging cost, ground transportation cost (rental car, taxi, parking, etc.) and meal and incidental expenses. The contractor will use good faith, diligent effort to minimize airfare and lodging costs, and for meal and incidental expenses, the contractor will be paid $60 per https://doa.alaska.gov/dof/vendor.html day per employee that is traveling. All costs referenced herein must be itemized and added as separate lines on the invoice.

No reimbursement shall be made for alcoholic beverages, entertainment, or what might be otherwise considered normal living expenses.

In a situation where travel must be extended because contractor’s personnel is weathered in or delayed from return due to another natural disaster, the contractor will be allowed to bill for travel costs in accordance with this section. No additional charges shall be allowed.

By signature on their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must submit a request, set out in a separate document in their proposal, that provides a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason that is necessary.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.10 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must complete the Submittal Form identified in Section 4.02 of this RFP.

An offeror's failure to provide this information with their proposal may cause the state to consider their proposal non-responsive and reject it.

Subcontractor experience shall not be considered in determining whether the offeror meets the requirements set forth in Submittal Form E – Mandatory Requirements.

If a proposal with subcontractors is selected, the state may require a signed written statement from each subcontractor that clearly verifies the subcontractor is committed to provide the good or services required by the contract.

The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the project director or procurement officer.

Note that if the subcontractor will not be performing work within Alaska, they will not be required to hold an Alaska business license.

SEC. 3.11 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.12 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.13 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director or procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE

DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract.