RFP 2027-MH-0001 Residential Services - Final.pdf

REQUEST FOR PROPOSALS

2027-MH-0001

SPECIALIZED RESIDENTIAL SERVICES

Issue Date: July 14, 2026

Commodity Code: 95262 Mental Health Services

Purchasing Agency: Richmond Behavioral Health Authority

107 South Fifth Street

Richmond, VA 23219

Contract Specialist: Dawn M. Parent, VCO, VCARM Dawn.Parent@rbha.org

(804) 343-7647

Location where work will be performed: Various locations

Initial Period of Contract: From initial award through twenty-four (24) months with three renewal options.

SEALED PROPOSALS WILL BE RECEIVED UNTIL 2:00 PM, August 11, 2026, for services described herein. Refer to Section IV for important submission requirements.

PROPOSAL SUBMISSION:

ELECTRONIC SUBMISSION is available through eVA (https://eva.virginia.gov). Original, non-redacted copies must be included with submission. (All vendors must be registered in eVA. See Section VIII Special Terms & Conditions, item 11). Vendors must contact eVA Customer Care with any issues or questions. Late submittals will not be accepted by electronic submission, nor will they be accepted by RBHA.

MAIL DELIVERY HAND DELIVERY, FEDEX, UPS

Richmond Behavioral Health Authority Richmond Behavioral Health Authority Attn: Dawn Parent, Purchasing Attn: Dawn Parent, Purchasing 107 S 5th Street 420 E Cary Street Richmond, Virginia 23219 Richmond, Virginia 23219 Monday – Friday 8:00 am – 4:30 pm Monday – Friday 8:00 am – 4:30 pm

The bidder shall ensure that bids are received at the location indicated by the date and time listed herein.

If an addendum is issued to this RFP, it is the responsibility of the Offeror to provide acknowledgement of that addendum as part of the proposal submission.

PREPROPOSAL CONFERENCE: A pre-proposal conference is not planned. Reference Section VI.

In compliance with this request for proposal and with all the conditions imposed therein, the undersigned firm hereby agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

mailto:Dawn.Parent@rbha.org

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Further, the undersigned firm hereby warrants and certifies that –

(1) All information provided below and in any schedule attached hereto is true, accurate and complete;

(2) The individual signing on Offeror’s behalf is authorized to bind the Offeror in any and all contractual matters relating to this Request for Proposals;

(3) The Offeror, the individual signing on behalf of the Offeror, or any officer of the firm does not have any business or personal relationships with any other persons, including RBHA employees, officers or executives; or companies that are in conflict with the Commonwealth of Virginia’s Conflict of Interest

Act or of any RBHA terms and conditions;

(4) The Offeror has not employed or retained any firm or person other than a bona fide employee working solely for the firm to solicit or secure this contract and has not paid or agreed to pay any firm or person other than a bona fide employee working solely for the firm any fee, commission, percentage, brokerage fee, gifts or other consideration contingent upon or resulting from the award or making of this contract.

For breach or violation of this warranty, RBHA shall have the right to annul or void any resulting contract without liability or, in its sole discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

If the Offeror knowingly makes a material misrepresentation in submitting information to the Authority, such misrepresentation will be sufficient grounds for rescinding an award to the Offeror.

OFFEROR INFORMATION:

(Official Signature) Print Name

Title Date

Name of Firm (Offeror) Federal Identification Number

Offeror Business Address

Print Telephone Number Facsimile

Email Address

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a

Offeror or Bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

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TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. STATEMENT OF NEEDS

IV. PREPARATION AND SUBMISSION OF PROPOSALS

V. EVALUATION, SELECTION AND AWARD PROCESS

VI. PRE-PROPOSAL CONFERENCE

VII. GENERAL TERMS AND CONDITIONS

VIII. SPECIAL TERMS AND CONDITIONS

IX. METHOD OF PAYMENT

X. COST AND PRICING INFORMATION:

XI. ATTACHMENTS

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I. PURPOSE

A. Purpose: The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified offerors to establish a contract through competitive negotiation to furnish and provide the operation of a specialized Assisted Living Facility (ALF) with ten (10) mixed gender adults living with active and/or acute symptomology related to serious mental illness and may have recently discharged from a private or public psychiatric hospital. The services shall be provided for the Richmond Behavioral Health Authority

(RBHA/Authority), a public body within the Commonwealth of Virginia.

II. BACKGROUND

A. History: Richmond Behavioral Health Authority (RBHA) was established in July 1996 by City of

Richmond City Council resolution. Prior to that time, RBHA services were provided as a part of City government. RBHA is licensed by the Virginia Department of Behavioral Health and Developmental

Services and is the statutorily established public entity responsible for providing mental health, developmental disabilities, and substance abuse and prevention services to the citizens of the City of

Richmond. Integrated services are available for adults, children, and families through a central intake unit at the RBHA main office. Services are provided directly by RBHA staff and through contracts with vendors and/or service providers in the community. Funding sources include consumer fees, Commonwealth of Virginia, local, federal and state grants and the City of Richmond. RBHA employs approximately 900 employees throughout area facilities: Main Office at 107 S 5th Street, Admin Office at

420 E Cary Street, substance use treatment services at the North Campus at the corner of Rady Street and

5th Street; Opioid Treatment Program at Recovery Plus – 15 W Cary Street, Outpatient Treatment Center

- 2000 Mecklenburg Street, day services at the Marshall Center in Richmond, VA and developmental services at three REACH facilities and Administration location in Chesterfield County.

B. The estimate annual budget is $400,000 (July 1 through June 30).

C. The contractor shall provide a living facility within the limits of City of Richmond, VA to provide comprehensive residential programming. These individuals are adults with serious mental illness, who may have a co-occurring substance use disorder and are unable to reside in more independent residential settings. The contractor will work in concert and collaboratively with RBHA to provide support to stabilize the residents in this type of community-based setting, improve their level of functioning, and reduce the rate at which the residents may require inpatient psychiatric care in the future. A combination of resident choice and assessed clinical need will determine the resident’s length of stay (LOS) in the program.

D. Target Population: The specialized ALF serves individuals ready for discharge from a private or public psychiatric hospital or ready for re-entry from incarceration who have severe and persistent mental illness, co-morbid medical conditions, a history of high-risk behaviors which may include criminal justice involvement, and possible co-occurring substance use disorder and/or developmental disability. These individuals may have a history of nonadherence with medication, multiple hospitalizations, and/or incarcerations as well as a history of aggressive or violent behaviors that have since stabilized.

E. Desired outcome: RBHA intends to award a contract to the Offeror who is determined to most closely satisfy the needs of the Authority based on criteria specified herein and factors other than lowest cost.

RBHA may waive specific requirements as deemed in its best interest.

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III. STATEMENT OF NEEDS

A. RBHA requires the services of a qualified firm to provide the operation of ALF services to the Authority on an as needed basis. It would be preferred for the contractor to be licensed through DSS to provide both residential and assisted living care (level 11 and 12).

B. Scope of Work:

1. The Contractor shall provide specialized residential programming for a ten (10) bed mixed gender facility within the City of Richmond. The programming shall include behavior management, daily living support, planned and structured recreation/socialization activities, and residential support services. All stays are subject to utilization, review protocol and approval. As a minimum, the following services shall be provided by qualified and experienced staff to all residents in the program:

• Residential care that meets the daily living needs of the residents – 24 hours/day;

• Accessing Crisis Services – on an as needed basis;

• Medication administration – daily;

• Behavioral management activities – on an as needed basis;

• Structures/planned therapeutic recreational/socialization activities – weekly;

• Client care management/discharge planning – daily in collaboration with community support systems and service providers; and

• Outreach to all appropriate support systems, family, and service providers – within 24 hours of admission and as needed;

• Provide or coordinate transportation to and from appointments and activities;

• Hold monthly scheduled treatment team meetings with ALF Administrator, Case Manager, and Psychiatric Provider to review each resident.

2. The Contractor shall provide each resident with a secure, sanitary, hospitable environment that includes comfortable rooms, nutritious meals, assistance with personal hygiene, supervised activities, and ensure that the residents’ basic human rights are protected. The facility must be substance free, and staff will not allow residents to smoke in the building. The facility operations shall practice universal health precautions.

3. The Contractor will notify RBHA staff within 24 hours of any major changes in the condition of the residents, including resident injuries, self-injurious behavior, aggression, or the onset of medication side effects.

4. The Contractor shall ensure that residents have access to all needed primary health care, including dental care, psychiatric, and other professional services as needed to maintain the client’s well-being.

The Contractor shall secure any medical treatment needed for emerging or emergency medical conditions and immediately notify RBHA.

5. RBHA case managers, clinicians, physicians, nurses and/or other appropriate staff shall have unrestricted access to the building, and the vendor agrees to allow RBHA to provide on-site services to the residents residing in the facility. The vendor is expected to share all client documentation including the daily medication logs with appropriate RBHA staff.

6. Admissions. The Contractor shall accept new referrals and admissions to fill vacant beds on a 24-hour a day, 365 days a year basis. The vendor and RBHA will jointly review the referrals and approve the

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7. Must consider all referrals from the state and/or private hospitals and develop a plan for admission to the RBHA unless the individual referred presents a demonstrable level of behavioral or psychiatric risk or clearly documented medical need that exceeds the reasonable capacity of the Provider.

Contractor will work with RBHA to create exclusionary criteria for admissions to facility.

8. The Contractor shall maintain the appropriate licenses from the Department of Social Services and/or the Department Behavioral Health and Developmental Services. Copies shall be provided to RBHA as required. The Contractor shall immediately advise RBHA of the results of all regular licensure inspections, and of any changes that may occur in the status of the licenses. The Contractor shall meet all local, state, and federal standards for the service and will forward copies of all licensure and code inspections performed at similar programs operated by the vendor for the past five (5) years.

9. The Contractor shall review existing policies and procedures and provide acceptance or revisions to

RBHA within 15 days from contract award; and annually thereafter. RBHA will review and approved within 25 days following submission.

10. Support Plans: The Contractor shall develop appropriate support plans, in concert with RBHA, in order to attain and maintain physical, mental, and psychosocial well-being for all residents within ten (10) days of admission to the program. RBHA and the Contractor will review these plans on a monthly basis. The plans should address:

• Psychiatric, medication, and pharmacological issues;

• Medical issues;

• Current functioning level of residents;

• Behavioral programming needs; and

• Sequential traditional discharge plans

11. The Contractor shall immediately notify RBHA of any complaints filed by the DSS Office of

Licensure, in addition, to any changes that occur in the status of the Program’s license to operate.

12. Record Keeping:

1) The Contractor shall maintain a record keeping system that complies with all regulatory standards and meets with RBHA approval. RBHA staff shall have access to the records at all times.

2) The Contractor shall maintain individual client records and service information in a complete manner with no less than a 95% accuracy rate. The following information and documentation shall be provided to RBHA as listed below:

• Initial support plan – within 24-hours of admission and final treatment plan within ten

(10) days of admission to RBHA;

• Monthly review of support plans (including progress made on behavioral, functional concerns and discharge plans) – by the 5th day of each month;

• Financial reports – monthly; and

• Monthly program reports including the number of admissions, discharges, bed days used, average length of stay (ALS) ratio) – by the 5th day of each month

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3) Other reports shall be provided to RBHA within five (5) business days following the close of action or request.

C. Personnel:

1. The Contractor shall employ individuals who possess knowledge, skills, and experience in the following areas

• Designing and implementing structured activities for adults with serious mental illness;

• Providing therapeutic support to those targeted adults who may, also, have co-occurring substance abuse and/ or developmental disabilities;

• Planning and implementing behavior management protocols;

• Responding to medication management needs/issues; and,

• Accessing continuum of care that exists in the community for persons with serious mental illness

2. Staffing:

1) The Contractor will submit functional job descriptions for all positions that include minimum job qualifications and a list of job responsibilities along with copies of the results of criminal background investigations.

2) The vendor will ensure that all Program employees are assigned only those duties that are directly related to this contract. Deploying Program employees to perform non-program duties is prohibited

3) The Contractor shall maintain the following minimum staffing patterns:

• Two (2) qualified individuals staffing the facility each day during the hours of 7:00 a.m. to

11:00 p.m.

• One (1) qualified individual each day during the hours of 11:00 p.m. to 7:00 a.m. with immediate access to additional staff if needed.

• Contingency plan in place to account for staff shortages and ensure that licensing regulations are met at all times.

D. Transitional Requirements: The Contractor will submit a transitional plan to RBHA that outlines in detail the approach proposed to assume operations of the program from the current vendor with minimal disruption to the residents residing at the facility.

E. Standards of Performance:

1. Personnel: The Contractor shall include RBHA in decision-making regarding key personnel decisions such as leadership. Substitute personnel shall have equal or greater qualifications and experience than those in the original position.

2. The Contractor shall ensure adherence to all applicable federal, state and local law, ordinance, rules and regulations. Contractor shall notify RBHA when it becomes aware of any change in guiding regulations. Contractor shall comply with all Human Rights Regulations, DSS Service Management

Guidelines and regulations and federal and state recordkeeping and information management regulations.

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3. All personnel assigned to this Contract shall maintain the highest professional and ethical standards relating to all services provided hereunder.

4. The Contractor shall supervise and direct the work under this contract and any subcontractors or subconsultants (collectively Subcontractors) in accordance with the requirements contained herein.

The Contractor is fully responsible for acts and omissions of its Subcontractors and of persons employed by the Subcontractors in the same manner as its own employees.

F. Government Furnished:

1. The Contractor shall furnish all property necessary to perform the services specified herein. RBHA is providing the following equipment or services for use under this Contract:

• RBHA will provide, with resident choice, psychiatric, case management, substance use treatment, peer supports, and psychosocial rehabilitation services.

G. Qualifications:

1. The Contractor shall possess and maintain licensure in the Commonwealth of Virginia by the

Department of Behavioral Health and Developmental Services (DBHDS) and/or the Department of

Social Services (DSS) to provide the services outlined in the Scope of Work.

2. The Contractor shall, at the time of proposal submission or by contract start date, a fully operational program of similar size and nature.

IV. PREPARATION AND SUBMISSION OF PROPOSALS

A. General Instructions:

1. In order to be considered for selection, Offerors must submit a complete response to this RFP that includes: One (1) original (so marked) and six (6) copies of each proposal; One original version in electronic format (USB drive); and one redacted version in electronic form. No other distribution of the proposal shall be made by the offeror. Electronic submission through eVA (Virginia Procurement

Platform) see Section VIII Special Terms & Conditions, item 11. Proposals will not be accepted by facsimile transmission or by electronic mail.

2. Late Proposals: No proposal received after the date and time specified for receipt of offers will be considered. The time a proposal is received in hand is determined by the time stamped on the proposal receipt by the time clock at the Receptionist Desk on the Lobby Level of RBHA. Proposals received late will be not be accepted. RBHA is not responsible for delay in delivery by U.S. Postal Service, private carrier, hand delivery or inter-office mail. It is incumbent upon the Offeror to ensure its proposal is received at the date, time and place specified.

B. Proposal Preparation:

1. Proposals shall be signed by an authorized representative of the firm. All information requested should be submitted. Failure to submit all information requested may result in the Purchasing Agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected.

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Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

2. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Proposals that are not substantive may be considered non-responsive. It is not sufficient for the Offeror to address the proposal in general terms or in terms other than those outlined in the proposal.

3. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be sequentially numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

4. Each copy of the proposal should be bound or contained in a single volume where practical (except price proposal). All documentation submitted with the proposal should be contained in that single volume. Multiple proposals for the same solicitation will not be accepted.

5. Ownership of all data, materials, and documentation originated and prepared for RBHA pursuant to the RFP shall belong exclusively to RBHA and be subject to public inspection in accordance with the

Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act;

however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal. If, after being given reasonable time, the offeror refuses to withdraw the prohibited classification designation, the proposal will be rejected.

6. All proposals submitted in response to this RFP will become the property of RBHA and are not returned. However, if any portion of the proposal is marked "proprietary” and is highlighted, this portion can be returned after award of contract if requested, at the vendor’s expense.

7. Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal. This provides an opportunity for the offeror to clarify or elaborate on its proposal.

This is a fact finding and explanation session only and does not include negotiation. The Purchasing

Agency will schedule the time and location of these presentations. Oral presentations are an option of

RBHA and may or may not be conducted

C. Offeror’s Understanding of the Requirements:

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1. Offerors are responsible for inquiring about and clarifying any requirement of this RFP that is not understood. Oral requests for information will not be accepted.

2. All inquiries must be submitted in writing to Dawn Parent via email at Dawn.Parent@rbha.org with a copy to purchasing@rbha.org. Please include RFP #2027-MH-0001, Specialized Residential

Service, in the subject line.

3. All written inquiries must be received at the Purchasing Office no later than noon on July 21, 2026.

NO FURTHER INQUIRIES WILL BE ACCEPTED AFTER THIS DATE AND TIME. Written answers will be provided by an addendum and posted to https://eva.virginia.gov/ to the See Section

VIII Special Terms & Conditions, item 11. The offerors are responsible for ascertaining the existence of any addendum.

D. Specific Proposal Instructions:

1. Proposals should be as thorough and detailed as possible so that RBHA may properly evaluate the

Offeror’s capabilities to provide the required goods or services. Offerors are required to submit the following items as a complete proposal:

Tab 1: Forms

Return the RFP cover sheet completed and signed as required, including signed addenda acknowledgments, if any.

• A cover letter outlining the contents of the offer, and certification of the firm’s intent to comply with all requirements listed in the RFP

• Completed and signed cover sheet

• Vendor Data Sheet, included as an attachment to the RFP

• State Corporation Commission Form required of all Offerors

• Other forms as required (e.g. Insurance Certificate)

• Provide a narrative explanation of any limitations, exceptions or exclusions of service, and a description of any assumptions made or expectations of RBHA not herein delineated

Tab 2: Qualifications And Experience of Offeror

1) Written narrative statement to include:

• The firm’s organizational structure and history, locations and subsidiaries; legal status (e.g.

corporation, joint venture) and location of primary operation.

• Names, qualifications and experience, and roles of principals.

• Resume of all key staff to be assigned to the project and the roles of the individuals.

2) Litigation/Legal

• Disclose any information about prior or pending legal proceedings or business litigation against the firm, any officer or principal (jointly and separately), or key personnel. Provide an explanation and indicate the current status of disposition.

• Disclose any instances of licensure or code violations, circumstances, and final disposition.

• Copies of recent code inspections at similar facilities.

mailto:Dawn.Parent@rbha.org mailto:purchasing@rbha.org https://eva.virginia.gov/

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Tab 3: Demonstrated Knowledge and Program Requirements

1) Provide details of current or recent (within three years) facilities of similar nature. Provide evidence of licenses, certifications, and approvals for other relevant programs

2) Provide specific plans for providing the proposed services including:

• Provide a detailed narrative describing the firm’s approach to providing the types of services required in the Statement of Needs, including a description of the proposed operational procedures that will ensure that admissions occur 24 hours a day and that services are provided as stipulated in this RFP.

• Describe in detail what, when, and how the services will be performed (e.g. philosophy, multicultural competencies, staffing patterns and qualifications, schedules of therapeutic and activities, etc.)

• A delivery plan for routine daily medication administration, along with medical care to address any emergent or emergency medical needs of the residents.

3) A description of the proposed record keeping and information sharing system that complies with all state and federal standards (including HIPAA). A description of the protocol proposed that ensures an appropriate level of communications with RBHA regarding resident care and contract matters.

4) Clearly identify any proposed equipment or goods including operating parameters, illustrations, etc.

required to satisfy the Statement of Needs.

5) Provide a transition plan and time frame for implementation and completion.

Tab 4: Financial Data and Proposed Price (must be in a separate binder or envelope)

1) Firm’s Financial Data. Provide financial data such as bonding capabilities, Financial Statement or

Annual Report.

2) Proposed Price. A detailed annual budget that shows all anticipated revenues from auxiliary grants, SSI, SSDI, and/or any other sources as well as all expenses associated with this program.

3) A statement or attestation that Discharge Assistance Plan funds will be accepted to cover living and support costs for associated individuals.

4) A narrative description that explains the method used to establish the annual charge. This description must include an explanation of the projected annual reduction due to anticipated revenue.

5) The Offeror’s proposed start-up funds related to the execution of this contract. RBHA may reimburse start-up costs incurred prior to the Offeror taking over the operations of the program. RBHA, however, will only reimburse these start-up costs on an as-needed basis. The response should include a detailed explanation of the need for start-up funding as well as a detailed budget showing the use of all requested funds. The issuance of start-up funds will occur on an approved reimbursement basis only.

Tab 5: Small And Minority Business Utilization

Provide your firm’s plan to use and encourage participation of small, women-owned and minority-owned businesses. Include relevant information such as business name, contact information, anticipated dollar value, roles, etc. RBHA encourages the use of Commonwealth of Virginia DSBSD-certified businesses.

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Tab 6: Additional Information

1) Proprietary Information per Section IV.2.e.

2) Special Qualifications and Licenses. RBHA will only consider prospective providers that are licensed in the Commonwealth of Virginia by the Department of Behavioral Health and

Developmental Services (DBHDS) and/or the Department of Social Services (DSS) to provide the services outlined.

3) Detailed description of how the proposed renovations and repairs will be performed, including the proposed procurement method and completion schedule.

4) Miscellaneous. Provide any additional information or alternatives that are relevant to the delivery of the services desired and that may assist RBHA in the evaluation of the Offeror’s response. RBHA neither requires nor desires promotional literature or other material that is not specific to the solicitation

1. Exceptions (Optional). Provide a narrative explanation of any limitations, exceptions to terms and conditions or exclusions of service, and a description of any assumptions made or expectations of RBHA not herein delineated. The Offeror shall state any exception to any liability provisions contained in the

Request for Proposal in writing at the beginning of negotiations, and such exceptions shall be considered during negotiation. In the case of a proposal for information technology, as defined in Va. Code § 2.2-

2006, Offerors are not required to state in a proposal any exception to any liability provisions contained in the Request for Proposal

2. Identification and Delivery of Proposal:

a. The signed RFP response must be returned in a single, sealed container by the date and time set herein, and identified as follows:

Return Address: Vendor’s name and complete mailing address

Address to: As stated on RFP Title page, “PROPOSAL SUBMISSION”

Lower left: RFP # 2027-MH-0001

RFP Title: Specialized Residential Services

Closing Date: August 11, 2026

b. If an RFP response is mailed, the Offeror takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the response to be disqualified. RFP responses delivered that require an “Additional Postage Due” payment will not be accepted.

c. RFP responses may be hand delivered to the designated location identified on the cover page. No other correspondence or other RFP response should be placed in the envelope.

V. EVALUATION, SELECTION AND AWARD PROCESS

1. Offerors are to make written proposals that present the Offeror's qualifications and understanding of the work to be performed. Offerors should address each evaluation criteria and to be specific in presenting

2027-MH-0001 Specialized Residential Services Page | 13 its qualifications. Proposals should be as thorough and detailed as possible so that RBHA may properly evaluate Offeror’s capabilities to provide the required goods/services

2. As soon as practical following the closing time, RBHA will open and list the proposals for the record.

This is not a public opening.

3. During the evaluation phase, proposals are reviewed by the Evaluation Committee to ascertain which proposals address all the requirements of the RFP, and to conduct an analysis to document the adequacy of the proposals. Proposals deemed technically non-responsive or not as responsive as other proposals may be eliminated at this point. The Evaluation Committee may conduct interviews or site visits with selected Offerors to clarify specific matters presented in the proposals. The Evaluation Committee will use information gained during these discussions, and information presented in the proposal, to rank

Offerors in accordance with criteria stated in the RFP.

4. The Evaluation Committee will use the following evaluation criteria and weighing factors in selecting the firm(s) for negotiation and recommendation for award of the contract:

Criteria Point Weight

1. Qualifications of the Offeror, including background, experience, and expertise

Legal response and financial stability

Prior successful experience of a similar scope and magnitude

References

Résumés of proposed staff

25 pts

2. Technical approach to services

Extent to which the approach satisfies the requirements

Delivery of service (admissions, programming, etc.)

Reporting, quality control

Clear understanding of the work to be performed

25 pts.

3. Specialized qualifications

Licenses and certifications

Implementation

20 pts.

4. Fees for Services 20 pts.

5. Overall quality of proposal 10 pts

AVAILABLE POINTS 100

5. For goods, non-professional services and insurance: Selection will be made of the Offerors deemed fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the RFP, including costs. Negotiations will then be conducted with each of the Offerors so selected. Price will be considered, but may not be the sole or primary determining factor. After negotiations have been conducted with each Offeror so selected, RBHA will select the Offeror which, in its opinion, has made the best proposal and provides the best value, and will award the contract to that

Offeror. Should RBHA determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

The contract awarded will incorporate by reference all requirements, terms and conditions of the solicitation (RFP), all negotiated requirements and the Offeror’s proposals as negotiated.

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VI. PRE-PROPOSAL CONFERENCE

A pre-proposal conference is not scheduled. Potential offerors are encouraged to submit written questions and clarification requests no later than noon on July 21, 2026.

All questions should be submitted to Dawn Parent via email to Dawn.Parent@rbha.org and copy purchasing@rbha.org.

VII. GENERAL TERMS AND CONDITIONS

The following Terms and Conditions are MANDATORY and shall be incorporated verbatim in any contract award:

1. APPLICABLE LAWS AND COURTS: This solicitation and any contract resulting from this solicitation shall be governed and construed in accordance with Virginia law without taking into account conflicts of laws rules. The parties hereto expressly agree that the proper forum for adjudication of matters arising under or relating to the contract resulting from this solicitation shall be the Circuit Court of the City of

Richmond. The Authority may at its discretion, and if agreeable to the Contractor, resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute

Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). The Contractor shall comply with applicable federal, state and local laws and regulations.

2. ANTI-DISCRIMINATION: By submitting its offer, Offeror certifies to the Richmond Behavioral Health

Authority that it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the

Virginians with Disabilities Act, the Americans with Disabilities Act and § 2.2-4311 of the Virginia Public

Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000, the provisions in A. and B. below apply:

A. During the performance of this contract, the vendor agrees as follows:

1) The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin or disabilities, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the vendor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause, including the names of all contracting agencies with which the contractor has contracts over

$10,000.00.

2) The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such vendor is an equal opportunity employer.

mailto:Dawn.Parent@rbha.org mailto:purchasing@rbha.org

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3) Notices, advertisements and solicitations placed in accordance with federal laws, rules or regulations shall be deemed sufficient for meeting the requirements of this Section.

B. The contractor will include the provisions of A. above in every subcontract or purchase order of over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

3. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to RBHA all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Authority under said contract.

4. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of RBHA.

5. ANNOUNCEMENT OF AWARD: Upon the award or decision to award a contract as a result of this solicitation, RBHA will publicly post such notice on the Commonwealth of Virginia’s procurement website (www.eva.virginia.gov) for a minimum of 10 days.

6. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the

Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under

Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

7. AVAILABILITY FUNDS: It is understood and agreed between the parties herein that RBHA shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this contract.

8. CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the contract officer whose name appears on the face of the solicitation, no later than five days before the due date. Any revisions to the solicitation will be made only by addendum issued by the contract officer.

9. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

A. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

B. RBHA may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment http://www.eva.virginia.gov/

2027-MH-0001 Specialized Residential Services Page | 16 to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify RBHA of the adjustment to be sought, and before proceeding to comply with the notice, shall await the RBHA’s written decision affirming, modifying, or revoking the prior written notice. If RBHA decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give RBHA a credit for any savings. Said compensation shall be determined by one of the following methods:

1) By mutual agreement between the parties in writing; or

2) By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

C. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present RBHA with all vouchers and records of expenses incurred and savings realized.

The RBHA shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to RBHA within thirty (30) days from the date of receipt of the written order from RBHA. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Code of Virginia. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by RBHA or with the performance of the contract generally.

10. CURRENCY: Unless stated otherwise in the solicitation, Offerors shall state prices in US dollars.

11. DEBARMENT STATUS: By submitting its proposal, Offeror certifies that it is not currently debarred suspended or otherwise excluded from submitting offers on contracts by any public body of the

Commonwealth of Virginia, nor is it an agent of any person or entity that is currently debarred from submitting offers on contracts by a public body of the Commonwealth of Virginia or by an agency of the

United States of America.

12. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Authority, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which RBHA may have.

13. DRUG-FREE WORKPLACE:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such

2027-MH-0001 Specialized Residential Services Page | 17 prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

14. ETHICS IN PUBLIC CONTRACTING: By submitting its proposal, Offeror certifies that its proposal is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other vendor, supplier, manufacturer or subcontractor in connection with its proposal, and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

15. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting its proposal, Offeror certifies that it does not and shall not during the performance of this contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the Federal Immigration

Reform and Control Act of 1986 (the “Act”) or otherwise violate the provisions of the Act.

16. INSURANCE: By signing and submitting a proposal under this solicitation, the Offeror certifies that, if awarded a contract, it shall procure and maintain, at its sole expense, insurance with insurers authorized to transact business in the Commonwealth of Virginia and having an A.M. Best rating of A- VII or better. Coverage shall remain in force throughout the term of the Contract and any renewal periods.

Prior to commencement of services, the Contractor shall furnish Certificates of Insurance evidencing the required coverage. Richmond Behavioral Health Authority ("RBHA"), its officers, officials, employees, and agents shall be included as Additional Insureds on the Commercial General Liability and

Umbrella/Excess Liability policies on a primary and non-contributory basis. Coverage shall not be canceled or materially reduced without at least thirty (30) days' prior written notice to RBHA (ten (10) days for non-payment of premium were permitted by law).

MINIMUM INSURANCE REQUIREMENTS

1. Workers' Compensation - Statutory Workers' Compensation coverage as required by the

Commonwealth of Virginia.

2. Employers Liability

• $500,000 Each Accident

• $500,000 Disease – Policy Limit

• $500,000 Disease – Each Employee

3. Commercial General Liability - Occurrence Form

Minimum Limits:

• $1,000,000 Each Occurrence

• $2,000,000 General Aggregate

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• $2,000,000 Products/Completed Operations Aggregate

Coverage shall include:

• Premises and Operations

• Independent Contractors

• Contractual Liability

• Personal and Advertising Injury

• Products/Completed Operations

4. Automobile Liability - Owned, Non-Owned and Hired Vehicles

Minimum Limit:

• $1,000,000 Combined Single Limit

5. Professional Liability (Medical/Behavioral Health Professional Liability) - Applicable to all licensed professionals providing services under this contract, including but not limited to physicians, psychiatrists, psychologists, nurses,…