RFP 23_0170_5 BHU Telehealth Clinical Support.pdf

Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSAL

RFP NO. 23-0170-5

ANNUAL CONTRACT FOR TELEHEALTH SERVICES FOR

THE CHATHAM COUNTY BEHAVIORAL HEALTH UNIT

(BHU) (funded in whole or in part by the American Rescue Plan

Act)

PRE-PROPOSAL CONFERENCE (AUDIO AVAILABILITY

ONLY): 10:00 A.M., NOVEMBER 28, 2023

PROPOSALS RECEIVED BY: 5:00P.M. DECEMBER 19, 2023

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1619

DATE: November 15, 2023 RFP NO.: 23-0170-5

GENERAL INFORMATION FOR REQUEST FOR QUALIFICATIONS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., DECEMBER 19, 2023. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

This project is funded in whole or in part by the American Rescue Plan Act.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

An audio pre-proposal conference has been scheduled for 10:00A.M., NOVEMBER 28, 2023.

Representatives from Chatham County will be in attendance. Attendance assures that all competitors hear the same information, can ask questions and suggest constructive changes to the solicitation. Participants may attend by calling 1-888-585-9008, conference room code 743-

636-882, to discuss the specifications and resolve any questions and/or misunderstanding that may arise. Participants attending remotely are asked to mute phones when not speaking, in consideration of others. You are encouraged to attend.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the

County may extend the response schedule. An addendum will be issued setting forth the new date and time.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors/consultants to make maximum feasible use of minority businesses and qualified minority employees. The terms "disadvantaged business", "minority business enterprise", and

"minority person" are more specifically defined and explained in the Chatham County Purchasing

Ordinance.

https://chathamcountyga.bonfirehub.com/portal

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

https://chathamcountyga.bonfirehub.com/portal.

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 NOT USED.

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract. Registration with the Georgia Secretary of State does not substitute a business license requirement.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor/consultant and/or subs as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the CONTRACTOR, his agents, representatives, employees or sub-CONTRACTORs. The cost of such insurance shall be included in the Bid.

It is every CONTRACTOR’S responsibility to provide the County Purchasing and

Contracting Division with current and up-to-date Certificates of Insurance and

Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of the contract.

General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (CONTRACTOR’S insurance Broker/Agent).

II. Companies affording coverage (there may be several)

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of

“sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

Minimum Limits of Insurance to be maintained for the duration of the contract:

Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a CONTRACTOR or Tenant. This policy coverage includes: premises and operations, use of independent CONTRACTORS, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the CONTRACTOR while performing within the scope of their duties. Employer’s Liability coverage is usually included in Worker’s Compensation policies and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and

Statutory Worker’s Compensation limit.

Commercial Automobile Coverage - Liability and Physical Damage: Coverage insures against liability claims arising out of the CONTRACTOR’S use of automobiles.

Minimum limit: $1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written with coverage symbols 1, 7, 8 and 9 for liability and physical damage coverage. Deductibles should not exceed $1000.00.

Fidelity Bond/Professional Liability: $3,000,000 covers loss due to crime or dishonesty by employee of/or the CONTRACTOR.

Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The

Retroactive date shall also be stated on the Certificate of Insurance.

Extended Reporting Periods: The CONTRACTOR shall provide the County with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option.

Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The CONTRACTOR must ensure the Certificate of Insurance is updated for the entire term of the County.

Insurer Acceptability:

Insurance is to be placed with an insurer having an A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five-year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

Deductibles and Self-Insured Retention:

Any deductibles or self-insured retention must be declared, and approved by, the County.

At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the CONTRACTOR shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

Additional Coverage for Specific Procurement Projects:

a. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

b. Builder’s Risk: (For Construction or Installation Contracts) Covers against insured perils while in the course of construction.

Minimum Limits: All-Risk coverage equal 100% of contract value

Coverage Requirements: Occupancy Clause - permits County to use the facility prior to issuance of Notice of Substantial Completion.

2.12 INDEMNIFICATION: The Contractor/Consultant agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the Contractor/Consultant or its subproposers. The

Contractor’s/Consultant’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations.

Contractor/Consultant further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the Contractor/Consultant or his subs or anyone directly or indirectly employed by any of them.

The Contractor’s/Consultant’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the Contractor/Consultant.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR/CONSULTANT: Instructions for invoicing the

County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor/Consultant will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor/Consultant will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the

Contractor/Consultant for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor/consultant, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into

Georgia and sold to Chatham County by contract. Please consult the State of

Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-

4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-

1623 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the M/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded contractor/consultant is claiming minority status, the contractor/consultant shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator. The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if a current copy of the certification is provided with this solicitation. For additional information concerning Chatham County’s M/WBE Coordinator, please contact Connell Heyward, at (912) 652-7860 or cheyward@chathamcounty.org.

mailto:cheyward@chathamcounty.org

REQUEST FOR PROPOSALS

GENERAL CONDITIONS

SECTION III

3.1 DESCRIPTION AND OBJECTIVES: Chatham County is soliciting proposals for an annual contract for telehealth services to support the staff associated with the Behavioral

Health Unit under the leadership of Chatham County Police Department. The award of a contract will be funded in whole or in part by the American Rescue Plan Act. As such, federal laws, regulations, policies and related administrative practices shall apply.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

Site visits may be requested as part of the interview process.

3.3 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.4 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.5 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.6 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.7 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.8 INQUIRIES: Direct any questions related to this RFP to Ms. Robin Maurer, Purchasing

Director, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Q&A section. Include the RFP number, page, and paragraph number as a reference to each question. DEADLINE FOR ALL

QUESTIONS IS ten days prior to due date.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.9 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.10 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents’ overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractors/consultants and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The contract award will be for one (1) year with the option to renew for four (4) additional one (1) year terms. The first year of the contract will be funded in whole or in part by the American Rescue Plan act and all subsequent years will be based on available funding by the County. All expenses must be included in the budget approved by Chatham County. Chatham County reserves the right to authorize funding on an annual basis, based upon, but not limited to, satisfactory contractor performance, availability of funds and demonstrated geographic need.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER: You should provide at least a one (1) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter. As a minimum, this section should include the name, address, telephone number and fax number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this RFP and the contract requirements, and how the Proposer intends to meet the RFP requirements.

4.5.2 EXPERIENCE AND QUALIFICATIONS - TOTAL POSSIBLE POINTS: 20:

The proposal must demonstrate an understanding of program requirements and the needs of the population it proposes to serve. This section of the proposal should establish the ability of the proposing organization to satisfactorily perform the required work by reasons of experience in performing the work of the same or similar nature. Specific and required elements of this section include the following:

A. Provide a brief profile of the organization, including the types of services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size, and location of offices; and number of employees.

B. Provide a general description of the organization’s current financial condition; identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede the ability to complete the project.

C. Describe the organization’s experience in performing work of a similar nature to that solicited in this RFP and the participation in such work by the key personnel proposed for the assignment to this project. Highlight the organization’s and key personnel’s experience with the work or services identified in the Scope of Services.

4.5.3 PROPOSED STAFFING AND PROJECT ORGANIZATION - TOTAL

POSSIBLE POINTS: 20:

This section of the proposal should establish the method that will be used to manage the project as well as identify key personnel assigned and their qualifications. Specific and required elements include the following:

A. Provide education, experience, and applicable professional credentials of proposed project staff.

B. Identify key personnel proposed to perform the work in the specified tasks.

Include the person’s name, current location, proposed position for this project, current assignment, level of commitment to that assignment, availability for this assignment, and how long that person has been with the organization. The

County reserves the right to review, approve and/or designate the positions and functions deemed to be “key” to the project and request information concerning key personnel not listed as such by the proposer.

C. Furnish brief biographies of key personnel identified above, highlighting any applicable experience based on the scope of work, total years of experience, years of experience with current organization, and representative projects comparable to the scope of work, registrations or certifications.

D. Include a statement that key personnel will be available to the extent proposed, or designated by the County, for the duration of the project, acknowledging that no person designated as “key” to the project shall be removed or replaced without the prior written concurrence of the County.

E. Demonstrate that staff can be diverse and culturally competent.

F. Describe what languages the clinicians speak and/or what interpreter system is used.

4.5.4 PROJECT APPROACH AND WORK PLAN – TOTAL POSSIBLE

POINTS: 15:

This section of the proposal shall provide a narrative that addresses the scope of services and shows a clear understanding of the project needs and requirements.

Specific and required elements include the following:

A. Describe the telehealth services offered, including consultation, treatment and referral services.

B. Describe any platforms utilized (e.g., web, mobile app, video, phone, chat, etc.). Describe the security profile of the platform and how it maintains

HIPPA requirements.

C. Detail the crisis protocol and describe what is expected from clinicians in the event of an acute crisis. Provide a detailed scope of services in terms of concerns, diagnoses/presenting concerns, types of treatment, diagnoses excluded from treatment, etc.

D. Describe your hours of operations and ability to be flexible as needed.

E. Describe the average timeline that can be expected during high demand/peak service from the point of contact with the proposer to receiving service.

F. Describe your capacity to successfully carry out the proposed activities within the principles of: cultural competence, community collaboration, client, consumer and family involvement, integrated service delivery, and wellness and recovery.

4.5.5 MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Commitment in the level of MBE/WBE business/firms, subcontractors, consultants and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization in the past.

4.5.6 COST PROPOSAL - TOTAL POSSIBLE POINTS: 25:

Each Proponent must submit a Cost Proposal using the form provided in the RFP.

Proposer shall provide the annual fee for this service and the amount that shall be billed monthly.

4.5.6 REFERENCES – TOTAL POSSIBLE POINTS: 5: Please provide at least three (3) current or past clients (within the last five years) for whom you furnish(ed) same or similar scope of work to that specified in the scope of services. Please provide the client’s name, address, phone number and the name of a contact person. Chatham County is interested in how long that reference has been your client.

4.5.7 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

4.7 PERFORMANCE AND APPROVAL OF SUB-CONTRACTS/CONSULTANTS:

The proponent will perform the project as an independent contractor/consultant and not as an agent or employee of the County. Joint ventures and subcontractor/subconsultant arrangements are not prohibited; however, the proponent shall secure written permission from Chatham County before subcontracting any part of this service. Such permission should be obtained during the proposal evaluation stage. Proponents are encouraged to use Minority/Woman Business Enterprises and are reminded of reporting requirements when utilizing these arrangements.

4.8 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.9 CONTRACT AWARD:

4.9.1 Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the contract.

4.9.2 No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

SCOPE OF SERVICES

5.1 BACKGROUND: The County is soliciting proposals for telehealth services to support the Chatham County Behavior Health Unit (BHU) under the leadership of the Chatham

County Police Department in partnership with Chatham Emergency Services by providing professional telehealth services, including consultation, diagnosis (when needed), treatment and referral services for primary and behavioral health issues via platforms such as video or phone. The Contractor will take calls from staff associated with the BHU (primarily CCPD and Chatham Emergency Services) while in the field from devices such as Mobile Data Terminals (MDTs), cell phones and/or tablets. The contract award will be for one (1) year with the option to renew for four (4) additional one (1) year terms. The first year of the contract will be funded in whole or in part by the American Rescue Plan act and all subsequent years will be based on available funding by the County.

5.2 Contractors Responsibility:

1. Contractor shall provide telehealth services for primary and behavioral health assessment. These on-demand sessions are intended to be of short duration via web or mobile device. The Contractor needs to be available to support the BHU when the contracted on-site clinical support is not available.

2. Contractor will provide access to a customizable telehealth platform via web, phone, and/or mobile device in a setting (private workspace) to ensure HIPAA privacy and freedom from controllable distractions.

3. The platform must allow HIPAA compliant video communications between a provider and EMS. A Business Associate Agreement (BAA) must be in place between provider and EMS for telehealth consultation.

4. Contractor is responsible for ensuring all primary health services that require diagnosis be provided by a licensed health care provider and behavioral health services that require a diagnosis be provided by a licensed mental health professional. Services that do not require a diagnosis may be provided by a counselor supervised by an appropriately licensed clinician.

5. The selected contractor is expected to provide acceptable continuity of care for patients, including follow-up appointment communication and providing referrals to other qualified clinicians within the patient’s community when necessitated for long-term care or by the level of care required.

6. Contractor will connect clients to an array of health-care providers with minimal wait time for both on-demand intervention and on-going services. Minimal wait time means within two (2) business days for non-acute concerns and immediately

(i.e., within 15 minutes for on scene request) if an acute risk.

7. Contractor will obtain appropriate consent from patients to receive treatment, share their notice of privacy practices, and must have the ability to integrate into Julota in order to share all records. Julota is a community data platform that allows care coordination among various community-based service providers, first responders and the judicial system.

8. Contractor will make services available in multiple languages or via an interpreter.

Chatham County predominantly uses the following languages: English, Spanish, Vietnamese, Korean and Mandarin.

9. Psychiatrists (MD/DO) must possess a valid, unrestricted license to practice medicine in the State of Georgia. Psychiatrists must be Board Certified in Psychiatry by the American Board of Psychiatry and Neurology and meet Maintenance of

Certification requirements. Psychiatrists must maintain a valid unrestricted Federal

D.E.A. Controlled Substances Certificate.

10. Nurse Practitioners providing primary and mental healthcare must be a board certified Psychiatric Mental Health Nurse Practitioner (PMHNP-BC), certified by the American Nurses Credentialing Center (ANCC). They must meet maintenance of certification requirements to maintain their board certification. They must be fully licensed in the state of Georgia. It is preferred that they have at least two (2) years of clinical experience following their degree. They must be supervised by a psychiatrist

(MD/DO) with the qualifications described above.

11. Physician Assistants providing primary and mental healthcare must have an additional Certificate of Added Qualifications (CAQ) in Psychiatry. This CAQ must be maintained and up to date. They must be certified (PA-C). They must be fully licensed in the State of Georgia. It is preferred that they have at least two (2) years of clinical experience following their degree. They must be supervised by a psychiatrist (MD/DO) with the qualifications described above.

12. Available psychiatric clinicians should be diverse and culturally competent.

13. Contractor may not bill clients for a telehealth consult.

14. Contractor will appoint a representative from its staff (Relationship Manager) to regularly meet with BHU staff to offer support for initial implementation; ongoing problem solving and resolution; discussion of quality-of-care issues; and ongoing technology support. If Relationship Manager is not a clinician, Contractor will make available a clinician who BHU staff can contact about specific clinical issues and clinical support. Contractor will also make available a clinical supervisor/manager to discuss and answer questions about Contractor’s clinical policies and procedures.

5.3 Contractor Reporting Requirements:

1. Contractor shall provide reports quarterly on the following:

a. Number of 911 telehealth calls answered and accepted.

b. Number of individuals referred to outpatient services.

c. Number of individuals assessed and referred for immediate transport to BHCC.

d. Number of crisis services and interventions initiated through telehealth.

e. Number of referrals made to external services (counseling, substance abuse programs, homeless authority, etc.)

f. Payroll records of employees invoiced in program.

SECTION VI

COST PROPOSAL FORM

I have read and understand the requirements of this proposal, and agree to provide licensed clinical support in accordance with the following:

The total fee amount shall identify and include all professional services, foreseeable costs and expenses, supplies, overhead and profit that are deemed necessary to successfully complete these activities.

Total Annual Fee for the Project $______________________

Amount to be billed on a monthly basis $______________________

BUSINESS/FIRM NAME:

PROPOSER:

SIGNATURE:

ADDRESS:

CITY/STATE/ZIP:

TELEPHONE:

FAX NUMBER:

E-MAIL: