RFP-3.2025.pdf

Docusign Envelope ID: AAC7871E-7DCB-487B-971B-235485DF8DCD

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities.

Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

MINNESOTA BOARD OF PSYCHOLOGY

ADMINISTERING BOARD FOR THE HEALTH PROFESSIONALS SERVICES PROGRAM

REQUEST FOR PROPOSAL

PSYCHIATRIST AND ADDICTION MEDICINE CONSULTANT

Date Posted: March 12, 2025

• Responses must be received not later than 4:30 p.m. Central Time, Monday, April 14, 2025

• Late responses will not be considered

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

Rev. 6/2020 http://www.mn.gov/admin/oep http://www.mn.gov/admin/oep

TABLE OF CONTENTS

Solicitation Content

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF SCOPE

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

SECTION 4 – PROPOSAL CONTENT

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

SECTION 6 – SOLICITATION TERMS

Solicitation Attachments

• Attachment A: Responder Declarations

• Attachment B: Exceptions to State's Terms and Conditions

• Attachment C: Cost Detail

• Attachment D: Responder Forms

Sample Contract

• Exhibit A: Contract Terms

• Exhibit B: Insurance Requirements

• Exhibit C: Specifications, Duties, and Scope of Work

• Exhibit D: Pricing

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for Completing Your Response

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

Incomplete Submittals

A response must be submitted along with any required additional documents. Incomplete responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

Send all questions regarding this RFP to: HLBHPSP@state.mn.us

Questions should be sent to the email address above by Friday, March 28, 2025.

Responses to questions will be posted on HPSP’s website (https://mn.gov/boards/hpsp/) and will be emailed to responders within 7-10 business days.

No questions will be answered through telephone contact.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Proposal Content section is in Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn.

Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 – SUBMIT YOUR RESPONSE

Where to Send Your Response

Submit your response to:

Kimberly Navarre, Program Director Health Professionals Services Program 1360 Energy Park Drive, Suite 220 St. Paul, MN 55108

Proposals must be received no later than Monday, April 14, 2025.

• Late responses will not be considered.

• Provide three copies of your response. Proposals are to be sealed in mailing envelopes or packages with the responder's name and address written on the outside.

• Provide one copy of the cost detail in a separately sealed envelopes clearly marked on the outside “Cost Detail” along with the responder’s name.

mailto:HLBHPSP@state.mn.us https://mn.gov/boards/hpsp/

By submitting a response, responder is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

1.1 Project Overview

The State of Minnesota’s Board of Psychology, the Administering Board of the Health Professionals Services Program (HPSP) requests proposals for the provision of medical consultation services in the areas of addiction medicine and psychiatry.

HPSP’s mission is to provide monitoring services to health professionals with illnesses that could impact their ability to practice safely. HPSP monitors the treatment and continuing care of regulated health professionals who may be unable to practice with reasonable skill and safety if their illness is not appropriately managed. HPSP monitors health professionals who suffer from substance, psychiatric and other medical conditions and who are regulated by the Minnesota Health Licensing Boards and specific professions regulated by the Department of Health.

HPSP is staffed with a program director, 6 case managers and 2 support staff who are responsible for monitoring approximately 550 health professionals. HPSP receives an average of 36 new referrals each month. Case managers perform thorough intake interviews, request medical records, develop monitoring plans based on information gathered, and monitor each participant’s compliance with their plan.

Participation Agreements are signed documents noting the terms of monitoring for an individual participant in HPSP.

Participation Agreements range in length and monitoring plan details. Participation Agreements reflect both the continuing care needs of the individual and public safety provisions. While many HPSP participants work without restriction, in some cases, HPSP has reason to request that a professional refrain from practice for public safety reasons.

In other cases, HPSP will recommend significant restrictions on the practice of a professional in the interest of public safety.

HPSP utilizes contractors in a medical consultant role. HPSP will utilize the medical consultants on an “as needed basis” to assist with the most complicated cases. In such cases, medical consultants aid in making recommendations for treatment and monitoring. They also assist in determining the professional’s ability to return to work or the need for practice restrictions.

Please see HPSP’s website at http://mn.gov/health-licensing-boards/hpsp/ for more information about the program.

1.2 Goals

It is HPSP’s goal to protect the public by providing effective and efficient monitoring services to health professionals with potentially impairing illnesses. HPSP promotes early intervention, diagnosis, and treatment for health professionals by providing monitoring services as an alternative to board discipline. In relation to this, HPSP utilizes a contracted medical http://mn.gov/health-licensing-boards/hpsp/ consultant who specializes in the areas of psychiatry and addiction medicine to assist in the development of effective monitoring plans, as well as review complex cases and program monitoring criteria. HPSP will utilize the medical consultant to help make determinations for monitoring, help to develop Participation Agreements with HPSP case manager, if applicable, review medical documentation, review HPSP documentation, and provide training to HPSP staff.

Sample Tasks and Deliverables.

For the purpose of this contract, the contracted medical consultant will periodically meet with HPSP staff to discuss cases, documentation, and monitoring plans. Meetings can mean in person, via phone or through video conferencing.

Meetings between HPSP staff and the medical consultant will take place for 30 minutes to one hour per HPSP staff member case, every 1-4 weeks at the direction of HPSP staff.

The contracted medical consultant will work closely with HPSP staff, who will schedule appointments for the medical consultant to come to the HPSP office or meet via phone or video conferencing. At the request of HPSP staff, the contractor will provide consultative services to the HPSP staff in the areas of psychiatry and addiction medicine. Services include but are not limited to:

2.1 Meet with HPSP staff to review the status of and monitoring requirements for individuals with illnesses; who may be prescribed controlled substances; or who have complex substance use, psychiatric and/or medical conditions;

2.2 Meet with HPSP staff to review national data for monitoring standards in relation to HPSP’s monitoring guidelines;

2.3 Meet with HPSP staff to consult and provide trainings on medication assisted treatment for substance use disorders and on various psychiatric and medical conditions;

2.4 Meet with HPSP staff to provide education about changes in the Diagnostic and Statistical Manual and related implications for monitoring;

2.5 Meet with HPSP case managers and individuals with complex presentations and/or individuals who demonstrate non-compliance with monitoring to further review the individual’s status, assess the effectiveness of current treatment modalities, and collaborate with case managers to create monitoring requirements that support public safety. Following such meetings, the medical consultant or case manager will document the outcome of the meeting in case notes or through a dictated memo, which will be completed on the HPSP premises; and

2.6 Provide additional consultative services as requested by HPSP.

All of these tasks shall be provided in the United States at the HPSP office or another agreed upon location.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term.

The term of this contract is anticipated to be from July 1, 2025-June 30, 2027, with the option to extend up to an additional three years in increments determined by the State.

1.1 Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

1. Cover Letter. Responder will provide a cover letter expressing interest in providing the services and describing experience relating to sample tasks contained in this Request for Proposal.

2. Work Plan. Responder should provide a descriptions of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder’s view and understanding of the nature of the contract, and what makes the Responder uniquely suited for this work.

3. Qualifications and Experience.

3.1 Responder should provide an outline of background and experience with examples of similar work done by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience.

Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

3.2 Provide verification of a current, unrestricted license to practice medicine in Minnesota;

3.3 Provide verification of a completion of psychiatry residency program and board-certification in psychiatry;

3.4 Provide verification of certification by the American Society of Addiction Medicine as a physician specialist in substance use disorders and/or by the American Board of Psychiatry in addiction psychiatry; and

3.5 Provide a curriculum vitae.

3.6 Provide documentation that all the mandatory requirements are met:

3.6.1 Mandatory requirements:

3.6.1.1 Current, unrestricted license to practice medicine in Minnesota

3.6.1.2 Board certification in psychiatry

3.6.1.3 Certification by American Society of Addiction Medicine and/or American Board of Psychiatry in Addiction Medicine.

4. Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation. The cost detail must be submitted in a separate sealed envelope clearly marked on the outside “Cost Detail” along with the responder’s name.

5. Submit all requested documentation, including, but not limited to, the following documents:

5.1 Attachment A: Responder Declarations;

5.2 Attachment B: Exceptions to State's Standard Terms and Conditions;

5.3 Attachment C: Cost Detail; and

5.4 Attachment D: Responder Forms (attached).

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements;

Phase 2 - Evaluate responses; and Phase 3 - Select finalist(s).

Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

1.1 Proposals must be received on or before the due date and time specified in this solicitation;

1.2 A separate cost proposal must be submitted as specified in this solicitation;

1.3 Provide verification of a current, unrestricted license to practice medicine in Minnesota;

1.4 Provide verification of a completion of psychiatry residency program and board-certification in psychiatry;

1.5 Provide verification of certification by the American Society of Addiction Medicine as a physician specialist in substance use disorders and/or by the American Board of Psychiatry in addiction psychiatry; and

1.6 Provide a curriculum vitae.

1.7 All content noted in Section 4 – Proposal Content

Phase 2 - Evaluate Responses

Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

2.1 Work Plan for Deliverables 300 points

2.2 Qualifications and Experience 400 points

2.3 Cost Detail 300 points

1000 points

Preference Points (if applicable) 120 points (in addition to 1,000 available)

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded. Each responder’s total score in Tier 2 will consistent of the technical score, cost score, and preference points, if applicable.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by May 16, 2025.

SECTION 6 – SOLICITATION TERMS

Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

• Reject any and all responses received;

• Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

• Negotiate with the highest scoring Responder[s];

• Terminate negotiations and select the next response providing the best value for the State;

• Consider documented past performance resulting from a State contract may be considered in the evaluation process;

• Short list the highest scoring Responders;

• Require Responders to conduct presentations, demonstrations, or submit samples;

• Interview key personnel or references;

• Request a best and final offer from one or more Responders;

• The State reserves the right to request additional information ; and

• The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information

9.1 Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

9.2 In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

9.3 The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

9.4 A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

https://mn.gov/admin/business/vendor-info/oep/