RFP 4164 SBHC Behavioral Health Therapists final.docx

MADISON METROPOLITAN SCHOOL DISTRICT

REQUEST FOR PROPOSAL

RFP #: 4164

Title: School Based Health Centers (SBHC), Behavioral Health Therapist Department: Student & Staff Support Issue Date: July 20, 2026 Due Date: August 12, 2026 - 2:00 PM (CST)

Table of Contents

General Information Introduction and background The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for School Based Health Centers (SBHC), Behavioral Health Therapists. The District as represented by Student & Staff Support, Mental Health Well-being Team intends to use the results of this solicitation to award a contract for purchasing – School Based Health Centers (SBHC), Behavioral Health Therapists.

Approximately 25,500 students, about 60% of which are minority, are currently enrolled in the Madison Metropolitan School District (District), making it the second largest school district in the State of Wisconsin. The District employs 2,664 teachers, 141 administrators and 1,382 support personnel, plus 2,200 part time staff (including substitute teachers and summer recreation workers). The District includes 52 school buildings in a 72 square mile area that includes the City of Madison and all or parts of several surrounding municipalities, with 33 elementary schools (grades 4K through 5) 12 middle schools (grades 6 through 8) and 6 high schools, one of which is a small alternative high school (grades 9 through 12). Several of the schools at each level have been named National Schools of Excellence by the U.S. Department of Education. The District also operates early childhood programs and alternative programs for middle and high school students as well as maintaining additional sites such as the Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, and the Affiliated Alternatives.

Madison Metropolitan School District believes every school should be a thriving school that prepares each student to graduate from high school ready for college, career and community. We strive to ensure that students are on-track to graduate, that every student has access to a challenging and well-rounded education, and that students, families and employees experience a positive school and district climate. The District’s strategic framework recognizes the following priorities in working toward the realization of our vision: 1) Empower School Communities – We will empower principals along with school teams, providing them the resources, flexibility and integrated support necessary to collaboratively create strategies with students, staff and families that accelerate student progress; 2) Invest In People – We will commit to investing in and fully supporting our staff, with a focus on anti-racist, culturally responsive and inclusive teaching and powerfully aligned hiring, placement, induction, professional growth, coaching and evaluation practices; 3) Streamline Priorities – We will focus the work of the central office team on breaking down systemic barriers and filling gaps in access, services and resources; 4) Plan for the Future – We will think and plan long-term in partnership and collaboration with our students, families, staff and the larger Madison community.; and 5) Embrace Innovation – To address challenges without clear solutions, we will adopt new mindsets toward risk-taking and support people in bold, new and innovative work within the classroom and beyond.

(MMSD’s Strategic Framework can be found at https://www.madison.k12.wi.us/about/mmsd-excellence-together/strategic-framework) Because of the District’s sound financial management practices, Madison Metropolitan School District is one of only a few Wisconsin districts to have an “AA+ stable” bond rating.

Instructions to Proposers Public Records & Confidentiality Unless otherwise noted, names of all organizations submitting proposals will be publicly available after the date and time specified as the deadline for submitting proposals. Proposals will be open to public inspection after award(s).

Amendments & Revisions Revisions to this request for proposal, including due date, may be made by an official written amendment issued by Purchasing Services. Please check whether any amendments have been issued prior to submitting a proposal and do not submit a proposal before the School District issues its formal response to questions about the RFP.

Submission Logistics Correspondence must reference the proposal number.

The original proposal may be submitted via US mail, hand delivery or a delivery service and must be received by PBPA – Room 200A at 545 West Dayton Street, Madison, WI 53703-1967. Proposals not date/time stamped by PBPA – Room 200 (608) 204-7819 staff (or designee) by the posted date and time shall be considered late and shall be rejected.

Any entity submitting a proposal has no enforceable right to amend its proposal after the submission deadline.

Tax Status The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

Scope Project Description School Based Health Centers (SBHC), Behavioral Health services seek to improve well-being among students with mental health concerns, enhance school environments for all students, and support an integrated and responsive health system. SBHCs expand the school’s continuum of mental health supports so that all of our students can be college, career, and community ready. This vision is built on a partnership among community-based organizations dedicated to nurturing a culturally responsive, trauma-informed, strengths-based, and school-linked system of mental health practices and supports.

SBHCs, Behavioral Health programming focuses on addressing students’ unmet mental health needs. The program integrates mental health therapists into the schools, where they provide individual treatment year-round to students who are experiencing barriers to accessing community-based mental health care. Therapists actively collaborate with the Student Services team (e.g., work closely with school-based SBHC coordinator, attend Student Services meetings, etc.). Approximately 80% of the therapist’s time is spent delivering reimbursable services. The remaining time is focused on care management, collaboration/coordination with school-based staff, and school staff consultations.

The SBHC therapist is a licensed mental health provider who delivers primarily individual behavioral health interventions and occasionally may offer group interventions that reflect a culturally responsive approach that facilitates the connection of students and families with their ‘natural supports’, strengths, and culturally specific resources. Interventions are time-effective and responsive to the changing needs of the student and school community. SBHC therapists work with school staff so they have a better understanding of how to support students with mental health concerns. SBHC therapists are also a bridge to healthcare, homes, community- based mental health resources, and intensive mental health interventions that are indicated (i.e., referrals). This program is modeled after a successful national model that reflects best practices in expanded school-based mental health.

We currently have in-person, on-site SBHC therapists in 2 of our four comprehensive high schools. The purpose of this RFP is to continue the program in MMSD’s additional 2 comprehensive high schools. Applicants must apply to provide an in-person, on-site 1.0 FTE behavioral health therapist at Madison East High School and an in-person, on-site 1.0 FTE therapist at Vel Phillips Memorial High School.

Objectives Research shows that children are academically successful when their social-emotional needs are met. One in three MMSD students has mental health concerns significant enough to impact their learning and social-emotional well-being. It is estimated that more than half of students with mental health challenges have significant barriers accessing recommended mental health services. Students of color, and economically disadvantaged students, are least likely to have access to mental health care. Expanded school-based mental health services bridge this critical gap.

SBHCs are part of the school’s multi-tiered systems of supports (MTSS). The school’s MTSS is designed to support students across all tiers (i.e., universal, targeted, intensive). SBHCs primarily serve those students who need intensive school-based services (i.e., Tier 3). In addition, services are also offered to those students who are not responsive to current targeted supports (i.e., Tier 2 supports or interventions). While SBHCs focus on providing intervention to students who are in need of mental health support, SBHCs also impact the universal climate of schools through consultation opportunities for teachers and school staff. This program increases the school’s capacity to support mental health concerns by promoting trauma sensitivity, culturally relevant interventions, and socio-emotional consultations.

The specific SBHC, Behavioral Health program outcomes include:

· To improve social emotional wellness and reduce symptoms that interfere with learning for identified students.

· To increase staff efficacy in supporting students with significant social, emotional, and behavioral difficulties.

· To establish continuity of care for referred students that is inclusive of family and health system providers.

· To build stability and support expansion of the School Based Health Centers, Behavioral Health program in MMSD.

Thus, the SBHC, Behavioral Health program is aligned with all three MMSD Strategic Framework Goals:

1. Every child is on track to graduate ready for college, career, and community.

2. The district and every school in it is a place where children, staff, & families thrive.

3. African-American children and youth excel in school.

Needs Applicants must apply to provide an in-person, on-site 1.0 FTE behavioral health therapist at Madison East High School and an in-person, on-site 1.0 FTE therapist at Vel Phillips Memorial High School.

Continuation of established program:

Embedded therapists from a community agency provide specialized mental health and substance use disorder (AOD) interventions for students who experience systemic barriers to community-based care, including limited insurance coverage, transportation challenges, and language access needs. Therapists serve as integrated members of school Student Services teams within the SST/MTSS framework, providing year-round individual therapy, care coordination, and staff consultation to support students’ well-being and readiness to learn.

Madison East High School and Vel Phillips Memorial High School will each have a 1.0 FTE therapist. MMSD will pay up to $60,000 per 1.0 FTE therapist for non-reimbursable services for a total of up to $120,000 across the two high schools. Remaining costs for each 1.0 FTE therapist are to come from insurance companies billed by the partner agency.

Current Operations The SBHC program began at West and East High Schools during the 2022-23 school year. The pilot expanded to LaFollette and Vel Phillips Memorial High Schools in the 2023-2024 school year, and has continued across all four comprehensive high schools through the 2025-26 school year. The current partner agency wishes to scale back their therapist provision to continue to serve West and LaFollette High Schools.

This proposal is to continue SBHC, Behavioral Health services at Madison East High School and Vel Phillips Memorial High School for the 2026-27 school year. A key element of this partnership, that also serves as the foundation for expansion, is an ongoing rigorous evaluation process that requires data sharing and proactive collaboration between all parties involved. The nature of this partnership sets the stage for a shared and collaborative funding process. Specifically, this program is supported through a braided funding approach.

Our ultimate program goal is for our SBHC therapists to spend 80% of time in direct, reimbursable services. The rest of their time is spent providing care management and consulting with teachers and student services staff. The services are delivered by licensed mental health therapists provided by our mental health agency partner. The mental health agency directly bills the student’s insurance company. Importantly, the model remains agnostic to student insurance status: students may access services whether they are publicly insured, privately insured, uninsured, or experiencing gaps in coverage. The partner agency provides financial assistance for families without insurance. This approach is essential to the equity purpose of the program because students with the greatest mental health needs may also experience the greatest barriers to community-based care, including insurance limitations, transportation challenges, caregiver availability, and provider shortages.

MMSD funds the non-billable components necessary for effective school-based integration. These include care coordination, consultation with teachers and student services staff, collaboration with Student Services teams, family/provider communication, and program administration. These services are critical to ensuring that clinical care is not simply located in a school building, but meaningfully integrated into school systems that support student well-being, attendance, belonging, engagement, and readiness to learn.

Request for Proposal Process This document is a Request for Proposal. It differs from a Request for Bid in that the District is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As defined in the American Bar Association Model Procurement Code, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, and availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards which measure how well a vendor’s approach meets the desired requirements and needs of the District.

Procuring and contracting department/division This Request for Proposal (RFP) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the Request for Proposal process. The person responsible for managing this procurement process is Dana Scheel, Manager – Procurement & Contract As it pertains to this RFP, vendors shall NOT have contact with anyone other than the Manager – Procurement & Contract Services (if absent, the Lead Purchasing Clerk) through the duration of this RFP process. All communication pertaining to this RFP must be in writing by email (preferred) or US mail.

Any contract(s) resulting from this RFP will be administered by Madison Metropolitan School District, Student & Staff Support. The contract administrator will be Dr. Leia Esser, Executive Director of Student & Staff Support.

Definitions The following definitions are used throughout this document.

RFP means Request for Proposal District/MMSD means Madison Metropolitan School District.

Vendor/Proposer means a firm submitting a proposal in response to this RFP.

Contractor means proposer awarded the contract.

Clarification and/or revisions to the specifications and requirements In order for your organization to directly receive updates to this Request for Proposal, including responses to submitted questions/inquiries, please complete Appendix D: Intentions to Submit a Proposal and Question/Inquiries. This document (Appendix D) can be emailed to bids@madison.k12.wi.us and it will assist in allowing the District to provide timely information to interested parties.

Any questions concerning this RFP must be submitted in writing in the format provided in Appendix D of this document by e-mail (preferred) or US mail on or before July 27, 2026 - 2:00 PM (CST) to:

During the selection process, vendors/proposers are specifically prohibited from contacting the District/schools to “prospect” for new business; introduce the firm’s staff; provide marketing or promotional materials; discuss advantages/benefits of their company, and/or discuss the disadvantages of working with their competitor(s). Vendors/proposers with questions about what constitutes allowable behavior during the selection process for this RFP should submit questions in writing to the above email address. Attempts to contact a District employee (including school personnel), official, or representative in any manner contrary to the requirements set forth in this document may lead to vendors/proposers being disqualified from consideration.

An electronic version of the RFP is available on the District’s web site:

www.madison.k12.wi.us/doingbusiness Vendors/Proposers should raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT as early as possible in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all known recipients of this initial RFP or posted to the District’s Website at:

www.madison.k12.wi.us/doingbusiness Debarred, suspended, proposed for debarment or declared ineligible Contractors doing business with the MMSD must provide certification that they are not debarred, suspended, proposed for debarment, declared ineligible, are not in the process of being debarred, or are not voluntarily excluded from conducting business with a federal department or agency of the federal government.

MMSD may exclude a contractor or its subcontractor from participating in the RFP process and/or contract award if the organization or its principal(s) has(have) been debarred or excluded from doing business with the Federal Government.

Accessibility guidelines related to proposed software and hardware Vendor should demonstrate that each software and/or hardware proposed conforms to the accessibility guidelines established by the World Wide Web Consortium's Web Content Accessibility Guidelines 2.0 (WCAG 2.0).

In addition, Vendor should demonstrate that each software and/or hardware conforms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended. (Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.)

Vendor may demonstrate compliance with such guidelines by submitting a VPAT (Voluntary Product Accessibility Template) or comparable documentation.

Vendor conference A vendor conference could be held virtually on July 30, 2026 at 12:00 pm CT to respond to written questions (paragraph 1.7 above), field additional questions, and/or provide additional instruction to vendors. If no questions are received in accordance with paragraph 1.7 above and/or it is deemed unnecessary by the MMSD, the District reserves the right to cancel the vendor conference. All vendors who intend to respond to this RFP and attend the scheduled vendor conference should contact Dana Scheel prior to the scheduled conference to confirm whether or not it will occur. If so, vendors are strongly encouraged to attend the vendor conference.

Reasonable accommodations The District will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact Purchasing Services at (608) 204-7819.

Calendar of Events Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the District. In the event that the District finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

Contract Term and Funding Any contract(s) resulting from this RFB will be administered by Madison Metropolitan School District, Student & Staff Support. The contract administrator will be Dr. Leia Esser, Executive Director of Student & Staff Support.

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run from the date a contract is awarded through June 30, 2028, with an option by mutual agreement of the District and contractor, to renew for Four (4) additional one-year periods unless amended, cancelled or rebid.

State of Wisconsin VendorNet registration The District makes use of the State of Wisconsin’s purchasing information and vendor notification service. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us.

Preparing and submitting a proposal General Instructions The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (i.e., expensive artwork, binders) beyond a sufficiently presented, complete, effective and securely bound proposal, are not necessary or desired.

Proprietary information All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with applicable law.

To the extent permitted by law, it is the intention of the District to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of the District. At that time, all proposals will be available for review in accordance with the Wisconsin Public Records Law.

Incurring costs The District is not liable for any cost incurred by proposers in replying to this RFP.

Submitting the proposal Proposers must submit ONE hardcopy original (identified as such), ONE electronic version (memory stick or e-mail attachment), and FIVE (5) hardcopies including all materials required for acceptance of their proposal by August 12, 2026 at 2:00 PM (CST) to:

At proposal opening, only the names of responding vendors are provided. No further information will be available until contract award.

Proposals must be time/date stamped as received by PBPA – Room 200 (or designee) on or before the specified date and time provided above. Proposals not so stamped will not be accepted. Receipt of a proposal by the District’s mail system does not constitute receipt of a proposal by Purchasing Services, for purposes of this RFP.

All proposals MUST be packaged, sealed and show the following information on the outside of the package:

Proposal organization and format Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings:

Response to vendor/proposer qualifications (See Section 4):

Introduction Organizational capabilities Key staff References Response to requirements (See Section 5):

Cost proposal (See Section 6):

Required forms (See Section 9):

Attachment A Bidder Certification and Sign-Off Attachment B Vendor Information Attachment C Vendor Reference Attachment D Designation of Confidential and Proprietary Information Attachment E Cost Summary Page Attachment F Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

Multiple Proposals A vendor/proposer may submit multiple proposals; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals.

Oral Presentations and site visits Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by the District. The District will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct to interview or permit a site-visit on the date scheduled may result in rejection of the vendor’s proposal.

Demonstrations Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a District site. Product(s) being demonstrated must be delivered to the District site upon a two (2) week notice by the District to the vendor(s) and must be installed and ready for the demonstration within one (1) week of delivery. The District will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the vendor’s product(s) and/or service(s). Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the District’s specified requirements during the demonstration may result in rejection of the vendor’s proposal.

The successful demonstration of the vendor’s product(s) and/or service(s) does not constitute acceptance by the District. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.

Samples N/A Withdrawal of proposals Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the actual proposal closing date if the proposal has already been received by Purchasing Services. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to purchasing services. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the original proposal closing date and time.

Proposal Selection and Award Process Preliminary Evaluation The proposals will first be reviewed to determine if requirements in Section 2.0 are met and if additional requirements are met (see all requirement sections). Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the District reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

Proposal Scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews, and conduct an on-site visit and use the results in scoring the proposals. Diverse-owned businesses are encouraged to participate in this solicitation and may receive a 5% preference. To qualify, vendors must be certified by the Wisconsin Supplier Diversity Program or participate in the Wisconsin Diversity Procurement Network.

Right to reject proposals and negotiate contract terms The District reserves the right to reject any and all proposals and to waive minor irregularities and technicalities. The judgment of the District on such matters shall be final. The District further retains the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the District may negotiate a contract with the next highest scoring proposer.

Evaluation Criteria The proposals will be scored using the following:

Award and final offer(s) The District may recommend a contract be awarded to the vendor with the highest total score as outlined in section 3.4, or may recommend that contracts be awarded to multiple proposers to provide portions of the services or goods proposed. Alternatively, multiple vendors with the highest total scores may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked in the same manner described above to determine the vendor with the highest total score.

Vendor/Proposer Qualifications Introduction Please provide an appropriate brief introduction as it pertains to your organization.

Organizational capabilities Describe the firm’s experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results.

Key Staff Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project.

References Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), which can be used as references for work performed in the area of product(s) or service(s) required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team and used in scoring the written proposals.

Requirements Mandatory requirements The following requirements are mandatory and must be complied with.

Mandatory requirement 1: Service Delivery Experience Vendor must demonstrate experience providing effective mental health services for children and youth, preferably in the school setting. The vendor must have a history of successfully implementing services that are (a) family-based, (b) culturally responsive, (c) trauma-informed, and (d) data-driven. Vendor is able to effectively deliver responsive, flexible, and integrated services that meet caseload and billable hours expectations in order to support the financial sustainability of the program. Caseload and total students served varies depending on presenting issues, school context/needs, and availability of effective referral pathways.

Mandatory requirement 2: School-based Partnership and Coordination The vendor must demonstrate a record of effective collaboration with schools in their current delivery of mental health services. Vendor is able to demonstrate their understanding of school functioning, school systems (e.g., SEL, MTSS, PBIS), and effective school-agency partnerships.

Mandatory requirement 3: Quality Standards The vendor must demonstrate compliance with industry quality standards and best practices. The vendor must show how the agency conducts rigorous annual reviews to document how the organization is well-managed and delivers high quality care and service.

Mandatory requirement 4: Reimbursement Capacity The vendor must have the organizational capability to participate in third-party reimbursement for mental health services (e.g., initial assessments, individual psychotherapy, groups) including BadgerCare/Medical Assistance. Vendor proactively establishes reimbursement arrangements with major local insurers in order to assure a sustainable revenue cycle. Existing reimbursement partnerships exist with major health insurers as part of this school-based mental health program. Vendor has established financial assistance programming for uninsured students/families.

Mandatory requirement 5: Record Keeping & Documentation The vendor must have the ability to maintain their own mental health records. They are able to ensure confidentiality and privacy in their services, record-keeping systems, and care management activities. Vendor is able to establish the necessary procedures to ensure the active collaboration needed to deliver integrated school-based services.

Mandatory requirement 6: Data Sharing Vendor understands that active communication and coordination between MH agency and school staff is a central and necessary component of this integrated program (i.e., family unwilling to sign Release of Information approving communication between therapist and school staff cannot participate in program). Therapists are able to navigate school data systems and, in collaboration with school staff, document services delivered in MMSD’s data tracking system. At an organizational level, vendor is able to secure the necessary data sharing agreements to share program utilization and service outcome data with MMSD. Vendor is able to deliver a Monthly Utilization Report and Summary Program Reports (Mid-Year and End-of-Year) with specific program utilization metrics. See Attachment F for sample data needed for each of these reports.

Mandatory requirement 7: Collaboration with School District SBHCs are built on a foundation of partnership that requires active collaboration and coordination. An Administrative Representative (Vendor Lead) from the vendor is expected to participate in the Leads Team (meet biweekly; composed of MMSD and vendor leads for the purpose of program coordination and continuous improvement). The Lead is also welcomed to participate in the SBHC Coordination Team (Fall, Winter, and Spring) meetings.

SBHC therapists are required to join each of the SBHC Coordination Team meetings (Fall, Winter, and Spring).

Technical requirements Technical requirement 1: Staffing The vendor must be able to provide a 1.0 licensed mental health professional per selected school site. Strong preference for fully licensed and credentialed mental health professionals; if using therapists in training, must provide evidence of a high quality supervision model.

Technical requirement 2: A 3-year commitment for program implementation and development is expected. The program continues over the summer at a lower intensity with a reduced caseload. Vendor will collaboratively determine a summer plan for service delivery (e.g., summer school sites, vendor site, in-home setting).

Technical requirement 3: Executive Summary Provide a summary demonstrating the responder’s understanding, past experience, and unique qualification for providing school-based mental health services. Applicants must apply to provide a 1.0 FTE behavioral health therapist at Madison East High School and a 1.0 FTE therapist at Vel Phillips Memorial High School.

Technical requirement 4: Organizational Capacity Describe existing infrastructure components to meet the noted requirements and any problems anticipated in accomplishing program objectives. Explicitly address the capacity to deliver services that are (a) family-based, (b) culturally responsive, (c) trauma-informed, and (d) data-driven. Specify the capacity to deliver services to students in large, urban high school settings.

Technical requirement 5: Agency Information

(a) Provide information on the scope of services currently offered by the agency. Highlight your experience partnering with school districts. Include references, school districts (with names of schools), type of service provided, and nature of services.

(b) Describe ability to participate in program evaluation and share data with MMSD.

(c) Describe how the vendor will contribute to the development of a full continuum of mental health services with the school student services staff (e.g., early intervention, diagnosis, and treatment) for students with a focus on clinical services, coordination, consultation, and integration.

(d) Describe the ability of administrative and mental health providers to actively collaborate and participate in program meetings (see Mandatory Requirement 7) focused on program implementation, development, and coordination.

Technical requirement 6: Budget & Financial Sustainability

(a) Provide a budget consistent with parameters above. This section should detail all of the expenses for the proposed program (e.g., administration costs). Provide a narrative/ justification for what these costs will cover by explaining and describing each element of the Program Budget (include the process of leveraging other funds). Include costs for non-billable services that are not reimbursable but are critical to effectively delivering mental health services in a school setting. Budget should include needed fundraising and allocation of resources to cover potential shortfalls associated with initial implementation of a school-based program (e.g., if caseload expectations are not immediately met; increasing effectiveness in collecting third party reimbursement).

(b) Identify the health plans with whom the vendor has contracts. Describe experience with claiming and projecting third party reimbursement from health plans. Describe agency process to support uninsured and under-insured students.

(c) Describe ability to submit monthly invoices to the District detailing services provided and rates.

Technical requirement 7: If this proposal includes software developed specifically for MMSD or as a part of a program MMSD would use, vendor may submit a VPAT (Voluntary Product Accessibility Template) or must provide comparable documentation to satisfy the requirement as described in the Accessibility guidelines related to proposed software and hardware (evaluated by MMSD Legal Services).

Cost Proposal Conditions for payment As a public school district, MMSD must be a wise steward of public funds, and generally does not pay for goods or services prior to the delivery thereof, and any proposal for pre-payment should include the reasons why pre-payment is necessary and a wise use of public funds. Even in the case of a prepayment, the District will only agree to payments based on project phases (or project milestones) and established outcome targets for each phase. At the District’s sole discretion, these progress payments may be tied to the satisfactory completion of the work. The District may also include a ‘retainage clause’ of 5% to 10% to be released only after the entire project has been satisfactorily completed.

Format for submitting cost proposals The format for submitting Cost Proposals has been established in Attachment D and should not be modified.

Fixed price period All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 60 days starting on the due date for proposals.

Special Contract Terms and Conditions Hold harmless By submitting a proposal, contractor understands that the District and its representatives will determine which proposal is accepted. Vendor/Proposer waives any right to claim damages of any nature, whatsoever, based on the selection process, and any communications associated with the selection of the successful contractor. All completed proposals and supporting documentation submitted shall be the property of the Madison Metropolitan School District.

Liquidated damages The Vendor/Proposer acknowledges that, if after being awarded a contract the contractor fails to deliver the goods or services in a timely manner, substantial economic and other damages will be incurred by the District, in an amount that is not easily ascertained, and that the District shall solely determine the amount per working day that the District is entitled to, not to exceed one-half of the total of the contract, for every day past the scheduled delivery date(s) as a fair and appropriate estimate of such damages. The contractor agrees that such amount is not intended to be a penalty but to represent actual damages incurred, and that the District shall have the right to assess such damages either through deducting the damages from the amount due under contractor’s invoices or by directly billing Contractor.

Prime contractor and minority business subcontractors The prime contractor will be responsible for contract performance when subcontractors are used. If subcontractors are to be used, the proposer must clearly explain their participation and they must abide by all terms and conditions of the contract.

Additional terms The District reasonably believes that sufficient funds are available or can be obtained to make payments due under any contract issued under this proposal; however, the contract will terminate immediately and absolutely if appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the District under this contract.

The District shall not be bound by any terms and conditions included in any proposer’s packaging, service catalog, brochure, technical data sheet or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation, including the standard terms and conditions contained herein, or in the resultant contract. If a proposer objects to any term or condition that shall relate to a contract resulting from this solicitation, the objection shall be clearly stated on a separate page entitled “Objection to Term or Condition.”

If the objection is accepted by the District it will be stated in any resultant contract. If not stated in the contract, the terms and conditions shall remain as written in the RFP.

Termination of contract The District may terminate the resultant contract at any time at its sole discretion by delivering sixty (60) days written notice to the contractor. Upon termination, the District’s liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the District. Termination by the contractor shall require written notice to that effect to be delivered by the contractor to the agency not less than ninety (90) days prior to said termination. In the event that the contractor exercises its right to terminate the contract, for any reason whatsoever, it will refund to the District within fifteen (15) days of said termination, all payments made hereunder by the District to the contractor for work not completed or not accepted by the District.

Standard Terms and Conditions The District reserves the right to incorporate standard contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions and Supplemental Standard Terms and Conditions for Procurements for Products and/or Services). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.

Required Forms The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.0. Blank forms are attached.

Attachment A – Bidder Certification and Sign-Off Attachment B – Vendor Information Attachment C – Vendor Reference Attachment D – Designation of Confidential and Proprietary Information Attachment E – Cost Summary Page (see Section 6) Attachment F – Data Requirement Attachment G – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Appendix A – Affirmative Action Requirements for Contractors and Vendors Appendix B – Equal Employment Opportunity / Affirmative Action Employer Identification Report Appendix C – Affirmative Action & Equal Employment Opportunity Policy Statement Appendix D – Intention to Submit a Proposal and Questions/Inquiries

Standard Terms and Conditions (Non-Construction)

1. GENERAL: “Madison Metropolitan School District,” “District,” and “MMSD” are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best…