RFP_Peer_Mentoring_Services_F.pdf

County of Orange

Health Care Agency

Request for Proposals

RFP No.:042-1613494-RM

Peer Mentoring Services

Released September 19, 2023

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TABLE OF CONTENTS

SECTION PAGE

I. Introduction and General Information A. Proposal Focus and Background B. Contract Term and Funding Availability C. Time Proposals will Remain Valid D. Timeline E. Withdrawal of Proposals F. Questions Regarding the RFP Process and Requirements G. General Instructions for Submittal H. County Rights I. Use of Lobbyists J. Protest Process K. Change of Ownership/Name and Litigation Status L. Conflict of Interest M. Confidentiality N. Modifications to the RFP O. Insurance Requirements

II. Description of Services

A. Target Population B. Services to be Provided C. Performance Objectives D. Staffing Requirements E. Facility Requirements

III. Proposal Preparation and Evaluation

A. Proposers Eligibility to Contract with the County B. Rejection of Proposals C. Minor Irregularities and Deficiencies in Proposal(s) D. Non-Responsive Proposals E. Evaluation of Proposals and Selection of Provider(s)

IV. Minimum Submission Requirements

V. Proposal for Peer Mentoring Services A. Provider Experience and Qualifications B. Services C. Performance Objectives D. Staffing E. Facility F. Budget

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Attachments Attachment I – Contract Template Attachment II – Form A-E Attachment III – Budget FormsCampaign Contribution Form

NOTE: Forms and attachments in PDF and/or Excel format are posted on The County’s online bidding system as separate attachments to this solicitation.

INTRODUCTION AND GENERAL INFORMATION SECTION I

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A. PROPOSAL FOCUS AND BACKGROUND

The County of Orange (County) Health Care Agency (HCA) is seeking proposals from qualified organizations to provide Peer Mentoring Services. Peer Mentors are individuals with a history of being clients of mental health services; or individuals with lived experience, i.e., living with a relative, significant other, or other support person who is a consumer of mental health services.

The primary goal of this program is for Peer Mentors to work in conjunction with Adult and Older Adult Behavioral Health County clinics, County-contracted Behavioral Health outpatient clinics, and County-contracted Full-Service Partnerships to assist clients in developing independent life management and living skills, reducing psychiatric hospitalizations, and supporting their individual recovery goals. In addition, Peer Mentors will be utilized to assist regional hospital providers and the County Crisis Stabilization Unit with linking clients exiting emergency services to appropriate community services. Additionally, Peer Mentors will be embedded with Crisis Assessment Team (CAT) and Mobile Crisis Units to provide rapid response, individual assessment, and community- based stabilization to clients encountered by teams. Peer Mentors will be paired with clients who have been identified as high risk, to help them in successfully transition back into the community after hospitalization.

The Peer Mentoring Services requested in this RFP consist of two (2) required Tracks (which are one (1) and two (2)), with an optional Track three (3):

1. Track One Track One serves clients referred from both County-operated and County-contracted Behavioral Health Outpatient Clinics, as well as County-contracted Full-Service Partnerships.

Track One aids clients who are in need of assistance achieving short-term goals mutually established with their treatment providers as part of a larger overall treatment plan.

Track one pairs Peer Mentors with clients to assist them in achieving short-term goals by providing a comprehensive, collaborative approach that focuses on the development of life management and independent living skills. Peer Mentors will support the clients’ recovery goals in collaboration with their treatment providers, and will provide field-based supportive services, which include peer counseling, assistance with accessing community services.

2. Track Two Track Two serves clients who are pending discharge and referred from the County’s Crisis Stabilization Unit (CSU), licensed triage staff in designated hospital inpatient units within Orange County and identified regional hospital emergency departments within Orange County.

Track Two links clients coming out of a crisis with their behavioral health appointment and services as recommended in their discharge plans.

Track two pairs Peer Mentors with clients to assist them in successfully transitioning from inpatient care back into community living by providing a comprehensive, collaborative approach that focuses on the development of life management and independent living skills.

Additionally, peers provide reassurance and encouragement; advocacy and education to the client and their families or significant support persons; and assistance with making and keeping established appointments, including arranging transportation for those appointments.

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3. Track Three (optional) Track Three Peer Mentors is part of the multi-disciplinary team that responds to crisis calls throughout the County of Orange. Peer Mentors will focus on providing peer support, shared lived experience, and recovery practices as they work with CAT to link the individual experiencing crisis to ongoing mental health and recovery services. Linkages may include psychiatric hospitals, CSU, Crisis Residential Services, Adult in Home Crisis Stabilization, and any of the Adult and Older Adult Behavioral Health (AOABH) Clinics throughout the County of Orange.

Track Three will also serve clients through Mobile Crisis Services to provide rapid response, individual assessment and community-based stabilization to Medi-Cal beneficiaries who are experiencing a behavioral health crisis. Mobile Crisis Services are designed to provide relief to clients experiencing a behavioral health crisis, including through de-escalation and stabilization techniques; reduce the immediate risk of danger and subsequent harm; and avoid unnecessary emergency department care, psychiatric inpatient hospitalizations, and law enforcement involvement.

Track Three Mobile Crisis Services include warm handoffs to appropriate settings and providers when the client requires additional stabilization and/or treatment services;

coordination with and referrals to appropriate health, social and other services and supports, as needed; and short-term follow-up support to help ensure the crisis is resolved and the client is connected to ongoing care.

B. CONTRACT TERM AND FUNDING AVAILABILITY

The County plans to contract with qualified organization to provide the services described in this Request for Proposals and reserves the right to make multiple awards to proposers for services requested in the solicitation. At the discretion of County, the initial term of the contract resulting from this solicitation may be renewed for an additional term or terms. Any renewal is contingent upon available funding, contractor performance, need for services, and County policies.

Successful proposers are expected to accept the terms and conditions of Attachment I - Contract Template, which contains the contracting requirements between the County and the proposer regarding the provision of services solicited under this Request for Proposals (RFP). The selected proposer(s) proposal will be retained and incorporated into the contract by reference and made part thereof, except for assurances and promises that are unlawful.

Contract resulting from this solicitation shall be a cooperative Contract and may be utilized by all County of Orange departments.

The provisions and pricing of any Contract resulting from this solicitation will be extended to other governmental entities. Governmental entities wishing to use this Contract will be responsible for issuing their own purchase documents, providing for their own acceptance, and making any subsequent payments. Contractor shall be required to include in any subordinate Contract entered into with another governmental entities pursuant to this Contract, a Contract clause that will hold harmless the County of Orange from all claims, demands, actions or cause of actions of every kind resulting directly or indirectly, arising out of, or in any way connected with, the use of this Contract.

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Failure to do so will be considered a material break of this Contract and grounds for immediate Contract termination. Governmental entities are responsible for obtaining all certifications of insurance, endorsements, and bonds required. The Parties agree that any other governmental entity utilizing this Contract shall not be deemed to be an agency or employee of County for any purpose whatsoever. The Contractor is responsible for providing each governmental entity a copy of this Contract upon request. The County of Orange makes no guarantee of usage by other users of this Contract.

The Contractor shall be required to maintain a list of the County of Orange departments and governmental entities using this Contract. The list shall report dollar volumes spent annually and shall be provided on an annual basis to the County, at the County’s request.

Subordinate Contracts must be executed prior to the expiration or earlier termination of this Contract and may survive the expiration of this Contract up to a maximum of one year; however, in no case shall a subordinate Contract exceed five (5) years in duration.

The contract awarded through this solicitation is anticipated to be for actual cost. The funding source for these services is Mental Health Services Act (MHSA) funds. Any contract resulting from this solicitation is contingent upon sufficient funds being made available by federal, state, and/or county governments for the term of the contract. County reserves the right to revise the contract terms stated in this solicitation. Start-up funds are negotiable for these services. All bidders must state their justification for start-up funds.

C. TIME PROPOSALS WILL REMAIN VALID

Proposals will remain valid for 365 days from the solicitation due date. If for any reason a selected proposer is unable, unavailable or unwilling to begin the Services on July 1, 2024, the County reserves the right to award the contract to the next ranked proposal without conducting another solicitation/RFP or otherwise proceed as deemed in the best interest of the County.

D. TIMELINE

The following timelines are approximations only and do not constitute any commitment or guarantee by the County.

Activity Date

RFP Released September 19, 2023

The County’s online bidding system Question and Answer Deadline October 12, 2023

Proposals Due October 19, 2023

Interview (if applicable) Week of November 27th, 2023

Services Commence July 1, 2024

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E. WITHDRAWAL OF PROPOSAL(S)

A proposal may be withdrawn by the proposer or an authorized representative, provided his or her identity is made known, but only if the withdrawal is made prior to the date submission of the proposals are due.

F. QUESTIONS REGARDING THE RFP PROCESS AND REQUIREMENTS

All questions regarding this RFP are to be posted online via The County’s online bidding system Question and Answer (Q&A) Section and will only be accepted and answered during the Q&A period that lasts until approximately one (1) week prior to the RFP closing date.

All proposers are expected to thoroughly read through the entire RFP package before posting questions. All participating proposers will simultaneously receive a notification via The County’s online bidding system that a question has been posted related to this RFP and will be available for view by all participating proposers. The County’s responses to the questions asked will be posted as promptly as possible to The County’s online bidding system and will be available for view by all participating proposers.

The Q&A Section will close on October 12, 2023, at 4:00 P.M. Pacific Time. All proposers are encouraged to post any questions regarding the RFP by this deadline. After the close of the Q&A period, bidders may only contact the Procurement Administrator with questions related to uploading proposals to the County’s online bidding system. No other specific solicitation-related questions will be answered.

It is up to each individual proposer to determine if their organization meets the eligibility criteria stated in the RFP prior to submitting a proposal. The County does not provide any assistance to that effect.

Proposers are to strictly follow the directions above for questions regarding this RFP. During the entire RFP process, no County representative may be contacted for questions or information regarding this RFP with the exception of the assigned Procurement Administrator, Roosevelt McCombs at rmccombs@ochca.com. Any violation of this direction may be deemed non-responsive with the RFP process and shall form a basis for the rejection of the proposal.

G. GENERAL INSTRUCTIONS FOR SUBMITTAL

All proposals must clearly meet all of the requirements of this solicitation. Proposers should review all requirements and instructions to ensure that each requirement is clearly addressed in the proposal.

The County shall not be responsible for any oral instructions given by any employees of the County in regard to the proposal instructions, specifications, or proposal documents described in this RFP.

1. Prepare the proposal with the reviewer in mind; do not assume reviewers know your program. Proposal must be detailed and self-explanatory.

2. Proposals should be carefully proofread and include the following:

a) Table of Contents with page numbers, for each file.

b) Reference(s) to any appendices.

c) Placement of required forms immediately after the text they support in the proposal.

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d) Numbered pages.

e) Text must be at least one and one-half (1½) line-spaced.

f) Times New Roman, 12 point font.

g) Each section is to be separated by a titled cover page and each question as it appears in the solicitation is to precede its corresponding response.

h) All requested information is to be in the sequence and format specified in the solicitation.

3. Use the Proposal Preparation Checklist Form (Form A - Attachment II) to plan and monitor proposal preparation, as well as to verify completion of all materials before submission.

4. Provide accurate and honest information. Information that is inaccurate may prompt an investigative review and will affect the evaluation of the proposal.

5. Ensure that information provided on the forms is consistent with the narrative and the information provided on other forms.

6. If you omit any required information or data, explain why.

7. Ensure compliance with contract requirements and all applicable laws/regulations related to privacy and security pertaining to disclosure of confidential and/or private client information.

Such information may be redacted in any material submitted in response to this RFP.

8. Do not use appendices for information that is required in the body of the proposal. Use appendices to provide documentation or examples of activities mentioned in the proposal.

9. Do not include home addresses, home phone numbers, and/or personal email addresses for any employee, volunteer, board member, etc. in your proposals.

10. Electronic Submission: Proposals and requested documents must be electronically uploaded in PDF format, via The County’s online bidding system. Responses to Section IV and Section V of the RFP must be submitted in separate files. If proposing more than one (1) Project/Service Area/Region, upload a separate Section V for each Project/Service Area/Region, but only one

(1) Section IV needs to be uploaded.

a) Section IV must be uploaded in one (1) file labeled “[Services]-[Proposer Name]-Agency Description.”

b) Section V must be uploaded in one (1) file labeled “[Services]-[Proposer Name]-Proposal.”

c) Allow sufficient time to upload all required files. After the 4:00 P.M. Pacific Time proposal deadline, The County’s online bidding system will not allow any uploads, e.g., if file #1 uploaded successfully at 3:58:23 P.M. and file #2 is in progress of being uploaded at 4:00:01 P.M., file #2 will not upload successfully.

11. Proposal Delivery Instructions: Proposals are due on or before October 19, 2023 no later than 4:00 P.M. Pacific Time.

H. COUNTY’S RIGHTS

The County reserves the right to:

1. Modify this RFP prior to the time proposals are due, provided proposers are granted such extensions as necessary to allow sufficient time for submission of proposals in response to the modified RFP.

2. Cancel this RFP at any time, but prior to award of a contract by the Board of Supervisors, in whole or in part, when it is determined that cancellation is in the best interest of the County.

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3. Reject any or all proposals.

4. Reject a proposal at any time during the RFP process for reasons stated in this RFP or for false information submitted in response to the RFP.

5. Enter into a contract for all or some of the stated services.

6. Award single or multiple contracts.

7. Based on the County’s needs and availability of funds, modify the scope of service described herein, provided proposers are allowed to re-submit modified proposals within a reasonable time.

8. Ask proposers for additional information or documentation.

I. USE OF LOBBYISTS

The County of Orange does not require, and neither encourages nor discourages, the use of lobbyists or other consultants for the purpose of securing business.

J. PROTEST PROCESS

Any actual or prospective proposer who alleges a grievance by the solicitation or award of a contract may submit a grievance or protest that this solicitation is unfairly restrictive, ambiguous or contains conflicting provisions.

Protest of Solicitation Specifications All protests related to solicitation specifications must be submitted to HCA Procurement and Contract Services no later than five (5) business days prior to the close of the solicitation period.

Protests received after the five (5) business day deadline will not be considered by the County. In the event the protest of specifications is denied and the protester wishes to continue in the solicitation process, it must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in the solicitation.

Protest of Award of Contract In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the “Notice of Intent to Award Contract” is provided by HCA Procurement and Contract Services. Protests relating to a proposed contract award, which are received after the five

(5) business day deadline will not be considered by the County. Upon receipt of a timely protest, the Procurement and Contract Services Division Manager will, within 10 business days, issue a decision in writing which shall state the reasons for the actions taken.

The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

Procedure

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All protests shall be typed under the protester’s letterhead and submitted in accordance with the provisions stated. All protests shall include at a minimum the following information:

1. The name, address, and telephone number of the protester.

2. The signature of the protester or the protester’s authorized representative.

3. The name of the solicitation or number of the RFP.

4. A detailed statement of the legal and/or factual grounds for the protest.

5. The form of relief requested.

Written protests must be sent to: County of Orange/Health Care Agency

Procurement and Contract Services 400 W Civic Center Drive, 3rd floor Santa Ana, CA 92701 Attn: Roosevelt McCombs rmccombs@ochca.com

Appeal Process If the protester disagrees with the decision of the Procurement and Contract Services Division Manager, the protester may submit a written notice within three (3) business days from receipt of the Procurement and Contract Services Division Manager’s decision to the Office of the County Procurement Officer requesting an appeal to the Procurement Appeals Board.

Written appeals must be sent to: County of Orange/County Procurement Office

400 W Civic Center Drive, 5th floor Santa Ana, CA 92701 Attn: County Procurement Officer CPOAppeals@ocgov.com

Within 15 business days, the County Procurement Officer will review all materials in connection with the protest, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the protest shall be forwarded to the Procurement Appeals Board.

The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

K. CHANGE OF OWNERSHIP/NAME AND LITIGATION STATUS

If a contract is awarded as a result of this solicitation, proposer agrees that if there is a change or transfer in ownership of proposer’s organization prior to the completion of a contract, and the County agrees to an assignment of the Contract, the new owners shall be required under the terms of sale or other instruments of transfer to assume Contractor’s duties and obligations contained in the Contract and complete them to the satisfaction of the County.

mailto:CPOAppeals@ocgov.com

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The County reserves the right to immediately terminate the Contract in the event the County determines that the assignee is not qualified or is otherwise unacceptable to the County for the provision of services under the Contract.

L. CONFLICT OF INTEREST

Proposer shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with County interests. In addition to the proposer, this obligation shall apply to the proposer’s employees, agents, and subcontractors associated with the provision of goods and services provided under the Contract. The proposer’s efforts shall include, but not be limited to establishing rules and procedures preventing its employees, agents, and subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence County staff or elected officers in the performance of their duties.

The County reserves the right to disqualify any proposer on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other information available to the County. This disqualification is at the sole discretion of County. Any proposer submitting a proposal herein waives any right to object to the County’s exercise of this right, now or at any future time, before anybody or agency including, but not limited to, the County Board of Supervisors or any court of competent jurisdiction.

M. CONFIDENTIALITY

California Public Records Act Pursuant to California law, all information contained in a proposal may be public record, subject to disclosure to any member of the public who requests it through the California Public Records Act (CPRA). If it is necessary to include proprietary/trade secret information in a response, the County recommends that the proposal clearly and prominently marks the information believed to fall within such categories.

Names of Members of the Evaluation Panel and Communications with Panel Members The names of the evaluation panel members will not be disclosed unless ordered by a court.

To assure a fair process, members of the evaluation panel will be instructed not to discuss the information in the proposal or the solicitation process with any proposer(s) or other individuals. All communications between the proposer and County must be through the County’s online bidding system Q&A Section prior to the close of the Q&A period and through Procurement Administrator after the close of the Q&A period. Any violation of this direction will be deemed non-responsive with the RFP process and shall form a basis for the rejection of the proposal.

N. MODIFICATIONS TO THE RFP

The County reserves the sole right to interpret or change any provision of the solicitation at any time prior to the proposal submission date. Any and all interpretations or changes will be in the form of a written addendum, which will be furnished to all proposers through The County’s online bidding

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Should such addendum require information not previously requested, the County at its sole discretion, may determine that a time extension is required for the submission of proposals, in which case an addendum will indicate the new proposal submission date.

O. INSURANCE REQUIREMENTS

Insurance coverage and limits for the awarded Contract will vary based upon the identified services and will be determined during contract negotiations. The baseline amounts and key requirements are as follows:

COVERAGE MINIMUM LIMITS

Commercial General Liability $1,000,000 per occurrence $2,000,000 aggregate

Automobile Liability, including coverage for owned, non-owned and hired vehicles; (Passenger vehicles)

$1,000,000 per occurrence (7 passengers or less) $2,000,000 per occurrence; (8 passengers or more) $5,000,000 per occurrence

Workers’ Compensation Statutory Employer's Liability $1,000,000 per occurrence Network Security & Privacy Liability $1,000,000 per claims made

Professional Liability $1,000,000 per claims made $1,000,000 aggregate

Sexual Misconduct Liability $1,000,000 per occurrence

1. REQUIRED COVERAGE FORMS

a. The Commercial General Liability coverage shall be written on Insurance Services Office

(ISO) form CG 00 01, or a substitute form providing liability coverage at least as broad.

b. The Business Auto Liability coverage shall be written on ISO form CA 00 01, CA 00 05, CA

00 12, CA 00 20, or a substitute form providing coverage at least as broad.

2. REQUIRED ENDORSEMENTS

The Commercial General Liability policy shall contain the following endorsements, which shall accompany the Certificate of Insurance:

a. An Additional Insured endorsement using ISO form CG 20 26 04 13 or a form at least as broad naming the County of Orange, its elected and appointed officials, officers, employees, and agents as Additional Insureds, or provide blanket coverage which will state as required by written agreement.

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b. A primary non-contributing endorsement using ISO form CG 20 01 04 13 or a form at least as broad evidencing that the contractor’s insurance is primary and any insurance or self-insurance maintained by the County of Orange shall be excess and non-contributing.

3. The Workers’ Compensation policy shall contain a waiver of subrogation endorsement waiving all rights of subrogation against the County of Orange, its elected and appointed officials, officers, agents and employees, or provide blanket coverage.

4. The Network Security and Privacy Liability policy shall contain the following endorsements which shall accompany the Certificate of Insurance:

a. An Additional Insured endorsement naming the County of Orange, its elected and appointed officials, officers, agents and employees as Additional Insureds for its vicarious liability.

b. A primary non-contributing endorsement evidencing that the contractor’s insurance is primary and any insurance or self-insurance maintained by the County of Orange shall be excess and non-contributing.

5. All insurance policies required by the Contract shall waive all rights of subrogation against the County of Orange, its elected and appointed officials, officers, agents and employees when acting within the scope of their appointment or employment.

6. Contractor shall notify in writing within 30 days of any policy cancellation and 10 days for non-payment of premium and provide a copy of the cancellation notice to County. Failure to provide written notice of cancellation may constitute a material breach of the Contract, upon which the County may suspend or terminate the Contract.

7. If Contractor’s Professional Liability, and/or Network Security & Privacy Liability are “Claims Made” policy(ies), Contractor shall agree to maintain coverage for two (2) years following the completion of the Contract.

8. The Commercial General Liability policy shall contain a “severability of interests” clause also known as a “separation of insureds” clause (standard in the ISO CG 00 01 policy).

9. Insurance certificates should be forwarded to County upon request. If the contractor fails to provide the insurance certificates and endorsements within seven (7) days of notification by County, award may be given to next qualified proposer.

10. County expressly retains the right to require contractor to increase or decrease insurance of any of the above insurance types throughout the term of the Contract. Any increase or decrease in insurance will be as deemed by County of Orange Risk Manager as appropriate to adequately protect County.

11. The insurance company providing coverage must have and maintain at minimum the following ratings based on the most current edition of the Best’s Key Rating Guide/Property- Casualty/United States (ambest.com):

a. A- (Secure A.M. Best’s Rating).

b. VIII (Financial Size Category).

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12. It is preferred, but not mandatory, that the insurer be licensed to do business in the state of California (California Admitted Carrier). If the insurance carrier does not have an A.M. Best Rating of A-/VIII, the CEO/Office of Risk Management retains the right to approve or reject a carrier after a review of the company's performance and financial ratings.

13. All Self-Insured Retentions (SIRs) shall be clearly stated on the Certificate of Insurance. If no SIRs or deductibles apply, indicate as such on the Certificate of Insurance with a zero (0) by the appropriate line of coverage.

14. Contractor shall ensure that all subcontractors performing work on behalf of contractor pursuant to the Contract shall be covered under contractor’s insurance as an Additional Insured or maintain insurance subject to the same terms and conditions as set forth herein for contractor.

Contractor shall not allow subcontractors to work if subcontractors have less than the level of coverage required by County from contractor under the Contract. It is the obligation of contractor to provide notice of the insurance requirements to every subcontractor and to receive proof of insurance prior to allowing any subcontractor through the entirety of the Contract for inspection by County representative(s) at any reasonable time.

Prior to the provision of services, the successful proposer will be required to purchase insurance at the above minimum standards at proposer’s expense, and to deposit with the County, Certificates of Insurance including all endorsements necessary to satisfy the provisions identified above.

If Self-Insured, the successful proposer will be required to provide a Certificate of Self-Insurance that meets at minimum, the requirements identified above.

Failure of the proposer to meet these requirements after the proposer has been selected, and prior to the Contract start date, shall result in forfeiture of the proposer’s Contract award.

DESCRIPTION OF SERVICES SECTION II

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A. TARGET POPULATION

Peer Mentoring Services (Tracks one and two required; three optional) shall be provided to:

Track One The target groups for the Adult and Older Adult Peer Mentoring Track One program consist of those adults residing in Orange County, eighteen to fifty-nine (18 to 59) years of age, older adults sixty

(60) years of age and above, and eligible Medi-Cal beneficiaries who have been diagnosed with a serious mental illness and who may have a co-occurring disorder, and who need assistance achieving short-term goals mutually established with their treatment providers as part of a larger overall treatment plan.

Track Two The target groups for the Adult and Older Adult Peer Mentoring Track Two program consist of those adults residing in Orange County, eighteen to fifty-nine (18 to 59) years of age, older adults sixty

(60) years of age and above, and eligible Medi-Cal beneficiaries who have been diagnosed with a serious mental illness and who may have a co-occurring disorder, and who are pending discharge from CSU, or hospitals designated by County, linking them with follow-up outpatient services.

Track Three The target groups for the Adult and Older Adult Peer Mentoring Track Three program consist of those adults residing in Orange County, eighteen to fifty-nine (18 to 59) years of age, older adults sixty (60) years of age and above, and eligible Medi-Cal beneficiaries experiencing a behavioral health crisis.

B. SERVICES TO BE PROVIDED

1. Peer Mentoring services are culturally and linguistically appropriate; focusing on supporting

Client’s development of life management, independent living and relationship building skills;

successful re-integration into the community, and facilitation of linkages to behavioral health services and necessary community resources.

2. Reflect the principles of the Recovery model, fostering Client empowerment, hope, and an expectation that Recovery from mental illness is possible. The philosophy of Peer Mentoring services shall draw upon cultural strengths and utilize service delivery and assistance in a manner that is trusted by, and familiar to, many of Orange County’s ethnically and culturally diverse populations. Cultural competence shall be a continuous focus in the development of the programming, recruitment, and hiring of staff that speak the same language and have the same cultural background of the individuals that are to be served. This inclusion of Orange County’s multiple cultures will assist in maximizing access to services.

3. Peer Mentoring services shall use a team approach in each Track that consists of a Clinical

Manager, Peer Navigators and Peer Mentors. Peer Mentoring services shall be goal-specific and focus on increasing self-reliance by building a healthy network of support, which may involve the family members, friends, and significant others, re-integration into their homes and community after a hospitalization, and linkage or re-linkage with behavioral health services.

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4. Proposer shall develop strategies for engaging the target population, who have been historically difficult to engage due to their unstable living environment, unmanaged behavioral health symptoms, and overall lack of trust. Emphasis should be placed on building trust, developing a sense of community, while demonstrating and promoting dignity, respect, and honesty.

Proposer understands that it may take multiple attempts at engagement to build relationships and trust, and that consistent presence as well as follow-up and follow through will play an important role. Peer Mentors shall look for opportunities to share their lived experience in their efforts to develop rapport and trust. Other strategies shall be employed, and continuously re-evaluated to determine effectiveness, or the need for a different approach to engagement.

5. Services in each Track will include, but are not limited to, the following three (3) major components as identified below:

a. Education/Advocacy: Individual and/or group education regarding coping strategies, resources, wellness strategies, and self-advocacy. Peer Mentors shall model advocacy skills through family interactions, team meetings and treatment appointments with a goal of enhancing individual’s motivation and ability to participate in their own treatment.

b. Direct Service Supports: Field-based direct service supports to address individual Client issues which lead to re-hospitalization, isolation, and lack of connection to the community.

Individual supportive peer counseling shall be offered to promote Client participation in aftercare, increase motivation, and successfully re-integrate into the community. Peer Mentors will provide bridging services such as making initial follow-up medical or psychiatric appointments, arranging transportation, accompanying Clients to appointments, and developing emergency support plans.

c. Resource Assistance: Peer Mentors shall assist with meeting essential basic needs which support independent daily living skills. Proposer shall utilize a needs assessment tool and provide a variety of resources for a limited duration, including but not limited to, basic household items, food and clothing vouchers and transportation. In addition, linkage to long-term community resources such as food banks, and discounted bus passes will be provided to promote independence.

6. In addition to providing community resources to clients, proposer’s budget shall include a portion for Individual Services and Support Funds, or Flexible Funds, which are funds intended to provide Clients and/or their families with immediate assistance, as deemed necessary, for the treatment of their mental illness and their overall quality of life. Flexible Funds are generally categorized as housing, Client transportation, food, clothing, medical and miscellaneous expenditures that are individualized and appropriate to support Client’s mental health treatment activities.

7. Track specific requirements:

a. Track One:

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1) Referred from County-operated and County-contracted Behavioral Health Outpatient Clinics and select County-contracted Full-Service Partnerships.

2) The goal of Track One Peer Mentoring services is to assist treatment providers in achieving short-term goals for their clients that are part of a larger overall treatment plan, and mutually established with their clients.

3) Upon enrollment the program, Peer Mentors shall enter an engagement phase with their assigned Clients, lasting up to two (2) weeks, to accommodate those Clients who are initially challenging to engage. Once engaged, Proposer shall provide short-term, field-based services which last up to an average of sixty

(60) days post-engagement.

4) Services shall routinely be provided Monday - Friday, from 9am-6pm, however, Proposer shall modify these hours of operation to include regularly scheduled evening and weekend hours in order to meet client needs as required.

5) Staff/client ratio for Peer Mentors shall be maintained at or near 1:10.

6) Serve a minimum of 400 Clients annually.

b. Track Two:

1) Assist licensed staff at CSU as well as licensed staff in designated hospital inpatient units within Orange County in linking Clients to appropriate behavioral health services post discharge.

2) The goal of Track Two is to increase linkage and access to appropriate behavioral health services and community resources following a crisis, reduce hospitalizations, and improve Client’s experience in achieving recovery and wellness.

3) Once engaged and enrolled with peer mentoring services, Proposer shall provide short-term, field-based services, which last up to an average of 60 days and/or until Client has their first psychiatric appointment with assigned service provider.

4) Services shall be provided Monday - Friday, from 9:00 a.m. to 6:00 p.m.;

however, Proposer shall modify these hours of operation to include regularly scheduled evening and weekend hours in order to meet client needs as required.

5) Staff/client ratio for Peer Mentors shall be maintained at or near 1:5.

6) Serve a minimum of 300 Clients annually.

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c. Track Three:

1) Peers will be assigned to Crisis Assessment Team (CAT) to provide peer support for clients who are being evaluated.

2) Peers will also be assigned to Mobile Crisis Team (MCT). Services are provided by a multidisciplinary mobile crisis team at the location where client is experiencing a behavioral health crisis. Locations may include, but are not limited to, the client’s home, school or workplace, on the street, or where client socializes.

3) The goal of Track Three is to direct the Mobile Crisis Services toward the client in crisis but may include contact with a family member(s) or other significant support collateral(s) if the purpose of the collateral’s participation is to assist the client in addressing their behavioral health crisis and restoring the client to the highest possible functional level.

4) Mobile Crisis Services include warm handoffs to appropriate settings and providers when the client requires additional stabilization and/or treatment services; coordination with and referrals to appropriate health, social and other services and supports, as needed; and short-term follow-up support to help ensure the crisis is resolved and the client is connected to ongoing care.

5) Services shall be provided twenty-four hours a day, seven (7) days a week, and 365 days a year.

6) Serve a minimum of 550 Clients annually.

Documentation of Services The awarded Provider shall maintain appropriate records documenting all the services provided to, or on behalf of, clients (e.g., assessment, service plans, direct service progress notes and other consumer service records). This will also include service codes (billing) and other consumer demographic and financial information. All chart documentation shall comply with all federal, state, and local guidelines and standards and provider shall ensure that all chart documentation is completed within the appropriate timelines.

All confidential information shall be stored in a locked space. The documentation of staffing, payroll, other program costs and program activities shall clearly indicate program staff time. These records shall conform to the requirements of the Department of Health Care Services, Mental Health Oversight and Accountability Commission and BHS.

These records shall include, but are not limited to:

1. Individualized Service Plans - The Provider will develop and maintain Individualized Service

Plans that identify the treatment needs and recovery goals of each consumer. The service plan will provide a description of recovery goals and the methods and services that will be used to achieve those goals. The service plan must be signed by the consumer, applicable and qualified

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Licensed Practitioner of the Healing Arts (LPHA) and, if applicable, signed by the family/support person(s) who have been identified as participating in the consumer’s recovery goal with specific roles and responsibilities.

2. Service Documentation - The program will maintain records of referrals, denials, assessments, service notes, and any other documentation related to clients’ care in accordance with State and Federal standards and BHS policies. Service documentation will provide information regarding each consumer’s level of involvement in the different treatment activities and his/her progress towards the achievement of his/her treatment goals.

3. Medi-Cal reimbursable services will meet documentation standards of the Center for

Medicare/Medi-Cal Services (CMS) and Title 9 Standard for the certification of Social Rehabilitation Programs and if applicable, 22 licensing requirements and be consistent with BHS policies.

4. Provider shall enter consumer information into the applicable database within 24 hours of admission or next business day.

5. Serious Incident Reports (SIR) - The Provider will document all adverse incidents affecting the physical and emotional welfare of clients in accordance with BHS policy. Examples of adverse incidents include, but are not limited to, serious physical harm to self or others, serious destruction of property, etc. notify BHS within twenty-four (24) hours of any serious incidents affecting clients’ welfare.

6. All Protected Health Information (PHI) records must comply with Federal and State regulations, HIPAA, and RUHS - BH policies and procedures. Records shall conform to the requirements of the licensing authorities (State Department of Social Services and State Department of Health Care Services Mental Health Division).

7. Records maintained at the facility by the Provider on behalf of BHS are the property of BHS.

8. Billing entry into the Integrated Records Information System (IRIS) system as specified by BHS.

9. The awarded contractor(s) shall maintain appropriate records documenting all of the services provided to or on behalf of the clients. All confidential information shall conform to the requirements of the likening authority, Department of Health Care Services (DHCS), and BHS.

The documentation of staffing, payroll, other program costs, and program activities shall clearly indicate program staff time. The awarded contractor(s) shall provide BHS the following records, but are not limited to:

a. Access to all records maintained on all intervention and services provided to program participants.

b. Group sign in sheets noting date, time, and location and activities presented.

c. Compliance with requests for consumer social, economic, demographic and outcome data.

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Demographics and Statistics The selected proposer(s) for all three (3) Tracks (Track three is optional) shall track and report, on a monthly basis, the following information:

1. Total number of referrals received.

2. Total number of referrals accepted.

3. Total number of individuals engaged.

4. Total number of individuals diverted from hospitalizations.

5. Total number of individuals enrolled.

6. Total number of enrolled clients who are homeless.

7. Total number of individuals successfully linked.

8. Total number of enrolled clients successfully completed goals.

9. Dates of Service.

10. Type of services requested.

11. Client demographic information, including:

a. Client name or Client identifier.

b. Age/Date of birth.

c. Race.

d. Ethnicity.

e. Gender.

f. Lesbian/Gay/Bisexual/Transgender/Questioning.

g. Language spoken.

h. Military status; and

i. Referring agency or individual and recommended services; and

12. Additional community services offered to Clients.

C. PERFORMANCE OBJECTIVES

The selected proposer shall be required to meet the following performance objectives by fiscal year end.

Performance Outcomes In addition to the above, the selected proposer(s) shall be required to meet the following performance outcomes during each contract period:

1. Track One

a. Of the total number of annual, unduplicated enrolled Clients, collect a cumulative of seventy percent (70%) Client Satisfaction Survey and Client pre- and post-Self- Sufficiency Survey

b. Achieve a ninety percent (90%) Client satisfaction rating based upon their utilization of community resources as well as Client participation in self-sufficient and self-supporting activities as determined through pre- and post- Client surveys.

a. Achieve a ninety percent (90%) or higher rating for goal completion by Clients annually.

b. Achieve a minimum of eighty percent (80%) unduplicated enrollment out of the total number of annual, received referrals.

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2. Track Two

a. Of the total number of annual, unduplicated enrolled Clients, collect seventy percent

(70%) Client Satisfaction Surveys.

b. Achieve a ninety percent (90%) or higher Client satisfaction rating based on satisfaction surveys administered to Clients upon discharge.

c. Achieve seventy percent (70%) or higher successful Client linkages to community services.

d. Achieve a minimum of ninety percent (90%) unduplicated enrollment out of the total number of annual, received referrals.

3. Track Three

a. Of the total number of engaged individuals, a minimum of eighty percent (80%) successful linkage rate to County/contracted CSU, Crisis Residential Services and/or on-going behavioral health services.

Successful proposer(s) for all Tracks shall, at a minimum, analyze Performance Outcome data on a quarterly basis to determine the effectiveness of services offered by the program, and make programming recommendations or modifications as required, which ensure the services provided are meeting the needs of Clients, and also to ensure that Performance Outcomes are achieved.

Proposer shall provide a report of the results of each quarterly analysis to County and shall also provide a final year-end analysis report that summarizes the overall status and achievement of Performance Outcomes established for this program. Performance Outcomes may evolve through each contract period.

D. STAFFING REQUIREMENTS

All personnel assigned to the performance of the services will be closely evaluated by County.

Oversight of the Peer Mentoring program shall be by a single Program Director/Manager over all three Tracks. Each Track shall include a licensed Clinical Manager, Peer Mentors, administrative support, Billing Specialist, and a Data Analyst responsible for data collection and reporting.

Proposers may designate a Lead Peer Mentor in each Track to assist the Clinical Manager in supervising the Peer Mentors, and who may provide support, guidance, and strategies to strengthen their engagement efforts with Clients.