RFP+325-25-930-078.docx

STATE OF NORTH DAKOTA

DEPARTMENT OF HEALTH AND HUMAN SERVICES

LAKE REGION BEHAVIORAL HEALTH CLINIC

200 HIGHWAY 2 WEST

DEVILS LAKE, ND 58301

Solicitation Number: 325-25-930-078

Solicitation Type: Request for Proposal (RFP)

RFP Title: Transitional Living Residential

Issued: November 4, 2025

Purpose of RFP: To procure an entity to establish and operate a 5-bed Transitional Living Residential Services for individuals 18 years old and older with mental illness and/or substance use disorder in Devils Lake, North Dakota.

Procurement Officer: Christy Cichos

TABLE OF CONTENTS

SECTION ONE

Introduction and Instructions

1.03 RFP Schedule

1.04 Assistance to Individual with a Disability

1.05 Secretary of State Registration Requirements

1.06 Bidders List Registration

1.07 Notice Provided

1.08 Pre-Proposal Conference or Site Inspection

1.09 Deadline for Submission of Questions and Objections

1.010 Amendments to the RFP

1.011 Proposal Submission Instructions

1.012 Proposal Receipt Deadline – Late Proposals Rejected

1.013 Proposal Opening

1.014 News Releases

1.015 Attempt to Influence Prohibited

1.016 Collusion Prohibited

1.017 Specifications Prepared by Non-State Personnel

1.018 Supplier Registration (Payee)

SECTION TWO

Scope of Work

2.01 Background Information

2.02 Scope of Work

2.03 Location of Work

2.04 Required Licenses

2.05 Federal and State Requirements

SECTION THREE

General Contract Information

3.06 Supplemental Terms and Conditions

3.07 Contract Approval

3.08 Contract Changes – Unanticipated Amendments

3.09 Taxes and Taxpayer Identification Number

3.010 Proposed Payment Procedures

3.011 Contract Personnel

3.012 Right to Inspect Place of Business

3.013 Inspection & Modification – Reimbursement for Unacceptable Services

3.014 Business Associate Agreement

SECTION FOUR

Proposal Format and Content

4.01 Proposal Format and Content

4.02 Introduction

4.03 Understanding of the Scope of Work

4.04 Management Plan

4.05 Experience and Qualifications

4.06 Cost Proposal

4.07 Required Enclosures

SECTION FIVE

Award and Proposal Evaluation

5.01 Award

5.02 Responsiveness

5.03 Proposal Evaluation

5.04 Understanding of the Scope of Work

5.05 Management Plan

5.06 Experience and Qualifications

5.07 Cost Proposal

SECTION SIX

Standard Proposal Information

6.01 STATE Not Responsible for Preparation Costs

6.02 Conflict of Interest

6.03 Offer Held Firm

6.04 Amendments to Proposals and Withdrawal of Proposals

6.05 Alternate Proposals

6.06 Subcontractors

6.07 Joint Ventures

6.08 Disclosure of Proposal Contents and Compliance with North Dakota Open Records Laws

6.09 Right of Rejection

6.010 Clarification of Proposals - Discussions

6.011 Best and Final Offers

6.012 Preference Laws

6.013 Negotiations

6.014 Notice of Intent to Award – Offeror Notification of Selection

6.015 Protest and Appeal

ATTACHMENTS

Attachment A – Statewide Transitional Living Home Policy and Procedures Attachment B – DHHS Tobacco Free Behavioral Health Facilities Policy Attachment C – Sample Purchase of Service Agreement Attachment D – Business Associate Agreement Attachment E – Cost Proposal Attachment F – Evaluation Tool

SECTION ONE

INTRODUCTION AND INSTRUCTIONS

1.01 Purpose of the RFP

The state of North Dakota, acting through its North Dakota Department of Health and Human Services, Lake Region Behavioral Health Clinic (STATE) is requesting proposals for an entity to establish and operate a 5-bed Transitional Living Residential Services unit for individuals 18 years old and older with mental illness and/or substance use disorder in Devils Lake, North Dakota.

1.02 Procurement Officer Contact Information

The procurement officer is the point of contact for this RFP. All communication regarding this RFP must be directed to the procurement officer (the preferred method of communication is e-mail). Please do not add the procurement officer to any marketing distribution lists.

Procurement Officer: Christy Cichos E-Mail: ckcichos@nd.gov Phone: 701-665-2224 TTY Users Call: 7-1-1

Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible procurement officer or designee is sufficient grounds for suspension or debarment. [N.D.A.C. § 4-12-05-04(7)]

1.03 RFP Schedule

This schedule of events represents STATE’s best estimate of the schedule that will be followed for this RFP. If a component of this schedule, such as the Deadline for Receipt of Proposals, is delayed, the rest of the schedule will be shifted by the same number of days. The estimated RFP Schedule is as follows:

1.04 Assistance to Individual with a Disability

Contact the procurement officer, as soon as possible, if an individual with a disability needs assistance with this RFP, including any events in the RFP Schedule, so reasonable accommodations can be made.

1.05 Secretary of State Registration Requirements

The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1).

· See the OMB Guidelines to Vendor Registry for more information.

Visit the Secretary of State's Vendor Registration webpage for information on registration requirements and fees. Visit FirstStop, the Secretary of State's business and licensing software, for online form options.

· Check the Business Records database to see if a business is registered.

· Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1).

· If you need to register, fees apply.

· Vendors may need to obtain businesses licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

1.06 Bidders List Registration

Individuals or business entities desiring to be notified of bidding opportunities may apply to be placed on the Bidders List. (N.D.C.C. § 54-44.4-09) Bidders Lists are used to notify vendors when solicitations are issued on the State Procurement Office Online system (SPO Online). Placement on the Bidders List does not guarantee a vendor will receive notice of every solicitation (N.D.A.C. § 4-12-05-01). There are no fees to register as a bidder. The online application form requests contact information for the receipt of solicitation notices. The Bidders List application and SPO Online system use commodity codes to identify categories of goods, services, and information technology.

The commodity code used for this solicitation is: 952 – 05, 06, 15, 21, 59, 62, 85, 91 and 92.

Visit the OMB website for instructions and the online Bidders List Application: Bidders List Registration Website

For assistance with Bidders List Registration, contact State Procurement Help Desk at 701-328-1728 or infospo@nd.gov.

1.07 Notice Provided

This RFP, and any related amendments and notices, will be posted on North Dakota’s OMB’s website using SPO Online. Offerors are responsible for checking this website to obtain all information and documents related to this RFP:

https://apps.nd.gov/csd/spo/services/bidder/main.htm

Select “Recent Solicitations”. Recent Solicitations are listed by close date (see Deadline for Receipt of Proposals date in Section 1.03 RFP Schedule).

Notices related to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential offerors.

Offerors not having completed the Bidders List registration may request to receive notices related to this RFP by contacting the Procurement Officer, in writing, with the following information: RFP title, business name, contact person, mailing address, telephone number, and email address.

This RFP will also be posted on the North Dakota Department of Health and Human Services (DHHS) website: Solicitation Notice | Health and Human Services North Dakota

1.08 Pre-Proposal Conference or Site Inspection

No pre-proposal conference or site inspection will be held for this RFP.

1.09 Deadline for Submission of Questions and Objections

Offerors should carefully review this RFP, including all attachments. Offerors may ask questions to obtain clarification and request additional information, or object to material in the RFP. Questions and objections must be submitted to the procurement officer, in writing, by the deadline identified in the RFP Schedule. The procurement officer may elect to respond to questions received after the deadline.

Questions and objections should include a reference to the applicable RFP section or subsection. Email is the preferred method of submission with the RFP number cited in the email subject line.

Responses to questions will be distributed as a Solicitation Amendment, unless the question can be answered by referring the offeror to a specific section of the RFP.

1.10 Amendments to the RFP

If an amendment to this RFP is issued, it will be provided to all offerors on the Bidders List for the solicitation and to those prospective offerors who have contacted the procurement officer to receive notices related to the RFP. An offeror shall include in its proposal any required acknowledgements of amendments to the RFP.

1.11 Proposal Submission Instructions

UPLOAD RESPONSE THROUGH THE STATE PROCUREMENT ONLINE SYSTEM (SPO ONLINE):

Offeror must electronically submit proposals through the State Procurement Office Online system (SPO Online) by the Deadline for Receipt of Proposals.

DO NOT WAIT UNTIL THE “LAST MINUTE” TO SUBMIT A RESPONSE. It is recommended that proposals be uploaded 24 hours prior to the Deadline for Receipt of Proposals.

Offeror must begin the electronic submission process well in advance of the Deadline for Receipt of Proposals to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for an offeror’s failure to timely submit a proposal due to any technical difficulties. If you experience any technical difficulties contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

If documents are in the process of being uploaded when the Deadline for Receipt of Proposals occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus or other security software.

1. This solicitation is posted on SPO Online at: https://apps.nd.gov/csd/spo/services/bidder/main.htm

2. Select “Recent Solicitations” and find this solicitation. Solicitations are listed by close date.

3. Use “Upload Response” to upload a maximum of five (5), clearly labeled documents before the Deadline for Receipt of Proposals provided in the RFP Schedule.

4. Offeror must upload their Technical Proposal and Cost Proposal in separate files.

5. The maximum file size allowed is 50mb per file.

6. There is a 50-character file name limitation for the document being uploaded.

7. There is a 75-character limit in the TITLE field within SPO Online.

8. All SPO Online field entries must be alphanumeric. Dashes and underscores are allowed; however, the system DOES NOT accept other special characters, such as apostrophe, & symbol, quotation marks, etc.

9. DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

10. Offeror will receive an email confirmation from infospo@nd.gov that the upload response was received including the “File Description” for the uploaded files. Review this email to ensure all files were successfully uploaded. If offeror DOES NOT receive an email confirmation, the upload was NOT successful, and the files will need to be uploaded again. If offeror does not receive an email confirmation after the reattempt, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

Visit https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf for the SPO Electronic Response Job Aid which describes how to submit an electronic response.

1.12 Proposal Receipt Deadline – Late Proposals Rejected

An offeror is responsible for ensuring its proposal is received by STATE prior to the Deadline for Receipt of Proposals identified in Section 1.03 RFP Schedule. A Solicitation Amendment will be issued if this deadline is changed. An offeror may contact the procurement officer to inquire whether its proposal has been received. Offerors assume the risk of the method of dispatch chosen. STATE assumes no responsibility for delays caused by any delivery service. Postmarking by the Deadline for Receipt of Proposals shall not substitute for actual proposal receipt by STATE. Proposals delivered late will be rejected pursuant to N.D.A.C. § 4-12-08-13.

1.13 Proposal Opening

This is a formal sealed RFP process. Proposals will be secured and held unopened until the Deadline for Receipt of Proposals. A public opening will not be held.

1.14 News Releases

An offeror shall not make any news releases related to this RFP without prior approval of the procurement officer.

1.15 Attempt to Influence Prohibited

Offerors must not give or offer to give anything to a state employee or official anything that might influence, or appear to influence, procurement decisions. Suspected attempt to influence will be handled in accordance with N.D.A.C. § 4-12-04-05.

1.16 Collusion Prohibited

Offerors must prepare proposals independently, without collusion. Suspected collusion will be handled in accordance with N.D.A.C § 4-12-04-06.

1.17 Specifications Prepared by Non-State Personnel

When a purchasing agency has specifications prepared by someone other than a state employee or official on behalf of the STATE, that person or business entity must be excluded from submitting bids or proposals in accordance with N.D.A.C. § 4-12-06-06.

1.18 Supplier Registration (Payee)

The successful offeror(s) will be required to complete Supplier Registration, if not already registered as a Supplier. Any individual or business who will be receiving payment from a state agency or higher education institution must complete a registration process to collect important financial and taxpayer information. Payments are generally made by check or automatic clearing house (ACH), and taxpayer information must be collected in compliance with IRS requirements. The State and North Dakota University System (NDUS) have separate financial systems and vendor registration processes.

SECTION TWO

SCOPE OF WORK

2.01 Background Information

STATE is one of eight regional behavioral health clinics within DHHS. The clinic provides behavioral health services to residents of Benson, Cavalier, Eddy, Ramsey, Rolette, and Towner counties in North Dakota (Region III).

2.02 Scope of Work

The scope of work is intended to describe specific expectations and services that the successful offeror will be responsible for completing once awarded.

An offeror must provide a detailed response for each of the following sections:

Compliance with State Policy and Procedure:

At execution of the Purchase of Services Agreement, successful offeror shall comply and maintain compliance with all requirements identified in this Scope of Work and Attachment A, Statewide Transitional Living Home Policy and Procedures. If not compliant, successful offeror shall create and submit a plan within 30 days to STATE which includes how successful offeror will remedy the non-compliant elements.

Offeror Response:

General Requirements:

1. Successful offeror shall provide Transitional Living Residential services for all individuals 18 years old and older with mental illness, substance use disorder, dual diagnosis or with co-occurring disorders (substance use disorders and mental health diagnoses).

Offeror Response:

2. STATE shall designate primary contact, and successful offeror shall communicate any program issues or concerns directly with the primary contact.

Offeror Response:

3. STATE shall be responsible for all decisions related to admission and discharges.

Offeror Response:

4. Successful offeror shall only accept all admissions of individuals identified by STATE Treatment Team.

Offeror Response:

5. Successful offeror shall only discharge individuals identified by STATE Treatment Team.

Offeror Response:

6. Successful offeror shall provide residential services, 24 hours per day, seven (7) days per week, 365 days per year (24/7/365) by awake staff, along with regularly scheduled/documented bed checks; more frequent bed checks shall be directed by STATE Treatment Team when risk factors are present.

Offeror Response:

7. Successful offeror shall document when an individual is off-site, reason for off-site, if successful offeror is providing supervision of individual off-site, and which staff is providing supervision and to the degree supervision is being provided.

Offeror Response:

8. Successful offeror shall provide onsite awake staffing in accordance with one staff to five individuals served ratio, with capacity to meet programming needs, and with a minimum of two staff on at all times. Successful offeror shall provide additional staff to meet programming needs which may include onsite or community-based work. Successful offeror shall provide access for supervision to residential staff. If successful offeror requires a change to ratio based on need successful offeror shall seek approval from STATE.

Offeror Response:

9. Successful offeror shall provide room and board, to include a minimum of three full meals per day. Meals shall adhere to national nutritional standards. Successful offeror shall not use Supplemental Nutritional Assistance Program Electronic Benefits Transfer (SNAP EBT) funds of individuals served. Successful offeror shall provide full meals to individuals admitted outside of normal mealtimes when requested by individual and/or STATE Treatment Team.

Offeror Response:

10. Successful Offeror shall partner with an interpreter service that is available 24/7/365 to assist with languages that are not spoken fluently by any staff present within the unit. Successful offeror shall ensure that the identified language interpreter service is a HIPAA-compliant member of the National Coalition on Health Care Interpreter Certification. The interpreter service shall have languages available to meet demand. Successful offeror must show proof of purchase of service/contract for interpreter services.

Offeror Response:

11. Successful offeror shall utilize ipTTY environment (or TTY over Internet Protocol) to manage calls for individuals who are Deaf or hard of hearing.

Offeror Response:

12. Successful offeror shall attend Community Meetings identified by STATE to participate in discussion about community trends. Successful offeror shall report program updates and data reporting to the members.

Offeror Response:

Compliance and Confidentiality Requirements:

1. Successful offeror shall comply with state law and regulations for reporting child or vulnerable adult abuse and/or neglect.

Offeror Response:

2. Successful offeror shall maintain confidentiality and comply with all applicable federal and state laws, federal regulations, and state administrative codes governing confidentiality, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 42 C.F.R Part 2 Confidentiality of Substance Use Disorder Patient Records, North Dakota Century Code § 50-06-15 Offeror Response:

3. Services shall be confidential. Confidential information shall only be used and disclosed to perform the services specified in this RFP, provided that the use or disclosure does not violate the Purchase of Service Agreement, Business Associate Agreement, or any applicable federal or state confidentiality laws, regulations, or rules.

Offeror Response:

4. Develop and use appropriate procedural, physical, and electronic safeguards to protect against the use or disclosure of Protected Health Information (PHI) in a manner not authorized by the Business Associate Agreement or required by law.

Offeror Response:

5. Successful offeror shall implement and comply with the standards set forth at Subpart C of 45 CFR Part 164, with respect to ePHI to reasonably and appropriately protect the confidentiality, integrity, and availability of the ePHI, including use both physical and electronic access controls; and perform regular vulnerability and penetration testing.

Offeror Response:

Environmental Requirements:

1. Successful offeror shall maintain a safe, supportive, and therapeutic environment for individuals served and staff. This environment must be recovery-oriented and trauma-informed, promoting dignity, respect, and support for personal growth.

Offeror Response:

2. Successful offeror shall provide a safe and well-maintained facility free of environmental hazards. Environment must be free of offensive odors, vermin, mold, and dampness. Successful offeror is expected to remedy environmental hazards in a timely fashion.

Offeror Response:

3. Successful offeror shall comply with all applicable Americans with Disabilities Act (ADA) regulations. Facility shall be ADA accessible.

Offeror Response:

4. Successful offeror shall provide regular maintenance duties with its staff. Successful offeror shall not request or permit individuals served to perform physical duties outside of normal household chores. Examples of physical duties not permissible are cleaning gutters, shoveling snow, carpentry, construction, etc.

Offeror Response:

5. Successful offeror shall not enter into any agreements with current individuals served; for example, hiring individual served to do work or bartering for a service.

Offeror Response:

6. Successful offeror shall provide on-site access to internet with adequate broadband and Wi-Fi to support clinical service.

Offeror Response:

7. Successful offeror shall provide the required furnishings and residential supplies to include, but not limited to:

a. Common area with furniture and television equipped with ability to watch educational/therapeutic videos.

Offeror Response:

b. Dining Room shall include a table and chairs to sit down and eat meals.

Offeror Response:

c. Bedroom shall include, at minimum, a nightstand, bed with sheets and pillow, and clothing storage with consideration of ligature risk.

Offeror Response:

d. For individuals with indigent status, as determined by STATE, hygiene supplies to keep a person clean and healthy to include, but not limited to, shampoo and conditioner, body soap/wash, brush/comb, deodorant/antiperspirants, toothbrush and toothpaste, and, if applicable, feminine hygiene products.

Offeror Response:

e. Private room with appropriate office furniture to provide therapeutic interventions.

Offeror Response:

Policy Requirements:

1. Successful offeror shall develop and demonstrate consistent compliance with the Statewide Transitional Living Home Policy and Procedures (Attachment A).

Offeror Response:

2. The successful offeror shall be solely responsible for the development, implementation, and oversight of its internal policies, service delivery practices, and related documentation. A complete policy and procedure manual specific to this program must be submitted to STATE within 30 days of signing the Purchase of Service Agreement. Any subsequent updates or changes must also be submitted to STATE within 30 days of the revision.

Offeror Response:

3. Successful offeror shall maintain documentation demonstrating that all policies are reviewed and updated at least annually to ensure ongoing staff competency and program compliance. While STATE may request and collect these documents to verify the existence and review of internal policies, it does not review, approve, or endorse any agency policies, procedures, or practices. Submission of such documentation shall not be construed as STATE approval or as acceptance of oversight responsibility. The successful offeror remains fully accountable for compliance with all applicable laws, regulations, and contractual obligations.

Offeror Response:

4. Policies and procedures must include, but are not limited to, the following:

a. Tobacco free environments. Successful offeror shall:

I. Incorporate the language of the DHHS Tobacco Free Behavioral Health Facilities Policy, attached as Attachment B, into successful offeror’s policies and procedures, which is made a part of the Agreement through its reference here.

II. Provide employees and volunteers access to tobacco use disorder education. Successful offeror shall offer tobacco use disorder treatment to employees and volunteers, encourage employees and volunteers to be tobacco-free, and encourage the hiring of tobacco-free employees and volunteers.

III. Include a screen for tobacco use and tobacco use disorder of individuals served as part of the initial and ongoing assessment process. Findings shall be noted in individual’s clinical record.

IV. Integrate tobacco use disorder treatment into the treatment services provided (referral out for tobacco dependence treatment does not qualify as integration).

V. Integrate education specific to tobacco use disorder into clinical programming. Such education may be included in other individual served education programming, such as substance education, Human Immunodeficiency Virus (HIV), and other education.

VI. Successful offeror is responsible for purchasing and providing the Food and Drug Administration (FDA) approved tobacco treatment medications for use by individuals served. STATE may assist with administering FDA-approved tobacco treatment medications and training needs for successful offeror staff to be Tobacco Treatment Specialist certified, as appropriate.

VII. Successful offeror understands that STATE may cite successful offeror during site visit(s) if successful offeror does not have tobacco-free grounds signage and include tobacco assessment/treatment in individual served clinical records.

Offeror Response:

b. Code of Conduct; and show action towards staff adherence.

Offeror Response:

c. Safety and risk management.

Offeror Response:

d. Develop a written emergency plan that identifies the procedures for dealing with fire emergencies, natural disasters or severe weather, man-made disasters, pandemics, and other emergency situations.

Offeror Response:

e. Mandated reporting.

Offeror Response:

f. Confidentiality.

Offeror Response:

g. Employment practices.

Offeror Response:

h. Verification background checks, qualifications, and credentials of staff members.

Offeror Response:

i. Grievances.

Offeror Response:

j. To include a transparent and user-friendly process for Individuals to file complaints/grievances. Successful offeror shall establish a procedure for follow-up on all complaints/grievances received.

Offeror Response:

k. Information related to recovery and continuation of system operations after a natural or human-induced disaster.

Offeror Response:

l. In the event there is an interruption in service lasting over two hours impeding the ability to meet the requirements of this RFP, successful offeror shall make direct contact with STATE’s Regional Director and Clinical Director, or designee, by phone with details of the disruption and planned resolution, including which services were impacted.

Offeror Response:

m. To include an outline of recovery and continuation of the system operations in the event of a natural or human-induced disaster. Disaster criteria policies and procedures shall be subject to review by STATE.

Offeror Response:

5. Successful offeror must comply with any STATE-created policies and procedures as they are released/revised and deemed applicable to Transitional Living Residential services.

Offeror Response:

6. Successful offeror must follow STATE’s policies and procedures for use of state fleet vehicles. Successful offeror’s approved staff may transport STATE’s clients utilizing state fleet vehicles. Successful offeror’s staff must carry proof of automobile insurance when operating a state fleet vehicle.

Offeror Response:

Personnel Requirements:

1. Successful offeror shall maintain a safe, supportive, and therapeutic environment for both individuals served and staff. This environment must be recovery-oriented and trauma-informed, promoting dignity, respect, and support for personal growth.

Offeror Response:

2. Successful offeror shall obtain employee background checks and maintain documentation in employee files. Successful offeror shall not hire an individual if they currently have a felony, class A misdemeanor, or class B misdemeanor convictions, pled guilty to or pled No Contest to the listed charges in NDAC 75-02-05-11.2. Successful offeror shall seek approval from STATE if the individual obtaining employment has any other charges/convictions and successful offeror does not hire due to those reasons.

Offeror Response:

3. Successful offeror shall maintain personnel files and conduct at least annual reviews on all employees. Successful offeror shall create performance improvement plans for each rating element if ratings are less than satisfactory/meet standards.

Offeror Response:

4. Successful offeror shall be responsible for providing sufficient and qualified staff members to meet the needs of the individuals served.

Offeror Response:

5. Successful offeror must provide Registered Nurse coverage to meet level of care needs and ensure Medication Assistant I or II services are delivered in accordance with administrative rule requirements. Must employ Medication Assistants to be present on all shifts.

Offeror Response:

6. Successful offeror shall partner with STATE to establish an ongoing training/educational process to ensure quality of care is maintained.

Offeror Response:

7. At a minimum, employees shall be trained in the following areas:

a. Intro to DHHS Behavioral Health System Values

b. Practice model training

c. Mental health first aid

d. Therapeutic response/intervention

e. Mental health conditions

f. Substance use disorders

g. Co-occurring disorders

h. Medication administration

i. Documenting a clinical record

j. Incident report and sentinel event reporting

k. Stages of change/treatment training

l. Withdrawal management/alcohol withdrawal

m. Mandated reporting

n. Confidentiality

o. Suicide screening and identifying risk factors

p. CPR/First Aid

q. Narcan

r. Safe zone and/or inclusion training

s. Safety planning

t. Food safety

u. Nurse aid training (unless the employee is already a Certified Nursing Assistant (CNA))

v. Medication aid training, as applicable

w. Introduction to psychosocial rehabilitation Offeror Response:

Programming Requirements:

1. Successful offeror and STATE shall identify Treatment Team members with individuals served.

a. STATE Treatment Team members may include, but not be limited to the following:

i. Clinical Lead/Team Coordinator

ii. Licensed Addiction Counselor

iii. Behavior Modification Specialist

iv. Skills Integrator

v. Case Manager

vi. Psychiatrist or other prescriber, if applicable

b. Successful offeror Treatment Team members may include, but are not limited to the following:

i. Successful offeror Program Manager or designee

ii. Direct Care Staff

iii. Nursing

iv. Other community providers e.g. Parole/Probation Officers, Primary Care Physicians, Supported Employment Specialists, Peer Support Specialist, etc.

Offeror Response:

2. Successful offeror shall demonstrate consistent compliance in following STATE’s Individual Service Plan (ISP) for individuals served. Successful offeror shall not create their own care/treatment plan for individuals served. All plans shall be created by STATE Treatment Team.

Offeror Response:

3. When arrangements are made by STATE for an admission, successful offeror shall coordinate with STATE and the individual served to be transported to the unit for admission.

Offeror Response:

4. If the individual served needs to go to other locations to get their essential belongings to stay at the transitional living residential unit, successful offeror shall accommodate to ensure individuals served basic needs are met. This includes, but is not limited to:

a. Pharmacy

b. Individual served home/homeless shelter

c. Hospital

d. Jail Offeror Response:

5. Successful offeror shall orient individuals served to the unit and service program. This shall include, but is not limited to:

a. Patient rights and responsibilities

b. Privacy and confidentiality practices

c. Civil rights and grievance procedures

d. Informed consent for services

e. Service description

f. Fees associated with services

g. Cell phones and electronic devices

h. On-site visitation rules/off-site visitation passes

i. Provide resident and guest check-in

j. Tobacco free environment rules Offeror Response:

6. Successful offeror shall facilitate a weekly on-site resident meeting and maintain documentation of client comments. Documents shall be open for review by STATE.

Offeror Response:

7. Successful offeror shall identify and provide opportunities for therapeutic and skills-based recreational or supportive activities to help structure individuals served in a positive manner.

Offeror Response:

8. Urinalysis testing shall be conducted as guided by STATE Treatment Team in accordance with the Substance Abuse and Mental Health Services Administration’s (SAMHSA) best practices. Successful offeror shall not conduct urinalysis testing without approval of STATE Treatment Team.

Offeror Response:

9. Successful offeror shall initiate crisis intervention protocols and therapeutic response techniques when situations arise.

Offeror Response:

10. Successful offeror shall provide or assist with the arrangement of individual served transportation needs at no cost to the individual served. This must include, but is not limited to:

a. Transportation as directed by STATE in order to attend programming, community support groups, and practical supports. Community integration and incorporating community support (peer support or support groups).

b. Medical appointments or non-emergent transport to receive care or support.

Offeror Response:

11. Discharge Arrangements: when STATE determines level of care has changed, successful offeror shall arrange to transport that individual served to the recommended level of care if law enforcement or emergency transport is not required. Successful offeror shall complete the required discharge documents and compete checkout procedures with the individual served. Successful offeror shall then transport the individual served to the needed location based on the recommendation of STATE. This includes, but not limited to:

a. Walk in clinic or hospital – non emergent

b. Home

c. Treatment Center

d. Crisis Residential Unit

e. Homeless Shelter

f. Family/support person’s home Offeror Response:

Medication Requirements:

1. Successful offeror shall provide an opportunity for self-medication administration as per state law, facility licensure, and medical scope of practice.

Offeror Response:

2. Successful offeror shall ensure appropriately trained staff to provide medication education for all individuals served who are taking prescribed medications.

Offeror Response:

3. Successful offeror shall ensure all staff are Certified Medication Assistants and are able to administer medications as per prescriber’s orders.

Offeror Response:

4. Successful offeror shall provide a locked area for medications, double locked for controlled substances, and shall provide a record of all medications administered to individuals served, such as a Self Administration Record (SAR), as well as a daily count of all controlled substances kept on site.

Offeror Response:

5. Successful offeror shall follow STATE Medical Staff directives regarding the allowance of controlled substances on site once it is approved and packaged by STATE or an Opioid Treatment Center.

Offeror Response:

6. Narcan (not expired) shall be available for use and administered, as appropriate, in accordance with training guidelines.

Offeror Response:

Coordination, Communication, Documentation, and Data Security Requirements:

1. Successful offeror shall actively participate in all scheduled meetings as requested by STATE to ensure continuity and coordination of care. In addition to scheduled meetings, successful offeror shall engage in daily communication with STATE to make timely and appropriate treatment adjustments aimed at reducing risk factors and enhancing individual skill development and symptom stabilization. Close and ongoing collaboration with STATE is essential to achieving the best possible outcomes for individuals served.

Offeror Response:

2. Successful offeror shall document all services provided within the STATE-provided Electronic Health Record (EHR) system. All documentation must be completed and entered into the EHR at the end of each shift. Timely and accurate documentation is critical to the integrity of clinical care and compliance with STATE standards.

Offeror Response:

3. Successful offeror shall provide all required documents related to individuals served, such as medical documents, consent forms, and releases, to STATE within 30 days of receipt or completion. These records must be complete, legible, and submitted in accordance with applicable privacy and documentation standards.

Offeror Response:

4. Successful offeror shall use a secure, encrypted email system for all communications involving PHI, including, but not limited to, information protected under 42 CFR Part 2 and any other sensitive or confidential data. All electronic transmissions and exchanges of documents with STATE must fully comply with applicable federal and state privacy and security laws, including HIPAA and any additional confidentiality requirements specified in the Business Associate Agreement. Successful offeror shall maintain and demonstrate the capability to securely transmit documents and data upon request by STATE, using encryption and security protocols that meet or exceed current regulatory standards.

Offeror Response:

Quality and Risk Management Requirements:

1. Successful offeror shall utilize approved or STATE generated incident report form and develop an internal process for reviewing and managing these. Successful offeror shall provide the written documentation of the incident to STATE within 24 hours of the incident. Reportable incidents include incidents involving accidents and injuries, including those resulting in serious physical or psychological trauma; medication errors; and inappropriate conduct of an individual served or staff, including inappropriate sexual contact. Incidents involving death must be reported immediately.

Offeror Response:

2. STATE shall provide consultation 24 hours a day, seven days a week, to address critical, atypical, or other urgent individual served care concerns that may arise, particularly for those situations that fall outside of the Statewide Transitional Living Home Policy and Procedures (Attachment A), or are not specified in the care requirements for individuals served.

Offeror Response:

3. Successful offeror shall submit a monthly report on the number of individuals served from the previous month by the 5th working day of each month:

a. At a minimum, the report must include the name and case number of the individuals, the specific bed days they were at the facility, and the total number of bed days requested for reimbursement.

b. Incident Reports from the previous month and documented follow-up and resolution.

c. Performance Improvement Plans active from the previous month and documented follow-up and resolution.

d. Grievances/Complaints from previous month and documented follow up and resolution.

Offeror Response:

4. Successful offeror shall maintain a Quality Management Team with a designated lead. This team shall meet quarterly and shall be composed of staff members from both STATE and successful offeror. Successful offeror shall coordinate and facilitate the meetings.

Offeror Response:

5. Successful offeror’s designated Quality Management lead shall manage all improvement plans related to quality assurance.

Offeror Response:

6. Successful offeror’s designated Quality Management lead shall meet with the Local State Operated Behavioral Health Clinic Continuous Quality Improvement Manager at a minimum of one time per month to analyze data, discuss problems/concerns, and progress or lack thereof for any improvement plans.

Offeror Response:

7. Successful offeror shall, in collaboration with STATE, create and maintain a Quality Management Plan and regular reviews and progress towards plan. Reports on the status of these goals should be reviewed, at minimum, during quarterly meetings.

Offeror Response:

8. Successful offeror and STATE shall collaborate to identify program and process outcomes to measure. The following reports, but not limited to, shall be reviewed during quarterly meetings:

a. Bed day occupancy.

b. Successful offeror shall collect individual served surveys and provide results of these to Quality Management Team on 75% of all planned discharges.

c. Incident reporting.

d. Individual served outcomes.

e. Program outcomes.

f. Process outcomes.

g. Community engagement efforts.

h. Trends for staff exit surveys.

i. Turnover Rates Offeror Response:

9. Successful offeror shall maintain an Internal Quality Management Group. Tasks shall include, but are not limited to:

a. Quality management functions shall include management of incident reports, collection of satisfaction/outcome surveys, as well as identifying and completing ongoing performance improvement initiatives. A yearly summary report from Quality Management Lead shall be provided to STATE.

b. Successful offeror shall monitor outcome measures identified by Quality Management Team.

c. Successful offeror shall collect and analyze data and produce evidence of Quality Management Plan and regular reviews and progress towards plan.

Offeror Response:

10. STATE shall conduct root cause analysis with successful offeror on quality assurance reports as deemed by STATE.

Offeror Response:

11. Successful offeror shall not receive payment for the declared service in the billing submission without sufficient documentation of the service.

a. Successful offeror shall produce audit report of this to detail any missing documentation at the submission of billing.

b. All submissions are subject to review by STATE.

Offeror Response:

12. STATE shall conduct planned or unannounced residential reviews (audits) a minimum of once per year, to include the following elements, but not limited to: observation of on-site programming, review of documentation, interview of individual served, and successful offeror staff review. A written summary of the review will be provided to successful offeror no later than 30 days after completion of the audit. STATE shall provide more frequent audits if deemed necessary by STATE.

Offeror Response:

Understanding of the Scope of Work:

1. An offeror must provide comprehensive narrative statements that illustrate their understanding of the requirements of Section 2.02 Scope of Work of this RFP, as well as the state and federal law.

Offeror Response:

2. An offeror shall define their proposed strategy to carry out the requirements of Section 2.02.

Offeror Response:

3. An offeror shall provide a detailed plan that will be sufficient to accomplish the requirements of this RFP.

Offeror Response:

4. An offeror shall identify any pertinent issues and potential problems related to the work to be completed and solutions.

Offeror Response:

Management Plan:

1. An offeror shall provide a comprehensive work plan and timeline that set out the management plan it intends to follow and illustrate how the plan will be successfully implemented. The timeline should include milestones with estimated dates.

Offeror Response:

2. An offeror shall include an organizational chart which describes the offeror’s organization and illustrates lines of authority and communication and designates the individual(s) responsible and accountable for assuring the services are provided according to the offeror’s proposal and STATE’s requirements. An offeror shall identify, by name and title, the offeror’s staff who will be involved in carrying out this project. If the offeror plans to use external sources, such as consultants, this should be included in the plan as well.

Offeror Response:

3. An offeror shall disclose any instances where the firm or any individuals working on the contract resulting from this RFP have a possible conflict of interest and, if so, the nature of that conflict (e.g. employed by the state of North Dakota).

Offeror Response:

Experience and Qualifications:

1. An offeror shall provide a brief history and describe the organization of the firm, including the number of years the offeror has provided the type of work requested in this RFP.

Offeror Response:

2. An offeror shall submit two letters of reference which must demonstrate the offeror's capacity to provide services like those being purchased through this RFP. Offerors must include the name of a contact person, address, email, and telephone number. STATE may contact references provided for verification and to obtain additional information. Evaluation may be impacted if STATE is unable to contact the reference or the reference does not timely provide the requested information.

Offeror Response:

3. An offeror shall describe the type of work each of the offeror’s staff will perform in carrying out this project, describe relevant credentials and experience of each staff member, and provide a resume for each.

Offeror Response:

2.03 Location of Work

STATE will not provide workspace for the successful offeror. The successful offeror shall be responsible for site and location selection, subject to the approval of STATE.

The successful offeror shall be responsible for the coordination of all building construction, renovation, or changes necessary to operate the Transitional Living Residential in conformity with the provisions of the Purchase of Service Agreement, subject to the approval of STATE.

The successful offeror shall comply with all applicable federal, state, and local ordinances, including applicable zoning, building code, and health code ordinances. The successful offeror shall be responsible for securing any necessary zoning ordinance changes or amendments necessary to develop a site for the operations of the facilities and programs.

2.04 Required Licenses

By the Deadline for Receipt of Proposals, an offeror must have and keep current any professional licenses and permits required by federal, state, and local laws for performance of a contract entered as a result of this RFP. An offeror who does not possess required licenses at the time proposals are due will be determined non-responsive.

Successful offeror shall comply with the North Dakota State Licensure Requirements as dictated by STATE.

Applicable licensure requirements can be found under NDAC 75-05-03-03, Licenses are held and operated under by Lake Region Behavioral Health Clinic.

2.05 Federal and State Requirements

An offeror shall identify all known federal and state requirements that apply to the proposal, the evaluation, or the contract to be entered as a result of this RFP.

SECTION THREE

GENERAL CONTRACT INFORMATION

3.01 Contract Term, Extension, and Renewal Options

STATE intends to enter a contract effective January 1, 2026, through June 30, 2027.

STATE may extend the contract period for an additional period of time, not to exceed 12 months, beyond the normal expiration date of the contract, upon mutual written agreement by both parties.

The contract resulting from this RFP may be renewed upon satisfactory completion of the initial contract term. STATE reserves the right to renew the contract for up to three additional periods, each period of renewal being for 24 months, upon written agreement by both parties. The contract will not automatically renew. STATE will provide written notice to the successful offeror of its intent to renew this contract at least 30 days before the contract’s expiration date. The estimated dollar amount for renewal options is dependent upon legislative appropriation. STATE and successful offeror may adjust the rate for each renewal period.

3.02 Contract Type

A contract resulting from this RFP is a Firm Fixed Price. Successful offeror will be required to hold the price firm for the contract period, except as otherwise provided in the contract.

3.03 Standard Contract Provisions

The successful offeror will be sent a contract to sign and return to STATE. The successful offeror shall comply with the contract provisions set out in the “Sample Purchase of Service Agreement” document, attached as Attachment C, and made a part of this RFP. An offeror may state any objections or propose changes or additions to the Sample Purchase of Service Agreement. Describe the changes to the contract being proposed or provide a red-line of STATE’s Sample Purchase of Service Agreement. Offerors are not to submit their own contract or standard terms and conditions with their proposals. Offerors should address the specific language in the attached Sample Purchase of Service Agreement and submit any proposed changes with an offeror’s proposal.

North Dakota procurement statutes, rules, and policies allow some negotiation of the terms and conditions.