RFSQ-BHS-FY23-0225.pdf

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 1 of 31 Behavioral Health Treatment Facility Continuum of Care Reviewed by County Counsel on 2/6/2025

COUNTY OF SANTA CLARA, CALIFORNIA

ELECTRONIC REQUEST FOR STATEMENT OF QUALIFICATIONS (RFSQ)

FOR

BEHAVIORAL HEALTH TREATMENT FACILITY CONTINUUM OF CARE

RFSQ-BHS-FY23-0225

ISSUE DATE:

02/24/2023

IMPORTANT INFORMATION FOR CURRENT COUNTY-CONTRACTED PROVIDERS:

SECTION II.A, TABLE 3 PROVIDES INFORMATION ON

AUTOMATIC QUALIFICATION DEADLINES

ELECTRONIC SUBMISSION OF RESPONSES ACCEPTED THROUGH:

09/30/2027

3:00 PM Pacific Time

RFSQ END DATE:

02/23/2028 OR UPON RE-RELEASE

828 South Bascom Avenue, Suite 200

San José, California 95128

THIS RFSQ SOLICITATION REQUIRES ALL RESPONSES TO BE SUBMITTED ELECTRONICALLY

THROUGH EMAIL TO BHSD.SOLICITATIONS@HHS.SCCGOV.ORG. NO PAPER, FAX, OR BIDDINGO

SUBMISSIONS SHALL BE ACCEPTED – THESE SUBMISSIONS SHALL BE DEEMED NONRESPONSIVE.

mailto:BHSD.SOLICITATIONS@HHS.SCCGOV.ORG

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 2 of 31

Reviewed by County Counsel on 2/6/2025

TABLE OF CONTENTS

SECTIONS

1. INTRODUCTION 5

2. SCHEDULE AND EXPLANATION OF EVENTS 12

3. CONDITIONS GOVERNING THE PROCUREMENT 17

4. OFFEROR’S SUBMISSION 21

5. EVALUATION, NEGOTIATIONS, AND AWARD PROCESS 29

This space was intentionally left blank.

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 3 of 31

Reviewed by County Counsel on 2/6/2025

APPENDICES

All applicable Appendices must be submitted with the Response:

Appendix A – Cover Sheet Appendix B1 – Category 1 - Acute Treatment Facilities: Acute Psychiatric Hospital &

Psychiatric Health Facility Evaluation Criteria and Qualifications Appendix B2 – Category 2 - Sub-Acute Treatment Facilities:

a. Mental Health Rehabilitation Center Evaluation Criteria and Qualifications

b. Skilled Nursing Facility Evaluation Criteria and Qualifications Appendix B3 – Category 3 - Adult Residential Treatment Facilities:

a. Adult Residential Treatment Services Evaluation Criteria and Qualifications

b. Adult Crisis Residential and Medication Support Services Evaluation Criteria and Qualifications

c. Adult Transitional Residential and Medication Support Services Evaluation Criteria and Qualifications

d. Substance Use Residential Treatment Services Evaluation Criteria and Qualifications

Appendix B4 – Category 4 - Supplemental Residential Care Facilities

a. Basic Supplemental Residential Care Services Evaluation Criteria and Qualifications

b. Intermediate Supplemental Residential Care Services Evaluation

Criteria and Qualifications

c. Residential Care Services for Clients with Severe Mental Illness

(SMI) and Traumatic Brain Injury (TBI) Evaluation Criteria and Qualifications

Appendix B5 – Category 5 - Justice-Involved Adult and Older Adult Transitional Housing Continuum for Forensic, Diversion, and Reintegration: Time-Limited Housing Stabilization, Community Reintegration, and Essential Services for Justice-Involved Adults and Older Adults Evaluation Criteria and Qualifications

Appendix C – Customer References Appendix D – Offeror’s Questionnaire Appendix E – Declaration Submittal Form Appendix F – California Public Records Act - Confidential Information Appendix G – Cultural Competence Form Appendix H – Offeror’s Electronic Health Record Status Appendix I – Cost Proposal Response Form Appendix J – Budget Narrative Appendix K – Proposed Rates Form Appendix L – Offeror’s Federal Employer Identification Number and License Information

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 4 of 31

Reviewed by County Counsel on 2/6/2025

ATTACHMENTS

The Attachments listed below are reference materials and do not have to be submitted with the Response.

Attachment A1 – Category 1 - Acute Treatment Facilities: Acute Psychiatric Hospital &

Psychiatric Health Facility Scope of Work Attachment A2 – Category 2 - Sub-Acute Treatment Facilities:

a. Mental Health Rehabilitation Center Scope of Work

b. Skilled Nursing Facility Evaluation Criteria and Qualifications Scope of Work Attachment A3 – Category 3 - Adult Residential Treatment Facilities:

a. Adult Residential Treatment Services Scope of Work

b. Adult Crisis Residential and Medication Support Services Scope of

Work

c. Adult Transitional Residential and Medication Support Services

Scope of Work

d. Substance Use Residential Treatment Services Scope of Work

Attachment A4 – Category 4 - Supplemental Residential Care Facilities

a. Basic Supplemental Residential Care Services Scope of Work

b. Intermediate Supplemental Residential Care Services Scope of

Work

c. Residential Care Services for Clients with Severe Mental Illness

(SMI) and Traumatic Brain Injury (TBI) Scope of Work Attachment A5 – Category 5 - Justice-Involved Adult and Older Adult Transitional Housing

Continuum for Forensic, Diversion, and Reintegration: Time-Limited Housing Stabilization, Community Reintegration, and Essential Services for Justice-Involved Adults and Older Adults Scope of Work

Attachment B – Contracting Principles Attachment C – Sample Agreements:

1. Short Doyle/Mental Health Services Act

2. Acute Psychiatric Hospital

3. Mental Health Rehabilitation Center

4. Skilled Nursing Facility

5. Substance Use Treatment Services

6. Residential Care Facility

7. Service Agreement

Attachment D – Insurance Requirements for Professional Service Agreements Attachment E – Rates for Supplemental Residential Care Facility Services Attachment F – Sample Critical Incident Sentinel Event Report Form Attachment G – Federally Required Contract Provisions Attachment H – Standard Health System Provisions

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 5 of 31

Reviewed by County Counsel on 2/6/2025

I. INTRODUCTION

A. INVITATION

1. The County of Santa Clara (“County”) Health System (“Health System”) Behavioral Health Services Department (BHSD) is seeking statements of qualifications (“Responses”) from qualified and experienced firms, hereafter (“Offerors”) to provide a variety of services which support the Behavioral Health Treatment Facility Continuum of Care (COC).

2. The intent of the County is to expand the list of qualified providers for program services listed in the RSFQ. The BHSD intends to create one (1) Qualified Pool (QP) per program, for a total of eleven (11) program QPs. The BHSD at its sole discretion may award contracts with any qualified Offeror contingent on identified future needs, available resources, and to the best interest of the County. The BHSD may award multiple new contracts or amendments to existing contract pending successful contract negotiations.

3. Current BHSD County Contracted Providers (CCPs) that are actively contracting with the BHSD to provide any of the services listed in this RFSQ are subject to automatic qualification of existing programs. CCPs who are interested in renewing existing programs in active contracts shall complete and submit the following:

• Sections I and III of the Appendix A; and

• Financial stability/solvency documentation (as referenced in Section IV.N of this RFSQ).

4. If any CCP has an interest in providing additional program/services listed in the RFSQ that are not included in their organization’s current contract with the BHSD, all documents as required by the RFSQ in Section IV.G must be completed and submitted. The County shall reserve the right to contract with Offerors on each Qualified List as needs are identified and may maintain each Qualified List for a period of five (5) years for that purpose. By being placed on the Qualified List, the Offeror is not guaranteed a contract.

5. This RFSQ may result in the award of multiple agreements.

a. From the Qualified Pool (QP), the BHSD will identify a single or multiple number of Offerors to contract with for the purposes of providing the services.

b. The County will reserve the right to contract with additional Offerors on the QP as needs are identified.

c. The County will maintain the QP for a period of up to five (5) years for that purpose. By being placed on the QP, the Offeror is not guaranteed a contract.

d. Offerors and the BHSD will agree upon a scope of services outlining the rights and responsibilities of each party through a contract.

e. Refer to Table 1 for a list of categories and programs followed by a brief description for each service.

f. Offerors shall provide program services in accordance with the ordinances and resolutions of the County Board of Supervisors and the applicable policies, procedures, directives, and guidelines of the County and the BHSD, including, but not limited to the BHSD Provider Manual and/or the BHSD policies and procedures.

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 6 of 31

Reviewed by County Counsel on 2/6/2025

6. Offerors are invited to apply for one or more of the service categories specified in Appendix A, submitting their qualifications for each category of interest, to establish a QP of Offerors for the service categories listed in Table 1.

Table 1: Category and Program Descriptions

Category 1 Acute Treatment Facilities

Refer to Attachment A1 “Category 1 - Acute Treatment Facilities: Acute Psychiatric Hospital & Psychiatric Health Facility Scope of Work” for a detailed description of Acute Treatment Facilities specifications and requirements. Offerors may apply for one or both types of facilities listed in the Attachment.

A1: Acute Psychiatric Hospital & Psychiatric Health Facility – The BHSD is seeking services for the following levels of acute treatment facilities:

• Acute Psychiatric Hospital services

• Psychiatric Health Facility (PHF)

The program shall provide 24-hour, therapeutic and/or rehabilitative inpatient psychiatric care for clients with medical clearance from any emergency psychiatric agency.

Category 2 Sub-Acute Treatment Facilities

Refer to Attachments A2 “Sub-Acute Treatment Facilities” for a detailed description of each program’s Scope of Work, specifications, and requirements. Offerors may apply for one or more of the following programs listed in the Attachment.

A2a: Mental Health Rehabilitation Center – The BHSD is seeking Offerors interested in providing a supportive environment in a Mental Health Rehabilitation Center (MHRC) that offers specialized treatment services with a goal of rehabilitation that focuses on maximizing client levels of functioning.

A2b: Skilled Nursing Facility – The BHSD is seeking Offerors managing one (1) or more licensed Skilled Nursing Facilities (SNF) which have capacity to provide supplemental Special Treatment Programs. This level of supplemental SNF services shall serve County adults and older adults who are dually diagnosed (mental health in combination with medical conditions) that preclude them from being admitted into a basic SNF.

Category 3 Adult Residential Treatment Facilities

Refer to Attachments A3 “Category 3 – Adult Residential Treatment Facilities” for a detailed description of each program’s Scope of Work, specifications, and requirements. Offerors may apply for one or more of the following programs listed in the Attachment:

A3b: Adult Crisis Residential and Medication Support Services – The BHSD is seeking Adult Crisis Residential and Medication Support services for the following subcategories:

• Adult and Older Adult (AOA): Provide 24-hour, short-term, less restrictive, structured, and voluntary therapeutic residential services for those experiencing mental health crisis. The

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 7 of 31

Reviewed by County Counsel on 2/6/2025 program shall serve adults (ages 18-59) and older adults (ages 60 years and older) as an alternative to hospitalization for individuals presenting sub-acute psychiatric symptoms and co-occurring disorders. The goal is for clients to function with others as a component of crisis stabilization and develop new skills to handle crisis situations, create a relapse prevention plan, connect with community resources, and be actively involved in the development and implementation of an individualized treatment plan.

• Forensic, Diversion, & Reintegration Crisis Residential and Medication Support Services:

Provide 24-hour, short-term, less restrictive, structured, and voluntary therapeutic residential services for those experiencing mental health crisis. The program shall serve co-ed Crisis Residential services for individuals with severe mental health and co-occurring (mental health and substance use) conditions involved in the justice system.

The program shall provide stabilization, focused treatment interventions, intake (e.g., assessments and evaluations), case management, crisis intervention, and medication support.

A3c: Adult Transitional Residential and Medication Support Services – The BHSD is seeking Offerors that can provide housing, medication services, and other treatments for social needs for SMI adults who are ready for transitions from locked settings to lower levels of care. This step-down placement shall further support stabilization and facilitate transition to a more stable environment in the community and provide outpatient services for ongoing maintenance, upon discharge from a locked setting.

A3d: Adult Substance Use Residential Treatment Services – The BHSD is seeking Offerors that can provide Substance Use Residential Treatment services for the following levels of care:

• Assessment and Level of Care (ALOC) Authorization for Level 3.1

• ALOC Authorization for Level 3.3

• ALOC Authorization for Level 3.5

Category 4 Supplemental Residential Care Facilities

Refer to Attachment A4 “Category 4 -Supplemental Residential Care Facilities Scope of Work” for a detailed description of each programs Scope of Work specifications, and requirements.

Offerors may apply for one or more levels of care listed in the Attachment:

A4a: Basic Supplemental Residential Care Services – The BHSD is seeking Offerors interested in providing supplemental residential care services to clients who are dual diagnosed with SMI in combination with some medical conditions that preclude them from being placed in a regular, independent Residential Care Facility (RCF).

A4b: Intermediate Supplemental Residential Care Services – The BHSD is seeking Offerors interested in providing supplemental residential care services to clients who are diagnosed with SMI with significant co-morbid medical conditions and have a level of functioning, symptoms, and psychiatric history that necessitates supplemental service interventions.

A4c: Residential Care Services for Clients with Serious Mental Illness (SMI) and Traumatic Brain Injury (TBI) – The BHSD is seeking Offerors interested in providing supplemental residential care services to clients who are diagnosed with SMI and have co-morbid

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 8 of 31

Reviewed by County Counsel on 2/6/2025 conditions of TBI, anoxia (absence of oxygen in the brain), stroke or seizure disorders. Clients required additional supervision to ensure safety due to wandering behaviors.

Category 5 Justice-Involved Adult and Older Adult Transitional Housing Continuum for Forensic, Diversion, and Reintegration

Refer to Attachments A5 “Category 5 – Justice-Involved Adult and Older Adult Transitional Housing Continuum for Forensic, Diversion, and Reintegration: Time-Limited Housing Stabilization, Community Reintegration, and Essential Services for Justice-Involved Adults and Older Adults” for a detailed description of Justice-Involved Adult and Older Adult Transitional Housing Continuum for Forensic, Diversion, and Reintegration specifications and requirements. Offerors may apply for one or both types of facilities listed in the Attachment:

A5: Time-Limited Housing Stabilization, Community Reintegration, and Essential Services for Justice-Involved Adults and Older Adults – The BHSD is seeking services for the following levels of care:

• Forensic, Diversion, and Reintegration Transitional Housing Unit Beds – This transitional housing program shall offer up to six (6) months of housing stabilization and community reintegration for justice-involved adults and older adults with severe mental health and/or co-occurring (mental health and substance use) conditions, who are homeless or at risk of homelessness, and are in community or releasing from correctional facilities.

Eligible clients must be residents of Santa Clara County and referred to a BHSD Forensic, Diversion, and Reintegration Outpatient Program; shall receive support in a safe environment designed to promote self-worth and independence, ongoing collaboration with behavioral health treatment programs assigned to clients’ care, access to basic needs which include showers, three (3) daily nutritional meals, clothing, laundry, transportations, and lockers.

• Forensic, Diversion, and Reintegration Transitional Referral Beds Program – This program shall provide dedicated referral beds for a three (3)-month period aimed at housing stabilization and community reintegration for justice-involved adults and older adults with severe mental health and co-occurring (mental health and substance use) conditions. Targeting those released from custody or at risk of homelessness, it requires clients to be Santa Clara County residents and referred to a BHSD Forensic, Diversion, and Reintegration Outpatient Program. Support includes safe housing that nurtures self-worth and independence, ongoing collaboration with behavioral health treatment programs assigned to clients’ care; complemented by access to basic need services such as showers, three (3) daily healthy meals, clothing, laundry, transportation, and lockers.

7. RULES OF ENGAGEMENT FOR MEMBERS IN QUALIFIED POOLS

a. At its sole discretion, the County may award contracts to any Offeror in the QP based on future needs, available resources, and the County’s best interest. Multiple new contracts may be awarded, subject to successful negotiations.

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 9 of 31

Reviewed by County Counsel on 2/6/2025

• Refer to Attachment A#, Scope of Work, for a detailed description of the service specifications and requirements.

b. Offerors awarded a contract shall provide program services in accordance with the ordinances and resolutions of the County Board of Supervisors and applicable County policies, procedures, directives, and guidelines.

c. The County reserves the right to contract with Offeror(s) in the QP as needs arise and may maintain the QP for a five (5)-year period for this purpose. However, being in the QP does not guarantee a contract, and the County reserves the right to terminate the QP at any time.

d. The County will continue to accept Offeror Responses throughout the RFSQ duration to qualify Offerors to the QP. In alignment with the established process, the County will continuously review and qualify additional Responses submitted by Offerors, as detailed in the evaluation schedule provided in Section II.A Table 3 of this RFSQ. If a newly added Offeror in the QP is awarded a contract, the Agreement Term shall be coterminous with the expiration of the QP.

e. If the RFSQ is reissued or amended to include new service categories, existing Offerors in the QP may apply for these additional categories.

f. Prior to the end of the Agreement Term, the County may issue a new RFSQ to create a new QP. All Offerors in the existing QP shall be invited to respond.

8. CONTRACT TERMS

a. The approximate initial contract term is from July 1, 2023, up to and including, June 30, 2024. The BHSD may, at its sole discretion, elect to extend the initial contract term for four (4) additional one‐year extensions, depending on Offeror’s satisfactory performance, availability of funding, and County needs.

b. New SD/MHSA or SUTS Master Agreements or amendments to Master Agreements shall become effective upon the date of execution by the County or as specified in the Agreement. Contracts shall expire at the end of the County contracting term of five (5) years or by the RFSQ term, whichever occurs earlier.

c. Per Board policy, the maximum contract term for any executed agreement shall not exceed five (5) years from the date of execution. If a contract is awarded in the later years of the RFSQ term, its expiration shall align with the remaining period of the RFSQ term. Existing CCPs may enter a new contract lifecycle term pursuant to:

• Successful new contract lifecycle negotiations with County; and

• Continued compliance with County contracting terms.

d. SUB-CONTRACTS

• Medi-Cal reimbursable services: Offerors shall not delegate its obligation to provide, or otherwise subcontract, for the provision of direct patient/beneficiary services that are reimbursed or paid for under Medi-Cal.

• Non-Medi-Cal services: For the purposes of this RFSQ, Offerors shall not be permitted to subcontract for the services under the service under this RFSQ that are

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 10 of 31

Reviewed by County Counsel on 2/6/2025 not reimbursed or paid for under Medi-Cal, as described in the applicable Scope(s) of Work.

9. BUDGET

The BHSD shall determine final funding amounts for additional services based on factors including but not limited to:

a. Overall total cost to the County: BHSD Program Monitors shall review and assess responses received per program; the degree of the importance of cost shall vary with the degree of capacity, quality, and responsiveness of submissions in relation to County client needs.

• Funding levels for the program(s) are subject to change during the negotiation phase of the solicitation process or during the term of the contract.

• This RFSQ is contingent on the appropriation of sufficient future funding by the County for the services covered by this RFSQ. If funding is reduced or deleted for the purpose of this RFSQ, the County has the option to either cancel this RFSQ with no liability occurring to the County or to offer an addendum to the RFSQ that reflects the updated amount of funding.

b. Offerors with an active contract shall not be entitled to any payment by County Agreement except pursuant to validly executed and satisfactorily performed services. In each fiscal year of an active Agreement, the total amount actually expended by County hereunder (“annual expenditures”) may not exceed amount allocated to the BHSD by the County Board of Supervisors and any other funding sources in the approved budgets.

The County has the sole discretion to expend some, all, or none of such budgeted amount.

SUBMISSIONS SHALL BE ACCEPTED – THESE SUBMISSIONS SHALL BE DEEMED NONRESPONSIVE.

B. BACKGROUND

1. County of Santa Clara

Santa Clara County (SCC) is the sixth most populous county in California, with a population of

1.9 million people. SCC contains 168 distinct voting districts, 15 cities encompassing approximately 1,300 square miles and a large concentration of electronics, information technology, research, and manufacturing firms. SCC has is the fifth-largest county government in the State.

SCC’s governmental structure includes a decentralized mix of approximately 50 agencies and departments. The County provides services such as public safety and justice, road construction and maintenance, parks and recreation, libraries, and environmental resource management. It also operates "enterprise" programs, which charge fees to users for services. Two examples are the County Health System, which includes 3 hospitals, and the County airports. The County acts as an agent of the State in administering health, social services, and criminal justice programs that are of statewide concern.

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 11 of 31

Reviewed by County Counsel on 2/6/2025

Policy making and legislative authority are vested in the Board of Supervisors, which consists of an elected Supervisor from each of the County’s five districts. The Board’s responsibilities include passing ordinances and policies, adopting the budget, appointing committees, and appointing the County Executive who manages the day-to-day operations of the County. For more information, please go to www.sccgov.org.

2. County Health System: Behavioral Health Services Department

It is the mission of the Health System to provide leadership in developing and promoting a healthy community through a planned, integrated health care delivery system that offers prevention, education, and treatment programs to all residents of Santa Clara County, regardless of ability to pay. The Health System provides a wide range of primary and specialty medical services and oversees public programs for the health and well-being of all County residents.

The BHSD’s missions include assisting individuals in the community affected by mental illness and serious emotional disturbance to achieve their hopes, dreams, and quality of life goals. To accomplish this, services must be delivered in the least restrictive, non-stigmatizing, and most accessible environment within a coordinated system of community and self-care. Services must also be respectful to the client, their family and loved ones, and consider language, culture, ethnicity, gender, and sexual identity.

The BHSD believes without reservation that:

• All people have the right to mental health and well-being;

• All people must be treated with fairness, respect, and dignity in a culturally and linguistically competent way;

• With effective treatment and support, recovery from mental illness is achievable;

• Clients shall actively participate in their own recovery and treatment goals;

• Clients and their families shall be at the center in the development, delivery, implementation, and evaluation of their treatment;

• The system of care must have a structure and process for ensuring access to needed services for potential and current consumers; and

• All people must have access to the highest quality and most effective integrated services.

The BHSD is successful in helping to ensure that residents in need of public behavioral health services are:

• Physically and emotionally healthy, happy, and thriving;

• In a safe and permanent living situation;

• Part of a loving and supportive social network;

• Involved in meaningful school, work, and daily activities;

• Free from trouble or causing harm to others; and

• Safe from harm from the environment or others.

The services sought under this RFSQ must abide by the aforementioned County of Santa Clara and the BHSD missions and values.

http://www.sccgov.org/

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 12 of 31

Reviewed by County Counsel on 2/6/2025

II. SCHEDULE AND EXPLANATION OF EVENTS

This section of the RFSQ contains the anticipated schedule for the procurement and describes the procurement events as well as the conditions governing the procurement.

A. SCHEDULE OF EVENTS

Dates, times, and/or the processes associated with this schedule may be subject to change as necessary by BHSD

For Offerors applying February through March 2023, all submission tasks shall be referred to “Initial Round of Responses.” For Offerors applying from April 1, 2023 through the end of the term, all responses are considered “Subsequent Responses” and referred to as such.

BHSD shall make every effort to adhere to the following anticipated RFSQ process (Table 2) and evaluation (Table 3) schedules:

Table 2: Anticipated Open RFSQ Schedule

EVENT DATE

1. Issuance of Open RFSQ February 24, 2023

2. Offeror’s Conference Refer to Section II.C.2 of the RFSQ.

3. Written Questions Written Questions can be submitted via Biddingo through June 30, 2027, 3:00 pm Pacific Time.

Responses to any submitted questions shall be posted in Biddingo either as a direct response or as an Addendum.

4. Offeror Response Submittals Electronic Response submittals can be sent via email at BHSD.Solicitations@hhs.sccgov.org.

Initial Round of Responses:

March 31, 2023 by 3:00 pm PST

For Subsequent Responses:

Evaluations shall be conducted on an as-needed basis. See Table 3 below for deadlines.

mailto:BHSD.Solicitations@hhs.sccgov.org

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 13 of 31

Reviewed by County Counsel on 2/6/2025

5. Response Evaluation Process Initial Round of Responses:

Monday, May 8, 2023 – Thursday, May 18, For Subsequent Responses:

Evaluations shall be conducted quarterly on an as-needed basis. See Table 3 below for evaluation schedule.

6. Interviews (Optional at County Discretion)

Note: Offerors must agree to meet for an interview and/or respond to supplemental questions.

Initial Round of Responses:

Monday, May 22, 2023

For Subsequent Responses:

On an as-needed basis. Date and time to be determined (TBD); Offerors shall be notified of interview with a minimum notice of five

(5) business days.

7. Issue Notice of Qualification or Notice of Non-Qualification

Initial Round of Responses:

Monday, July 10, 2023

For Subsequent Responses:

Notices shall be issued on an as-needed basis. See Table 3 below for deadlines.

8. Protests Initial Round of Responses:

Monday, July 17, 2023 by 5:00 pm PST

For Subsequent Responses:

Within five (5) business days by 5:00 pm PST.

from the date of issuance of the Notice of Qualification or Notice of Non-Qualification.

9. Contract Negotiations and Award (if applicable)

Initial Round of Responses:

July 2023 - September 2023

For Subsequent Responses:

On an as-needed basis.

10. Estimated Start Date of Contract (if applicable)

Initial Round and Subsequent Responses:

Upon Execution by the County

11. Open RFSQ Close Monday, February 23, 2028 3:00PM PST or upon re-release of a new cycle for these Open RFSQ services.

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 14 of 31

Reviewed by County Counsel on 2/6/2025

Table 3: Evaluation Schedule

Offer Submittal Due Evaluations Interviews (Optional to the County)

Notice of Qualification/ Non-Qualification

March 31, 2023 May 8, 2023 – May 18, 2023

May 2023 June 20, 2023

August 1, 2023 September 2023 Offerors shall be notified with a minimum notice of five

(5) business days for any interview.

Notices will be sent upon completion of the evaluation and review process.

November 1, 2023 December 2023

February 1, 2024 March 2024

August 1, 2024 September 2024

November 1, 2024 December 2024

*February 21, 2025 February 2025 Not Applicable Notices will be sent upon completion of the review process.

August 1, 2025 September 2025 Offerors shall be notified with a minimum notice of five

(5) business days for any interview.

Notices will be sent upon completion of the evaluation and review process.

November 1, 2025 December 2025

August 1, 2026 September 2026

November 1, 2026 December 2026

Rolling Basis for CCP Auto-Qualification

(Refer to Section I.A.3 for required documents.)

Ongoing Not Applicable Notices will be sent upon completion of the review process.

*Special Deadline for Current CCP Automatic Qualification Submissions:

February 21, 2025

Current County-Contracted Providers (CCPs) seeking auto-qualification for services under Table 1, Category 5 must submit the required documents by February 21, 2025.

Required Documents: Refer to Section I.A.3 Submissions received after this deadline will be reviewed on a rolling basis.

The provided evaluation schedule is an estimate; actual evaluation times may vary, and dates, times, and/or processes outlined in this schedule are subject to change at the sole discretion of the BHSD, as necessary.

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 15 of 31

Reviewed by County Counsel on 2/6/2025

B. POINT OF CONTACT

1. Any inquiries or request regarding this procurement should be submitted in writing via Biddingo, the County’s solicitation management system, at https://biddingo.com/santaclaracounty. Offerors may only submit inquiries through Biddingo regarding this RFSQ.

2. Communication with County Employees. As of the issuance date of this RFSQ and continuing until the final date of award of the contract(s), Offeror’s contact with Santa Clara County employees is strictly limited. All personnel representing the County are specifically directed not to hold meetings, conferences, or technical discussions with any Offeror for purposes of responding to this RFSQ. All questions related to the RFSQ must be directed through Biddingo. Any Offeror found to be acting in any way contrary to this directive shall be disqualified from entering into any contract that may result from this RFSQ.

C. EXPLANATION OF EVENTS

1. ISSUANCE OF RFSQ

This RFSQ is being issued by the BHSD. Copies of this RFSQ, including supporting documents, may be obtained from https://biddingo.com/santaclaracounty.

2. OFFERORS’ CONFERENCE

An offeror’s conference is scheduled for this RFSQ, as specified in Section II.A of this RFSQ.

Date: 02/28/2024

Time: 01:00 pm – 02:00 pm Pacific Time

Location: Microsoft Teams Meeting https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI4YzU1NmEtYmY1ZS00ZWRmLWI2ZTctMDk4MjFjYTVkZTli%40thread .v2/0?context=%7b%22Tid%22%3a%220ac3202f-c3e9-4f56-830d- 017d09d16b3f%22%2c%22Oid%22%3a%22db2fbbb7-1c1f-43cf-8937- 3dc0ab291ea6%22%7d

NO IN-PERSON CONFERENCE WILL TAKE PLACE. BHSD WILL CONDUCT THE OFFEROR’S

CONFERENCE VIA THE MICROSOFT TEAMS VIDEOCONFERENCE PLATFORM.

No audio, video, or written transcript record of the proceedings of this offeror’s conference shall be available after its conclusion. The County shall attempt to tabulate a list of all questions and responses at the offeror’s conference but does not guarantee that the list shall include every question asked at the event. Upon request, the County may publish a list of offerors attending the offeror’s conference after the conclusion of the event.

The offeror’s conference shall include a review of the RFSQ and response to questions.

Although the offeror’s conference is optional, Offerors are strongly encouraged to attend this conference.

Oral responses given at the conference are not binding on the County. Any responses submitted or provided at the conference that, in the County’s judgment, alter the content of the RFSQ, shall be provided in writing, as an addendum to the RFSQ. All addenda shall be posted on https://biddingo.com/santaclaracounty.

https://biddingo.com/santaclaracounty https://biddingo.com/santaclaracounty https://biddingo.com/santaclaracounty https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI4YzU1NmEtYmY1ZS00ZWRmLWI2ZTctMDk4MjFjYTVkZTli%40thread.v2/0?context=%7b%22Tid%22%3a%220ac3202f-c3e9-4f56-830d-017d09d16b3f%22%2c%22Oid%22%3a%22db2fbbb7-1c1f-43cf-8937-3dc0ab291ea6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI4YzU1NmEtYmY1ZS00ZWRmLWI2ZTctMDk4MjFjYTVkZTli%40thread.v2/0?context=%7b%22Tid%22%3a%220ac3202f-c3e9-4f56-830d-017d09d16b3f%22%2c%22Oid%22%3a%22db2fbbb7-1c1f-43cf-8937-3dc0ab291ea6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI4YzU1NmEtYmY1ZS00ZWRmLWI2ZTctMDk4MjFjYTVkZTli%40thread.v2/0?context=%7b%22Tid%22%3a%220ac3202f-c3e9-4f56-830d-017d09d16b3f%22%2c%22Oid%22%3a%22db2fbbb7-1c1f-43cf-8937-3dc0ab291ea6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI4YzU1NmEtYmY1ZS00ZWRmLWI2ZTctMDk4MjFjYTVkZTli%40thread.v2/0?context=%7b%22Tid%22%3a%220ac3202f-c3e9-4f56-830d-017d09d16b3f%22%2c%22Oid%22%3a%22db2fbbb7-1c1f-43cf-8937-3dc0ab291ea6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI4YzU1NmEtYmY1ZS00ZWRmLWI2ZTctMDk4MjFjYTVkZTli%40thread.v2/0?context=%7b%22Tid%22%3a%220ac3202f-c3e9-4f56-830d-017d09d16b3f%22%2c%22Oid%22%3a%22db2fbbb7-1c1f-43cf-8937-3dc0ab291ea6%22%7d https://biddingo.com/santaclaracounty

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 16 of 31

Reviewed by County Counsel on 2/6/2025

3. DEADLINE TO SUBMIT WRITTEN RFSQ QUESTIONS IN BIDDINGO

Submit all written questions through https://biddingo.com/santaclaracounty by the due date listed in Section II.A of this RFSQ and cite the RFSQ section, subsection, and page number that each question references in the following format: RFSQ Section III, subsections B & D.12, pages 14-15. The County shall not respond to questions submitted in any other manner or format.

Answers to questions received by the deadline shall receive a response on https://biddingo.com/santaclaracounty. Thereafter, the County does not guarantee it will respond to questions submitted after the RFSQ closing date and deadline for written questions.

Written responses to written questions regarding the substance of the RFSQ, and any material changes to the RFSQ, will be issued as an addendum, which shall be posted on https://biddingo.com/santaclaracounty. The County may, but is not required to, respond to questions at other times (e.g., prior to a scheduled pre-proposal conference). The County reserves the right to post additional addenda until the RFSQ closing date and time, including addenda that makes material changes to the RFSQ.

4. DEADLINE TO SUBMIT RESPONSES

Refer to Section II.A, Table 3 of this RFSQ for a detailed description of the RFSQ Submission and Deadline process.

5. RESPONSE EVALUATION PROCESS

Each response shall be reviewed to determine if the Offeror is responsive to the submission requirements outlined in the RFSQ. Responses may be recommended for another round of evaluation at the County’s discretion. The County reserves the right to conduct as many rounds of evaluations as it deems to be reasonable or necessary in the public interest. Each round of evaluation may result in modification of scores, further clarification or addenda being issued, and changes in the RFSQ process. If a Response does not meet minimum qualifications, the County at its sole discretion may eliminate the Response for further consideration.

6. INTERVIEWS

All Offerors must keep the dates available as indicated in Section II.A of this RFSQ. Upon evaluation of the Response, the Evaluation Committee may choose to conduct an interview with any Offeror(s). The Notice of Interview that will be sent to Offerors(s) will provide additional instructions on the interview process. Upon completion of the interview process, the Evaluation Committee members may re-evaluate and update the QP of Responses in consideration.

7. ISSUE NOTICES OF QUALIFICATION AND/OR NON-QUALIFICATION

As referenced by the deadline in Section II.A of this RFSQ, the BHSD will e-mail intent to qualification and/or non-qualification notices to all Offerors.

8. PROTEST

Please see Section III.J of this RFSQ for information on the protest procedures.

https://biddingo.com/santaclaracounty

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 17 of 31

Reviewed by County Counsel on 2/6/2025

9. CONTRACT NEGOTIATIONS AND AWARD

Please see Sections V.E and V.F of this RFSQ for a detailed description of the Contract Negotiations and Award process.

10. ESTIMATED START DATE OF CONTRACT

Section II.A, Table 2, item 10 indicates the estimated start date of the awarded contract.

III. CONDITIONS GOVERNING THE PROCUREMENT

The County of Santa Clara allows the use of the County contract by other political subdivisions, municipalities, tax supported agencies and non-profit entities in the United States. Such participating agencies shall make purchases in their own name, make payments directly to the Contractor and shall be liable directly to Contractor holding the County of Santa Clara harmless.

This section contains the conditions governing the RFSQ process. Offerors are required to adhere to these conditions.

A. INCURRING COST

This RFSQ does not commit the County to award, nor does it commit the County to pay any cost incurred in the submission of the Response, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award.

B. CLAIMS AGAINST THE COUNTY OF SANTA CLARA

Neither offerors’ organization nor any of their representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFSQ or these RFSQ procedures.

C. BASIS FOR RESPONSE

Only information supplied by the County in writing via the County’s solicitation management system, https://biddingo.com/santaclaracounty by the Procurement Officer in connection with this RFSQ should be used as the basis for the preparation of offeror’s Response.

D. NO PUBLIC RESPONSE OPENING

There will be no public opening for this RFSQ.

E. CALIFORNIA PUBLIC RECORDS ACT (CPRA)

All Responses become the property of the County, which is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If offeror’s proprietary information is contained in documents submitted to County, and offeror claims that such information falls within one or more CPRA exemptions, offeror must clearly mark such information “CONFIDENTIAL AND PROPRIETARY,” and identify the specific lines containing the information. In the event of a request for such information, the County will make reasonable efforts to provide notice to offeror prior to disclosure. If offeror contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Santa Clara County

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 18 of 31

Reviewed by County Counsel on 2/6/2025 before the County’s deadline for responding to the CPRA request. If offeror fails to obtain such remedy within County’s deadline for responding to the CPRA request, County may disclose the requested information without penalty or liability.

Offeror further agrees that it shall defend, indemnify and hold the County harmless against any claim, action, litigation, damage or injury (including but not limited to all judgments, costs, fees, and attorney’s fees) that may result from partial or complete denial of access to, or non-disclosure or redaction of, documents arising from any representation, or any action (or inaction), by the offeror.

F. CONFIDENTIALITY

All data and information obtained from the County of Santa Clara by the offerors and their agents in this RFSQ process, including reports, recommendations, specifications and data, shall be treated by the offeror and its agents as confidential. The offerors and its agents shall not disclose or communicate this information to a third party or use it in advertising, publicity, propaganda, marketing, or in another job or jobs, unless prior written consent is obtained from an authorized representative of the County. Generally, each Response and all documentation, including financial information, submitted by an offeror to the County is to be treated as confidential by an offeror. Notwithstanding the foregoing, the Response and all documentation are subject to the California Public Records Act, as described in Section III.E of this RFSQ.

G. ELECTRONIC SUBMISSIONS OF THE RFSQ

1. This RFSQ is being made available by electronic means. As part of the RFSQ, shall be required to download, complete, and upload certain documents. Offerors acknowledge and accept full responsibility to ensure that no changes are made to the RFSQ. In the event of conflict between a version of the RFSQ in Offeror’s possession and the version maintained by the BHSD, the version maintained by the BHSD must govern.

2. All Responses must be submitted electronically through email to BHSD.Solicitations@hhs.sccgov.org in accordance with the County requirements or the County may reject the Responses as nonresponsive. Responses submitted in any other form, including, but not limited, to hardcopy, Biddingo, fax, or verbal shall not be accepted.

3. Offerors are solely responsible for ensuring their responses are completed and submitted electronically through email to BHSD.Solicitations@hhs.sccgov.org prior to the closing date and time for this RFSQ.

4. Offerors may modify or withdraw their Responses submitted via email until the RFSQ closing date and time. The County will only consider the latest version of the Response submitted electronically through email to BHSD.Solicitations@hhs.sccgov.org.

5. Offerors should allow adequate time to submit Responses electronically. Submission of a Response may not be instantaneous and may be affected by several events, such as temporarily losing connection to the internet.

6. Offerors are solely responsible for ensuring their Responses are completed and submitted electronically through email to BHSD.Solicitations@hhs.sccgov.org prior to the closing date and time for this RFSQ.

mailto:BHSD.Solicitations@hhs.sccgov.org mailto:BHSD.Solicitations@hhs.sccgov.org

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 19 of 31

Reviewed by County Counsel on 2/6/2025

7. The County has the capability of viewing documents submitted in the following formats:

Microsoft Word, Microsoft Excel, portable document format file (PDF) only.

8. If the County is unable to open a file due to a virus or because the file has been corrupted, the Response may be considered incomplete or non-responsive, and may be disqualified from further consideration.

9. Electronic Response submissions may require uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. Each document should be attached as a separate file.

10. All information submitted is subject to disclosure under the California Public Records Act as specified above.

H. ASSIGNMENT OF CLAYTON ACT, CARTWRIGHT ACT CLAIMS

In submitting a response to a solicitation issued by the County, the responding person and/or entity offers and agrees that if the response is accepted, it shall assign to the County all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the responding person and/or entity for sale to the County pursuant to the solicitation document. Such assignment shall be made and become effective at the time the County tenders final payment to the responding person and/or entity.

I. COUNTY RIGHTS

The County reserves the right to do any of the following at any time:

1. Reject any or all Response(s);

2. Waive or correct any minor defect, irregularity, or technical error in a Response, the RFSQ or evaluation process, or as part of any subsequent contract negotiation (Responses submitted after the date or time listed in the “Deadline to Submit Responses” line of the Schedule of Events section of this RFSQ, for any reason, shall not be considered a minor defect, irregularity, or technical error);

3. Request that Offerors supplement or modify all or certain aspects of their Responses or other documents or materials submitted;

4. Terminate the RFSQ, and at its option, reissue a new RFSQ;

5. Procure any equipment or services specified in this RFSQ by other means;

6. Modify the selection process, the specifications or requirements for materials or services, or the contents or format of the Responses;

7. Extend a deadline specified in this RFSQ, including deadlines for accepting Responses, accept Responses through other sources (besides Biddingo) and beyond the due date and time at its sole discretion;

8. Negotiate with any or no Offerors;

9. Modify in the final agreement any terms and/or conditions described in this RFSQ;

Request for Statement of Qualifications RFSQ-BHS-FY23-0225 Page 20 of 31

Reviewed by County Counsel on 2/6/2025

10. Terminate failed negotiations with an Offeror without liability, and negotiate with other Offerors;

11. Disqualify any Offerors on the basis of a real or apparent conflict of interest, or evidence of collusion that is disclosed by the Response or other data available to the County;

12. Eliminate, reject, or disqualify a Response of any Offerors who is not a responsible Offerors or fails to submit a responsive offer as determined solely by the County;

13. Accept all or a portion of an Offeror’s Response;

14. Request that services be provided by certain staff of an Offeror, or request that certain staff of an Offeror be excluded from providing services, as determined by the County to be in its best interest;

15. Award multiple contracts if it is deemed necessary to provide the specified services;

16. Reject a Response in whole or part if any of the RFSQ forms are left blank or are materially altered, in the judgment of the County;

17. Reject a Response in whole or part if any document or item necessary to the Response is incomplete, improperly executed, indefinite, ambiguous, or is missing, in the judgment of the County;

18. Reject a Response in whole or part for any attempt by Offeror to improperly influence any member of the Evaluation Committee;

19. Reject a Response if Offeror’s agency or a related agency is currently in litigation with the County, or the County is contemplating litigation against Offeror or a related agency relating to contract performance;

20. Reject a Response in whole or part for any false, misleading, or otherwise unresponsive statements, documents or information provided to the County either through disclosure or non-disclosure if, in the County’s judgment, the false, misleading, or otherwise unresponsive statements, documents, or information are material;

21. Reject a Response in whole or part if Offeror is in breach of, or in default under, any other agreement with the County;

22. Reject a Response in whole or part, if, in the County’s judgment, Offeror’s performance on a past or existing contract with the County is poor;

23. Reject a Response if Offeror’s agency or a related agency is currently being investigated by the County for non-performance of obligations under any contract with the County, and such non-performance or alleged non- performance has resulted in actual non-renewal or termination of Offerors or related agency’s contract with the County;

24. Increase the quantity of services procured under this RFSQ if, at a later date, the County secures new or additional funding for these services;

25. Complete contract negotiations to establish performance incentives based…