RFSQ-BHS-FY24-0084 rev 07142025.pdf

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 1 of 27

PROGRAM EVALUATOR SERVICES

Last Revised on 6/17/2025

COUNTY OF SANTA CLARA, CALIFORNIA

ELECTRONIC REQUEST FOR STATEMENT OF QUALIFICATIONS (RFSQ)

FOR

RFSQ-BHS-FY24-0084

ISSUE DATE:

09/01/2023

ELECTRONIC SUBMISSION OF RESPONSES ACCEPTED THROUGH:

05/01/2028

3:00 P.M. PACIFIC TIME

RFSQ END DATE:

9/1/2028 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 WILL BE ACCEPTED – THESE SUBMISSIONS WILL BE DEEMED NONRESPONSIVE.

mailto:BHSD.SOLICITATIONS@HHS.SCCGOV.ORG

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 2 of 27

TABLE OF CONTENTS

SECTIONS

I. INTRODUCTION 3

II. SCHEDULE AND EXPLANATION OF EVENTS 9

III. CONDITIONS GOVERNING THE PROCUREMENT 14

IV. OFFEROR’S SUBMISSION 20

V. EVALUATION, NEGOTIATIONS, AND AWARD PROCESS 25

APPENDICES

Appendices must be submitted with the Response as applicable.

Appendix A – Cover Sheet

Appendix B – Evaluation Criteria and Qualifications

Appendix C – Customer References

Appendix D – Offeror’s Questionnaire

Appendix E – Declaration Submittal Form

Appendix F – California Public Record Act - Confidential Information

Appendix G – Cultural Competence Form

Appendix H – Offeror Specialties Form

Appendix I – Service Rates

ATTACHMENTS

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

Attachment A – Scope of Work

Attachment B – Contracting Principles

Attachment C – Sample Service Agreement

Attachment D – Insurance Requirements for Professional Service Agreements

Attachment E – Chapter 14 - Mental Health Services Act

Attachment F – Sample Service Rates

Attachment G – Sample Business Associate Agreement

Attachment H – Sample Work Order Proposal Request

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I. INTRODUCTION

A. INVITATION

1. The County of Santa Clara (“County”) is seeking statements of qualifications (“Responses”) from qualified and experienced firms, hereafter (“Offerors”) to provide evaluation services to support various programs, including but not limited to programs that receive funding from the County General Fund (CGF), federal, and/or state (e.g., Mental Health Services Act [MHSA], Administration for Children and Families [ACF], U.S. Department of Agriculture [USDA]) funding.

2. RFSQ Two-Phase Solicitation Process:

a. Phase One – Qualified Pool Establishment:

• Application Process: 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 single Qualified Pool (QP) of Offerors for the service categories listed in Table 1.

• Evaluation Approach: All Responses shall be evaluated, ensuring a comprehensive and holistic assessment of all potential Offerors, as outlined in Section II.C.5 of this

RFSQ.

• Outcome: Successful Offerors across various service categories shall be compiled into a single QP, which shall then be utilized in Phase Two to extend invitations for further engagement.

Table 1: Service Categories

Service Categories

1. Integrated Service Model

2. Mental Health Program

3. Substance Use Treatment Services

4. Quality Assurance and Data Analytics

5. Property Management Services

6. Other Evaluation Services

b. Phase Two - Work Order Proposal Request (WOPR):

• Invitation to Submit Responses: When the County identifies a need for program evaluator services, all Offerors in the QP are invited to submit detailed Responses through a WOPR.

• Response Review Process: An Evaluation Committee reviews the WOPR submissions to enable the selection of different Offerors for various projects, reflecting the diversity of evaluation services required.

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• Outcome: The County shall identify and engage the most suitable Offeror(s) for contract negotiations to provide the required services.

3. Each service category may include, but is not limited to, evaluations of the following:

a. Service Category 1. Integrated Service Model – Involves evaluations of integrated service models that span across various components of behavioral health services. These evaluations focus on assessing the integration and effectiveness of services within the broader behavioral health system. The aim is to measure outcomes and integration strategies across these different service components.

b. Service Category 2. Mental Health Program – Pertains to evaluations of mental health programs designed for specific target populations, including children, adolescents, adults, and older adults. These evaluations aim to measure the effectiveness of clinical treatment plans and outreach services for culturally diverse and treatment-resistant populations within the Mental Health System of Care.

c. Service Category 3. Substance Use Treatment Services – Involves evaluations of Substance Use Treatment Services, encompassing Prevention Services, Detoxification and Recovery Services, as well as Intervention Services and Treatment Services, including medication assistance programs. The goal is to assess the effectiveness of these services and ensure they align with their intended objectives.

d. Service Category 4. Quality Assurance and Data Analytics – Deals with data coordination, analytics projects, and Quality Assurance and Improvement Practices within healthcare and social service settings. It encompasses the development of statistical methodologies, compliance with County standards and accrediting agencies, and the utilization of data for decision-making and quality control.

e. Service Category 5. Property Management Services – Focused on property management services that support vulnerable populations, which includes overseeing Master Leasing Models for homeless individuals and providing Supportive Housing Services for those with mental illness and other co-occurring conditions and related disabilities. Evaluations in this category shall assess the operation of supportive housing facilities, management strategies, and tenant support services to ensure the well-being and stability of vulnerable populations.

f. Service Category 6. Other Evaluation Services – For projects that do not align with the evaluation types mentioned above, you may propose evaluations in emerging, innovative, or non-traditional areas that contribute to the broader goals and objectives of the County.

4. The County may update the QP as needed by adding new Offerors to the QP; refer to Table 3 for the evaluation schedule. New Offerors are invited provide a Response by the Offer Submittals Due dates listed in Table 3; Offerors already in the QP will not need to reapply, as they will remain on the QP through the RFSQ close as outlined in Table 2.

5. RULES OF ENGAGEMENT FOR MEMBERS IN THE QUALIFIED POOL

a. When the County identifies a need for program evaluator services, a WOPR, as referenced in Attachment I, shall be distributed to each Offeror in the QP. Specific

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 5 of 27 instructions for WOPR responses shall be provided, including a designated date and time. The WOPR shall outline the project’s requirements.

b. The County shall evaluate completed and responsive WOPR proposals in accordance with the evaluation criteria, guidelines, and procedures specified in the WOPRs.

c. 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.

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

d. 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.

e. 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.

f. 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.

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

h. 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.

6. CONTRACT TERMS

a. New Agreements shall become effective upon the date of execution by the County.

Contracts shall expire at the end of the County contracting term of five (5) years or by the end of the RFSQ term, whichever occurs earlier.

b. SUBCONTRACTS

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

2. 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 not reimbursed or paid for under Medi-Cal, as described in the applicable Scope of Work.

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7. BUDGET

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

1. Overall total cost to the County: Program Monitors shall conduct a cost-risk analysis of Responses received per program; the degree of the importance of cost shall vary with the degree of capacity, quality, and responsiveness of Response 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.

2. 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.

THIS RFSQ SOLICITATION REQUIRES ALL RESPONSES TO BE SUBMITTED ELECTRONICALLY

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

SUBMISSIONS WILL BE ACCEPTED – THESE SUBMISSIONS WILL 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.

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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 of Santa Clara Health System (Health System)

It is the mission of the Health System to be dedicated to improving the health and well-being of communities in Santa Clara County. The County seeks to provide leadership in development and promoting a healthy community through a planned, integrated health care delivery system which 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.

3. Behavioral Health Services Department (BHSD)

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.

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 will actively participate in their own recovery and treatment goals;

• Clients and their families will 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.

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

o Physically and emotionally healthy, happy, and thriving;

o In a safe and permanent living situation;

o Part of a loving and supportive social network;

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

http://www.sccgov.org/

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 8 of 27 o Free from trouble or causing harm to others; and o Safe from harm from the environment or others.

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

4. Social Services Agency (SSA)

The County of Santa Clara Social Services Agency’s (SSA) mission is to provide resources and opportunities in a culturally responsive manner to enhance the quality of life in our community by protecting, educating, and empowering individuals and families.

SSA adheres to the implementation of the California Integrated Core Practice Model (ICPM), maintaining core values that programs and services provided are:

• Family-driven and youth-guided, recognizing that family members know more of their history, culture, and preferences about themselves, they are the experts;

• Community-based such that the focus of service and resources reside within an adaptive and supportive structure of systems, processes, and relationships at the community level;

• Culturally and linguistically competent in that culture includes a broad range of factors that shape identity, including, but reaching beyond, racial, ethnic, gender, and linguistic differences;

• Cognizant of racial inequities that persist in our systems and institutions and shall work together to achieve racial equity as an outcome and a process.

SSA draws on the following principles in the implementation of ICPM and plans in service of individuals and families:

• Each family member’s perspective is intentionally elicited and prioritized during all phases of the teaming and service process;

• Teams providing services consist of individuals agreed upon by the family members and committed to the family through informal, formal, and community support and service relationships;

• Full participation of members drawn from the family members’ networks of interpersonal and community relationships are actively sought and encouraged;

• Collaboration and shared responsibility are pursued to jointly develop, implement, monitor, and evaluate an integrated, collaborative service plan;

• Implementation of service and support strategies are accessible and available within the community where the family lives;

• The planning and service process demonstrates respect for, and builds on the values, preferences - including race, language preferences, beliefs, culture and identity of the family members, and their community or tribe;

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• The planning and service process identifies, builds on, and enhances the capabilities, knowledge, skills, and assets of the child, youth, and family members, their tribe and community, and other team members;

• Family voice and choice lay the foundation for individualization and flexibility in building an integrated service plan;

• Partnering and teaming with families to develop case plans without shaming, blaming, or rejecting what they are lifting up as needed to support the children, the youth, or their families;

• Teaming to ensure success of the goals and strategies of the plan with observable or measurable indicators of success, including clarity on monitoring progress with those indicators, and revise the Child and Adolescent Needs and Strengths (CANS) and service plan accordingly.

5. Probation Department

The County of Santa Clara Probation Department provides a range of administrative, rehabilitative, institutional, supervisory, and court-related services for both adults and juveniles.

The mission of the Probation Department is to promote community safety by implementing proven strategies which enhance and support:

• Positive change in our clients, families, and neighborhoods;

• Reparation of the harm caused by criminal behavior; and

• Exemplary conditions of secure care.

II. SCHEDULE AND EXPLANATION OF EVENTS

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

A. SCHEDULE OF EVENTS

Dates, times, and/or the processes associated with this schedule may be changed by the County as necessary.

For Offerors applying on September 1, 2023 through October 3, 2023, all Response submission tasks shall be referred to “Initial Round of Responses.” For those applying from October 4, 2023 through the end of the term, all Responses shall be considered “Subsequent Responses” and referred to as such.

The County shall make every effort to adhere to the following anticipated RFSQ process (Table 2) and evaluation (Table 3) schedules.

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Table 2: Anticipated Open RFSQ Schedule

Event Date

1. Issuance of Open RFSQ Friday, September 1, 2023

2. Pre-Proposal Conference • Monday, September 18, 2023 at 2:00 P.M. PST

• Friday, September 29, 2023 at 3:30 P.M. PST

3. Written Questions Procedural questions can be submitted in writing via Biddingo through Monday, May 1, 2028 by 3:00 P.M. PST. Refer to Section II.C.3 of this RFSQ below for more details.

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

Initial Round of Responses:

Tuesday, October 3, 2023 by 3:00 P.M. PST.

Subsequent Responses:

Evaluations shall be conducted annually on an as-needed basis. Refer to Table 3 for deadlines.

5. Response Evaluation Process Initial Round of Responses:

January 19, 2024

Subsequent Responses:

Evaluations shall be conducted annually on an as-needed basis. Refer to Table 3 for deadlines.

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:

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.

Subsequent Responses:

On an as-needed basis. Date and time 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:

February 2024

Subsequent Responses:

Notices shall be issued annually on an as-needed basis. Refer to Table 3 for deadlines.

8. Protests Initial Round and Subsequent Responses:

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

from the date of issuance of the Notice of mailto:BHSD.Solicitations@hhs.sccgov.org

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Qualification or Notice of Non-Qualification.

Offeror shall refer to the protest deadline indicated in the qualification notice.

9. Contract Negotiations and Award (If applicable)

Initial Round of Responses:

February 2024 through June 2024

Subsequent Responses:

On an as-needed basis.

10. Estimated Contract Start (If applicable) Initial Round and Subsequent Responses of Responses:

Upon Execution by the County.

11. Open RFSQ Close Friday, September 1, 2028 by 3 P.M. PST or upon re-release of a new cycle for these Open RFSQ services.

Table 3: Anticipated Dates for Evaluations

Offer Submittals Due Evaluations Interview (Optional to the County)

Notice of Qualification/ Non-Qualification

October 3, 2023 January 19, 2024 None February 2024

March 1, 2024 July 2024

Offerors shall be notified with a minimum notice of five (5) business days for any interview schedules.

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

August 1, 2025 September 2025

August 1, 2026 September 2026

August 1, 2027 September 2027

May 1, 2028*

*Final Evaluation (RFSQ closes September 1, 2028)

June 2028

The provided evaluation timeline 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 County, as necessary.

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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 County of Santa Clara 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 will 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 County. Copies of this RFSQ, including supporting documents, may be obtained from https://biddingo.com/santaclaracounty.

2. PRE-PROPOSAL CONFERENCE

The following Offeror’s pre-proposal conferences are scheduled for this RFSQ:

a. Date: Monday, September 18, 2023

Time: 2:00 P.M. PST

Location: Microsoft Teams Meeting https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGIzMzY3ZjMtMmUwOC00Y2UyLTg3ZmItYWE3MDNlMjI3Ym Fh%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

b. Date: Friday, September 29, 2023

Time: 3:30 P.M. PST

Location: Microsoft Teams Meeting https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzRkYjVkNTgtZGY5NS00Nzg1LTlkNDQtNGU2ZDQ0ODBhN2V m%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

Meeting ID: 211 843 117 933 Passcode: UTmAGp

NO IN-PERSON CONFERENCE SHALL TAKE PLACE.

https://biddingo.com/santaclaracounty https://biddingo.com/santaclaracounty https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGIzMzY3ZjMtMmUwOC00Y2UyLTg3ZmItYWE3MDNlMjI3YmFh%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_NGIzMzY3ZjMtMmUwOC00Y2UyLTg3ZmItYWE3MDNlMjI3YmFh%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_NGIzMzY3ZjMtMmUwOC00Y2UyLTg3ZmItYWE3MDNlMjI3YmFh%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_NGIzMzY3ZjMtMmUwOC00Y2UyLTg3ZmItYWE3MDNlMjI3YmFh%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_NGIzMzY3ZjMtMmUwOC00Y2UyLTg3ZmItYWE3MDNlMjI3YmFh%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_NzRkYjVkNTgtZGY5NS00Nzg1LTlkNDQtNGU2ZDQ0ODBhN2Vm%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_NzRkYjVkNTgtZGY5NS00Nzg1LTlkNDQtNGU2ZDQ0ODBhN2Vm%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_NzRkYjVkNTgtZGY5NS00Nzg1LTlkNDQtNGU2ZDQ0ODBhN2Vm%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_NzRkYjVkNTgtZGY5NS00Nzg1LTlkNDQtNGU2ZDQ0ODBhN2Vm%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_NzRkYjVkNTgtZGY5NS00Nzg1LTlkNDQtNGU2ZDQ0ODBhN2Vm%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

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No audio, video, or written transcript record of the proceedings of this pre-proposal conference shall be available after its conclusion. The County shall attempt to tabulate a list of all questions and responses at the pre-proposal conference but does not guarantee the list shall include all questions asked. Upon request, the County may publish a list of Offerors who attended the pre-proposal conference.

The pre-proposal conference shall include a review of the RFSQ and responses to questions. Although the pre-proposal conference is optional, Offerors are strongly encouraged to attend.

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.

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 shall 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, shall 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 make material changes to the

RFSQ.

4. DEADLINE TO SUBMIT RESPONSES

Refer to Section III.A.7 of this RFSQ for a detailed description of the RFSQ submission and deadline process.

5. RESPONSE EVALUATION PROCESS

There are two (2) distinct evaluation processes:

a. RFSQ Evaluation Process: To create a single QP of Offerors. Eligible Offeror(s) are those who can provide services in one (1) or more of categories as outlined in Section I.A.2, Table 1 of this RFSQ, which details project scope and requirements.

b. WOPR Process: Identify Offerors from the QP that will move forward with contract negotiations, if selected. When the County identifies a need, all Offerors https://biddingo.com/santaclaracounty https://biddingo.com/santaclaracounty https://biddingo.com/santaclaracounty

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 14 of 27 in the QP shall be invited to participate in the WOPR process. An Evaluation Committee shall assess WOPR submissions to determine which Offeror best meets the County’s needs.

Each response received through these processes shall be reviewed to ensure it meets the submission requirements outlined in the RFSQ and/or WOPR. At the County’s discretion, responses may undergo further rounds of evaluation. The County reserves the right to conduct as many rounds of evaluation as it considers reasonable and necessary in the public interest. Subsequent rounds of evaluation may lead to score adjustments, the issuance of further clarifications or addenda, and changes to the RFSQ or WOPR process. Should a response fail to meet the minimum qualifications, the County may, at its sole discretion, exclude the response from further consideration.

6. INTERVIEWS

Offerors must agree to meet for an interview and/or respond to supplemental questions as indicated in Section II.A of this RFSQ. Upon evaluation of the criteria indicated in Section II.C.5 of this RFSQ, the Evaluation Committee may choose to conduct an interview with any Offeror(s). A Notice of Interview shall be sent with a minimum of five (5) business days to Offeror(s) to 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 County will email Notice of Qualification and/or Notice of Non-Qualification to all Offerors.

8. PROTEST

Refer to Section III.A.15 of this RFSQ for information on the protest procedures.

9. CONTRACT NEGOTIATIONS AND AWARD

Refer to 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.10 of this RFSQ indicates the estimated start date of the awarded contract.

III. CONDITIONS GOVERNING THE PROCUREMENT

This section contains the conditions governing the RFSQ process.

A. Offerors are required to adhere to the following conditions:

1. 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

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 15 of 27 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.

2. CLAIMS AGAINST THE COUNTY OF SANTA CLARA

Neither Offeror’s 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, except as set forth in the terms of a definitive agreement between the County and Offeror’s organization.

3. BASIS FOR RESPONSE

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

4. NO PUBLIC RESPONSE OPENING

There will be no public opening for this RFSQ.

5. 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 best efforts to provide notice to Offeror prior to such disclosure. If Offerors 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 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.

Offeror further agrees that it shall defend, indemnify, and hold County harmless against any claim, action, or litigation (including but not limited to all judgments, costs, fees, and attorney’s fees) that may result from denial by County of a CPRA request for information arising from any representation, or any action (or inaction), by Offeror.

6. CONFIDENTIALITY

All data and information obtained from the County of Santa Clara by Offerors and their agents in this RFSQ process, including reports, recommendations, specifications, and data, shall be treated by Offerors and its agents as confidential. 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.

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 16 of 27

Generally, each Response and all documentation, including financial information, submitted by an Offeror to the County is confidential until a contract award recommendation is signed by the issuing County Department, when such documents become public records under State and local law, unless exempted under CPRA.

7. ELECTRONIC RESPONSE SUBMISSIONS OF THE RFSQ

a. This RFSQ is being made available by electronic means. As part of the RFSQ, Offeror(s) will be required to download, complete, and upload certain documents.

Offeror(s) 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 County, the version maintained by the County must govern.

b. All Responses must be submitted electronically via email at BHSD.Solicitations@hhs.sccgov.org in accordance with the County requirements.

Responses submitted in any other form, including, but not limited to hardcopy, Biddingo, fax, or verbal will not be accepted.

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

d. 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.

e. 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 through email to BHSD.Solicitations@hhs.sccgov.org.

f. The County has the capability of viewing documents submitted in the following formats only: Microsoft Word, Microsoft Excel, portable document format file

(PDF).

g. 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.

h. Electronic Response submissions may require uploading of electronic attachments.

The submission of attachments containing embedded documents or proprietary file extension is prohibited. Each document should be attached as a separate file.

i. All information submitted is subject to third parties’ disclosure under the California Public Records Act.

j. Response forms requiring signature can be signed by means of “electronic signature” in accordance with the County requirements. This includes wet signature scanned via PDF or by applying an electronic signature using technology approved by the County such as DocuSign.

8. CONFLICTS OF INTEREST

mailto:BHSD.Solicitations@hhs.sccgov.org

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 17 of 27

An Offeror that becomes a Contractor is subject to all applicable federal, state, and local conflict of interest laws, regulations, and policies applicable to public contracts and procurement practices, including but not limited to California Government Code §1090, et seq. and §81000, et seq.

If awarded this Contract, Contractor will covenant that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Contract.

Contractor will further covenant that, in the performance of this Contract, it will not employ any contractor or person having such a conflict of interest.

9. GUARANTEE OF RESPONSE

Responses to this RFSQ, including Response prices, will be considered firm and irrevocable for one-hundred and eighty (180) days after the due date for receipt of Responses and/or one-hundred eighty (180) days after receipt of a best and final offer, if one is submitted.

10. ELECTRONIC MAIL ADDRESS

A large part of the communication by the County to Offerors regarding this RFSQ will be conducted by electronic mail (email). Offeror(s) agree to provide the Contracts Analyst(s) with a valid email address to receive this correspondence.

11. POLITICAL REFORM ACT DISCLOSURE REQUIREMENT

An Offeror that becomes a Contractor, including but not limited to the Contractor’s employees and subcontractors, may be subject to the disclosure and disqualification provisions of the California Political Reform Act of 1974 (the “Act”), that (1) requires such persons to disclose economic interests that may foreseeably be materially affected by the work performed under the Contract, and (2) prohibits such persons from making or participating in making decisions that will foreseeably financially affect such interests.

If the disclosure provisions of the Act are applicable to any individual providing service under the Contract, Contractor shall, upon execution of the Contract, provide the County with the names, description of individual duties to be performed, and email addresses of all individuals, including but not limited to Contractor’s employees, agents and subcontractors, that could be substantively involved in “making a governmental decision” or “serving in a staff capacity and in that capacity participating in making governmental decisions or performing duties that would be performed by an individual in a designated position,” (2 CCR 18701(a)(2)), as part of Contractor’s service to the County under the Contract. Such individuals shall file Statements of Economic Interests within 30 days of commencing service under the Contract, annually by April 1, and within 30 days of their termination of service under the Contract.

12. COUNTY FACILITIES

The use of County-owned or County-leased facilities will require an applicable lease, license, or other written agreement (including provisions within the management or

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 18 of 27 services agreement) which incorporates the terms of the facility use, including but not limited to rent, utilities, maintenance, and repairs. If Offerors will be responsible for facility use costs at County-owned or County-leased facilities, then County will work with Offerors to either adjust Offeror’s budget to include such costs or arrange to reimburse Offerors for such costs.

13. 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 will 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.

14. COUNTY RIGHTS

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

a. Reject any or all Response(s);

b. 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);

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

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

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

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

g. 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;

h. Negotiate with any or no Offerors;

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

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

k. 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;

l. 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;

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

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 19 of 27

n. 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;

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

p. 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;

q. 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;

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

s. 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;

t. 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;

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

v. 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;

w. 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;

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

y. Complete contract negotiations to establish performance incentives based on, but not limited to the following measures: 1) any County contract monitoring tool(s);

2) Offeror’s compliance with Medicaid (Medi-Cal) Managed Care rules and regulations (e.g., Network Adequacy requirements); and 3) outcomes, service performance/delivery, and metrics listed in a contract awarded as a result of this RFSQ; and

z. Reserve the right to complete contract negotiations and establish additional contracting terms in compliance with State, Federal Law, or Accrediting Agencies (e.g., payment and referral requirements coordinated by the Department of Health Care Services [DHCS] California Advancing and Innovating Medi-Cal [CalAIM] initiative).

15. PROTEST PROCEDURES

a. The County’s Protest Process is linked here.

https://www.sccgov.org/sites/proc/Documents/Protest%20Policy%20Version%201.0%206.16.2021.pdf

Request for Statement of Qualifications RFSQ-BHS-FY24-0084 Page 20 of 27

b. The written protest must be emailed to the BHSD Program Manager III (Procurement Officer) below:

County of Santa Clara Health System

Behavioral Health Services Department

RFSQ-BHS-FY24-0084: Behavioral Health Evaluator Services

Attention: Angeleah Macatiag, Program Manager III

828 South Bascom Avenue, Suite 200

San José, California 95128

Email : Angeleah.Macatiag@hhs.sccgov.org

IV. OFFEROR’S SUBMISSION

THIS RFSQ SOLICITATION REQUIRES ALL RESPONSES TO BE SUBMITTED ELECTRONICALLY

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

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

This section contains requirements and relevant information Offerors should use for the preparation of their Responses. Offerors should thoroughly respond to each requirement.

A. GENERAL INSTRUCTIONS

1. These instructions outline the guidelines governing the format and content of the Response and the approach to be used in its development and presentation. Only information which is essential to the understanding and evaluation of the Response should be submitted. No limitation on the content of the Response is intended in these instructions and inclusion of any pertinent data or information is permitted within the page requirements.

2. NON-CONFORMING RESPONSES

A Response submission may, at the sole discretion of the County, be construed as a non-conforming Response, ineligible for consideration or incomplete if it does not comply with the requirements of this RFSQ.

3. RESPONSE SUBMISSION

This open RFSQ requires all Responses to be submitted electronically via email to BHSD.Solicitations@hhs.sccgov.org. Submissions through Biddingo, paper, or fax will not be accepted and will be deemed nonresponsive. For detailed instructions on the documents required for a complete Response submission, please refer to Section IV.D of this RFSQ.

B. NUMBER OF RESPONSES

1. Only one (1) Response per person, partnership, corporation, or other entity will be accepted.

County personnel will not be engaging in merging, collating, or assembling Response materials for Offerors.

mailto:Angeleah.Macatiag@hhs.sccgov.org

Request for…