Solicitation+Amendment+2.docx

STATE OF NORTH DAKOTA

DEPARTMENT OF HEALTH AND HUMAN SERVICES

SOUTHEAST HUMAN SERVICE CENTER

2624 9TH AVE S

FARGO, ND 58103

SOLICITATION AMENDMENT 2

March 18, 2025

Solicitation Number: 325-25-950-013 Title: Mobile On-Call Crisis Services Bid Response Deadline: March 28, 2025, at 12:00 PM, CT Solicitation Issued: February 19, 2025

Section 1.03 RFP Schedule established a Deadline for Submission of Questions and Objections. The responses, including any necessary amendments, are as follows:

Questions related to Section 2.02 Scope of Work:

1. Question: Section 2 Scope of Work states: “Overall Expectations Part 1: A licensed and/or credentialed clinician qualified to assess the needs of individuals within the operational region. The clinician’s license must align with the definitions of a Tier 1 or Tier 2 professional as outlined in N.D.C.C. § 25-01-01. The required staffing during operating hours shall consist of two crisis workers and one mental health professional. If additional staffing needs arise, the successful offeror shall negotiate any necessary adjustments with STATE upon request.” Will the State allow for the two crisis workers, including one crisis worker and one Tier 1 and Tier 2 Professional? Or is it a requirement to have three workers on per shift?

Response: As stated in Section 2.02 Scope of Work, Overall Expectations, sub-section 1, “The required staffing during operating hours shall consist of two crisis workers and one mental health professional.” STATE will not allow for two crisis workers, including one crisis worker and one Tier 1 and Tier 2 Professional.

No amendment necessary

2. Question: Will the State pay the rate of two Tier 1 or Tier 2 professionals, if staffing doesn’t allow for two crisis workers for an identified shift?

Response: Attachment B - Cost Proposal requests separate hourly rates for base on-call pay per hour per crisis worker and per licensed mental health professional, as well as separate per 15-minute units per crisis worker and per licensed mental health professional. Successful offeror would be reimbursed these rates accordingly. An offeror’s Technical Proposal shall include a management plan, which includes an offeror’s proposed staff to carry out this project.

No amendment necessary.

3. Question: Depending on the case and situation, in-person response isn’t always deemed medically necessary or safe, but are able to be handled via phone. In these situations, would the State consider a rate of pay for phone support when necessary. To note, there is a section under crisis pay, but want to clarify this counts for the crisis case workers as well.

Response: No, STATE will not consider a rate of pay for phone support, when necessary, as this would be considered part of the base on-call rate. The expectation is that the successful offeror will respond in person to all calls for service.

No amendment necessary.

4. Question: Is it the offeror’s responsibility to have interpreters available or can the agency utilize current state’s contracts for interpreters?

Response: Yes, the successful offeror will be required to have interpreters available, if needed, in order to provide the scope of work as required in this RFP. No, the successful offeror will not be able to utilize a current state contract for interpreters.

No amendment necessary.

5. Question: RFP Section 2.02 Scope of Work, Part 3: Utilize individualized safety plans that are provided to successful offeror by State to help build effective care plans. What mode of communication is deemed confidential and essential for communicating and tracking individualized safety plans?

Response: Successful offeror shall keep their own clinical records with their own patient health records. Individualized safety plans shall be shared on STATE’s chosen secured platform.

No amendment necessary.

6. Question: What mode of transportation is required for connecting individuals to the necessary level of care? Is the offeror able to utilize State contract for cab vouchers?

Response: The mode of transportation will be the responsibility of and determined by the successful offeror to the necessary level of care. Successful offeror will not be able to utilize the state contract for cab vouchers.

No amendment necessary.

7. Question: Is the offeror able to utilize State contracts for cab vouchers? Or what would be the requirement for transportation?

Response: Please see the response to Question 6 above.

8. Question: When providing the appropriate referrals to community-based services, is the offeror able to also include their own practice when appropriate, in addition to other appropriate services?

Response: Yes, the successful offeror is able to include their own practice, when appropriate, for referrals to community-based services, in addition to other appropriate services.

No amendment necessary.

9. Question: If the crisis workers are busy, would the state require the mental health professional then be available for a second person for the State response team?

Response: As it states in the RFP, Section 2.02 Scope of Work, Overall Expectation #7 states, “If availability exists and upon request of STATE, successful offeror shall provide a second team member response with STATE mobile crisis if it is determined by STATE crisis clinician that a crisis call situation requires a two-person response.”

No amendment necessary.

10. Question: Is the minimum documentation required to be provided to the State crisis team or a clinical record of the encounter?

Response: Minimum documentation is required to be provided to STATE crisis team via electronic, phone, virtual, or in-person communication. Successful offeror should maintain their own clinical records within their own health records.

No amendment necessary.

11. Question: Is there a minimum length of time required to keep the documentation outside of the typical documentation standards?

Response: Please see Section 26 Access to Books and Records in Attachment A – Sample Purchase of Service Agreement.

No amendment necessary.

12. Question: If responses are requested in locations outside of the Fargo/West Fargo area, what happens if weather conditions prohibit return and a hotel is needed. Would the contract cover such needs?

Response: RFP Section 2.02 Scope of Work, states: “All costs must include any mileage reimbursement, and any other expenses related to providing face to face services into the crisis time pay per 15-minute unit within the Cost Proposal.” Please see Section 3.08 Contract Changes – Unanticipated Amendments. STATE will address all unforeseen circumstances with the successful offeror, as needed.

No amendment necessary.

13. Question: Will the contract pay for the mileage of both staff?

Response: Please see the response to Question 12 above.

No amendment necessary.

14. Question: Will the State allow travel time and documentation time to be lumped into the crisis time pay rate?

Response: Travel time should be included with the crisis time pay and documentation time should be included with the base on-call pay.

No amendment necessary.

15. Question: For additional terms and conditions, historically has the State allowed additional operating costs above and beyond direct client contact including but not limited to administrative support, billing services, EHR, payroll services, insurance liability, rent, costs of training a new staff, electronics, modes of transportation, benefits, meetings, etc.

Response: All costs must be included in the hourly base on-call pay and crisis time pay for 15-minute unit for the crisis worker and licensed mental health professional.

No amendment necessary.

16. Question: Will the state consider a designated rate to cover coordination and communication needs for continuity of care?

Response: No, STATE will not consider a designated rate to cover coordination and communication needs for continuity of care. This should be included in the base on-call pay.

No amendment necessary.

17. Question: Would the State consider a holiday pay rate to increase incentive abilities for the offeror?

Response: No, STATE will not consider a holiday pay rate to increase incentive abilities for the successful offeror.

No amendment necessary.

18. Question: How does the State define indigent? Would the offeror be required to provide documentation that the client meets the criteria prior to seeking payment via the contract?

Response: No, the successful offeror will not be required to provide documentation that the client meets the criteria prior to seeking payment via the contract. The successful offeror shall not seek payment from individuals for crisis services provided for this Scope of Work.

Amendment: The last paragraph in Section 2.02 Scope of Work shall be deleted in its entirety and replaced as follows:

Crisis time pay will be paid for face-to-face time for the crisis workers and for the licensed mental health professional for all supervision time. Crisis time pay will be calculated using quarter hour intervals. All costs must include any mileage reimbursement, and any other expenses related to providing face-to-face services into the crisis time pay per 15-minute unit within the Cost Proposal.

19. Question: If the client has insurance, would it be required to bill the clients insurance? What happens then if the client has a co-pay, coinsurance, or deductibles? This process depending on insurance can take up to 45 days, would the state allow for a delay in billing through the contract? Will the State require the offeror to collect funds directly from the client? What happens if the client does not pay the fees? If billing insurance, will the State consider costs for administrative staff into the rates or is this considered within the supplemental or additional terms and conditions? What if the client and/or family refuses to complete the intake paperwork to appropriately assess funding sources and coverage for services? Is the current provider utilizing this process as well? Or would the offeror expect conflicts due to the change in practices, specifically if there could be a financial obligation to the family?

Response: Please see the response and amendment to Question 18 above.

No amendment necessary.

20. Question: How frequently can the request for reimbursement be submitted? Daily, weekly, monthly? If submitted more frequently would the State payout more frequently or pay out monthly? If monthly, what is the date of payment?

Response: As it states in Attachment A, Sample Purchase of Service Agreement, Section 3. Compensation, “Vendor shall submit its request for reimbursement to State monthly.” STATE will only reimburse the successful offeror monthly. Please see Section 3.10 Proposed Payment Procedures.

No amendment necessary.

Question related to Section 2.03 Location of Work:

21. Question: Since the contract outlines the whole Region, what happens if 20 minutes depending on location isn’t feasible? This includes with the Fargo/West Fargo area due to location of staff and potential traffic and weather barriers.

Response: Expectation for successful offeror would be to have prompt response understanding that locations may be longer than 20 minutes travel time.

Amendment: The last sentence of the last paragraph in Section 2.03 Location of Work is removed in its entirety as follows:

Both crisis workers are required to arrive at the crisis location within 20 minutes of receiving the crisis call.

Question related to Section 4.04 Management Plan:

22. Question: The State will require each staff member to be listed at the time of the proposal? What happens if at the time of proposing, not all staff members are hired to fulfill the contract, but intent to hire additional staff if needed?

Response: Offerors are to identify current employees who will be part of their team, as requested under Section 3.11. If an offeror anticipates hiring additional staff who will be part of its Mobile On-call Crisis Services team, please indicate that in your response and identify the estimated number of additional staff you anticipate hiring.

General questions regarding this RFP:

23. Question: Is there a BAA agreement established between the provider and the State to allow for this level of communication?

Response: STATE is unable to answer this question at this time as it will depend on whether or not the successful offeror is a healthcare provider. STATE will make the determination whether a BAA is needed once the successful offeror is determined.

No amendment necessary.

24. Question: Would the State allow a current State employee and employee at the designated HSC apply for this RFP? I am a current employee of Southeast HSC but have a private practice within the community in which the services would be designated through.

Response: STATE will evaluate each proposal for a potential conflict(s) based on the information submitted in the proposal. STATE is unable to provide legal advice re: whether any single offeror’s situation would constitute a Conflict of Interest. Please consult an attorney.

No amendment necessary.

25. Question: Would a current State employee if they applied be able to work under the offeror?

Response: STATE will evaluate each proposal for a potential conflict(s) based on the information submitted in the proposal.

Bidders are instructed to acknowledge receipt of and compliance with this Solicitation Amendment by signing below and returning the Solicitation Amendment Acknowledgement page with your solicitation response.

Questions regarding this amendment must be submitted in writing to the Procurement Officer.

Rebecca Bonde Procurement Officer E-mail: rbonde@nd.gov Telephone: 701-298-4410 TTY Users call: 7-1-1

SOLICITATION AMENDMENT ACKNOWLEDGEMENT

Solicitation Number: 325-25-950-013 Title: Mobile On-Call Crisis Services Solicitation Amendment Number: 2

By my signature below, I hereby acknowledge receipt of and compliance with this amendment.

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