PURCHASING DIVISION. Date: October 9, Interested Parties. To: From: Subject: Failure to. provides. Question. Answer: Question.

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1 SAN JOAQUIN COUNTY PURCHASING AND SUPPORT SERVICES PURCHASING DIVISION David M. CPPB Director Jon Drake, C.P.M. Deputy Director Louis, C.P.M., CPPO, Date: To: From: Subject: October 9, 2012 Interested Parties RFP #12-13 Therapeutic Behavioral Services Patricia Gennings, Purchasing Assistant Addendum #1, to RFP #12-13 PLEASEE NOTE: This addendum must be signedd and returned with your proposal. Failure to do so will cause rejection of your proposal. This Addendum No. 1 forms part of the Request for Proposal #12-13 and shall supersede the original specification s of the above entitled RFQ wherein it contradicts same. This Addendum provides clarification to the following questions: QUESTIONS AND ANSWERS: 1: Does the number of clients to be served as stated in the RFP take into account any potential increases in clients due to changes in funding/health insurance? Answer: The number of clients to be served as stated on page 6 of the RFP is the current best estimate for Any future changes in population, funding and health insurance may require modifications to that estimate. 2: On page 8 of the RFP, it states that it is expected that providers will obtain Medi-Cal certification for TBS services within three months of the award of funding. When are services expected to commence? Answer: Services are expected to commence upon receiptt of Medi-Cal certification. Proposers should provide a realistic date for the commencement of services in their proposals. 3: Besides coverage for emergencies, will actual interventions be expected to be provided on evenings and weekends? Answer: delivery Yes. Refer to the methods. lin on page 6 of the RFP for information on TBS service 4: Is there a specific target area of the County for this program or is the target population any child who is referred by the County? Answer: There is no specific target area of the County for this program. See Population to be Served on pages 5 and 6 of the RFP. Therapeutic Behavioral Services Tuesday, October 30, 2012 Addendum #1 to RFP Page 1 of 6

2 5: Are services to be offered in homes or community setting as opposed to office-based services? Will the service locations also include schools? Answer: Yes. Refer to the link on page 6 of the RFP for information on TBS service delivery methods. 6: What is the average number of units/child/months? Answer: The average number of children currently served per month is The average number of units (minutes) currently provided per month is 36,500. 7: What is the average length of service for TBS services in San Joaquin County? Answer: Three to six months. 8: Do you have demographics and diagnosis on the population we are likely to be serving in TBS? Answer: diagnoses are likely to include major depression and psychotic disorders. For additional information, refer to pages 5 and 6 of the RFP and to the link on page 6 of the RFP. 9: What might the target problem(s) be from the referrals for TBS? Answer: See answer to #8. 10: Can Full Service Partnerships also refer to TBS? Answer: See Population to be Served on pages 5 and 6 of the RFP. 11: On what basis will referrals be made to one of the two TBS providers? Answer: Referrals will be made to TBS providers at the discretions of BHS. 12: Page 5 of the RFP states, The Personal Service Strategy will specify the services and hours per day that services will be provided ; which organization determines the PSS-BHS or the TBS provider? Answer: The client, parent/guardian, BHS clinician, and TBS contractor will work collaboratively to determine the PSS, which will include targeted behaviors for interventions, treatment goals, and hours and days for TBS service provision. 13: What is the historical performance on keeping slot capacity full? Is there a routine waiting list? Answer: The program operates close to capacity, but there is generally no waiting list. 14: Who are the current providers and for how many slots are they currently contracted? Tuesday, January 17, 2012 Page 2 of 6

3 Answer: Current providers are Victor Community Support Services and ASPIRAnet. Each is contracted for 60 slots. 15: The RFP, page 7, mentions Licensed Professional of the Healing Arts ; what is the definition of that? Answer: The RFP should read Licensed Practitioner of the Healing Arts. DMH information Notice issued by the California Department of Mental Health on 12/22/08 states that TBS must be provided under the direction of a licensed practitioner of the healing arts (physicians, psychologists, licensed clinical social workers, marriage and family therapists, and registered nurses with a master s degree.) 16: the RFP, pages 7 and 8, states, TBS Providers are expected to employ staff from diverse cultural and language backgrounds similar to the demographics of San Joaquin County ; are there specific backgrounds the County is looking for? Answer: There are no specific backgrounds the County is looking for. Staffing should be reflective of the diverse cultural and language backgrounds of San Joaquin County residents. The County s threshold languages as identified by the State Department of Mental Health are: English, Spanish and Cambodian. 17: Will all program staff be required to undergo fingerprint clearance? Answer: Yes. 18: The Program Staffing section on page 8 of the RFP refers to Title IX, Division 1, Article 3.5, section 531 of the California Code of Regulations. This section refers to staffing for residential programs. What is the correct section? Answer: Staffing requirements for TBS programs can be found at the following link: 19: Will the contract amount be based on the budget submitted in the proposal? Answer: Acceptance of a proposal provides an organization with an opportunity to negotiate a contact with BHS. There is not an automatic acceptance of the budget submitted in the proposal. 20: Are there any criteria for budget format or narrative? Answer: The RFP, page 11, requests proposers to submit a line-item budget identifying all costs. Please provide a line-item budget that includes all costs of providing a fully operational program for a 12 month period. Please use a budget format similar to the example provided in Appendix A of this addendum. Actual contract budgets for the program term will be negotiated during the contract negotiation process. The contract budget should include all direct service costs, including FTE salaries and benefits, rent & utilities, equipment, travel, training, and indirect and overhead costs. Tuesday, January 17, 2012 Page 3 of 6

4 Please list each staff position separately by its formal job title. Do not group multiple staff positions in one line item, e.g., management salaries or administrative support. Start-up costs that will be charged to the county (if any) should be included in a separate budget. Startup funds are defined as the costs of the program prior to the commencement of services. The start-up budget should be supported by a timeline for project implementation. Proposers should provide a realistic date for the commencement of services in their proposals. Indirect costs, including administrative and overhead costs, should be proposed in accordance with the County s Indirect Cost Rate Guideline which can be accessed at under Popular Links. Indirect costs will be reimbursed at the lower of: 1) the indirect cost calculation proposed in accordance with the County s Indirect Cost Rate Guideline or, 2) the Short-Doyle Medi-Cal Administrative Reimbursement Limit of 15%. 21: Are start-up costs to be included in the budget? Answer: See answer to question #20. 22: Should we provide a budget for 1 year or 18 months? Answer: See answer to question #20. 23: Should we build a budget based on 20 kids from Day 1 or are they gradually phased in? Answer: See answer to question #20. 24: When you said that start-up funds are available, what might these funds be spent for? Answer: There are no specific start-up funds available, but the County understands that organizations may have minimal costs required to begin a new program. See answer to question #20 for how to document start-up funding requirements, if any, in your proposal. 25: It appears that the Cost Proposal format (Exhibit F) is not included in the RFP. The Cost Proposal format is attached to this Addendum as Appendix A. 26: Where can we obtain the most recent Indirect Rate Guideline? Answer: Indirect costs, including administrative and overhead costs, should be proposed in accordance with the County s Indirect Cost Rate Guideline which can be accessed at under Popular Links. Indirect costs will be reimbursed at the lower of: 1) the indirect cost calculation proposed in accordance with the County s Indirect Cost Rate Guideline or, 2) the Short-Doyle Medi- Cal Administrative Reimbursement Limit of 15%. Tuesday, January 17, 2012 Page 4 of 6

5 27: What are maximum allowances (cost per minute) in San Joaquin County? Answer: A maximum allowance for San Joaquin County has yet to be established. Reimbursement will be limited to actual costs. 28: Are there any cost caps of which we should be aware? Each proposer will guarantee that it can provide the required capacity of services during the term of the proposed agreement. 29: The RFP, page 4, item E, mentions a capacity guarantee, what is the definition of that? Answer: Each proposer will guarantee that it can provide the required capacity of services during the term of the proposed agreement. 30: When will the contract be awarded? Answer: Negotiations for a contract will be conducted at the conclusion of the proposal review process. It is anticipated that these negotiations will be conducted in November and December : What is the font size for the proposal? Answer: Please use a 12-point font size. 32: Regarding the 5% local vendor preference: does this cover the whole contract? Answer: Please refer to the San Joaquin County Purchasing and Support Services website at for information on local vendor preference. 33: Exhibits referenced don t seem to match up with everything in the RFP, especially D and E. Answer: The references to Exhibit D on page 10 and Exhibits C and E on page 11 were made in error. Please disregard these references. END ADDENDUM #1 Please contact me if you have any questions, (209) Signature Print Name Company Name Tuesday, January 17, 2012 Page 5 of 6

6 APPENDIX A SAMPLE Budget Request Form Applicant: Program: Period: I. PERSONNEL Total % of salary Annual attributed Amount Position Title Salary to program requested A. B. C. D. Total Personnel Excluding Benefits Benefits Percentage Total Personnel Including Benefits II. OPERATING EXPENSES Amount requested A. B. C. D. E. F Total Operating Expenses SUBTOTAL III. INDIRECT EXPENSES Indicate % IV. TOTAL BUDGET REQUEST Tuesday, January 17, 2012 Page 6 of 6