Request for Proposal FOR FACILITY-BASED CRISIS AND NON-HOSPITAL MEDICAL DETOXIFICATION IN ONSLOW COUNTY APRIL 16, 2018

Transcription

1 Request for Proposal FOR FACILITY-BASED CRISIS AND NON-HOSPITAL MEDICAL DETOXIFICATION IN ONSLOW COUNTY APRIL 16, 2018 This solicitation should not be interpreted as a contract (implicit, explicit, or implied), nor does it imply any form of agreement to any potential candidate. In addition, no inference should be made that Trillium will purchase and/or implement in the future any of the programs or services proposed by the respondents East Arlington Blvd. Greenville, NC

2 CONTENTS EXECUTIVE SUMMARY... 3 GENERAL/BACKGROUND INFORMATION... 3 SCOPE OF WORK... 3 COMPLIANCE... 5 TIMELINE/SCHEDULE REQUIREMENTS... 6 ELIGIBILITY REQUIREMENTS... 7 FORMATTING REQUIREMENTS... 7 REQUIRED PROPOSAL COMPONENTS... 7 PROPOSAL EVALUATION INFORMATION ADMINISTRATIVE INFORMATION TRILLIUM CONTACT INFORMATION ADDENDA TEMPLATES PROVIDED ATTACHMENTS CHECKLIST DEFINITIONS... 11

3 Page 3 of 11 EXECUTIVE SUMMARY Trillium Health Resources is a Local Management Entity (LME)/Managed Care Organization (MCO) that oversees publicly funded behavioral health, substance use, and intellectual/developmental disabilities services for 25 counties in Eastern North Carolina. The mission of Trillium Health Resources is Transforming the lives of people in need by providing them with ready access to care. The primary purpose of this RFP is to identify a provider currently enrolled and in good standing in the Medicaid program to meet a need in Onslow, Craven, and Carteret Counties for a Facility-Based Crisis facility located in Jacksonville. This will ensure access to services for Onslow, Craven, and Carteret County residents, particularly those in need of crisis services. The services to be implemented include: Medicaid Funded: Facility-Based Crisis and Non-Hospital Medical Detoxification GENERAL/BACKGROUND INFORMATION The mission of Trillium Health Resources is Transforming the lives of people in need by providing them with ready access to care. The purpose of this RFP is to increase access to crisis care for the citizens of Onslow, Craven, and Carteret Counties. Onslow County has approached Trillium Health Resources with space available to support Facility-Based Crisis services for individuals with MH/SU disorders. Trillium Health Resources will support the project with Medicaid funding, as appropriate and available. Other operational funding will be provided by Onslow, Craven, and Carteret Counties as well as the City of Jacksonville and local hospitals. These entities will be represented by the Onslow Carteret Oversight Committee for Mental Health/Substance Abuse (OCOC), which is comprised of representatives of the aforementioned organizations. The selected provider will be subject to Routine Monitoring by Trillium Health Resources Network staff and may be subject to additional reviews as needed. SCOPE OF WORK The goal of this RFP is the successful development of a Facility-Based Crisis (FBC) facility in the Jacksonville area of Onslow County. The selected provider will be responsible for providing FBC and Non-Hospital Medical Detoxification to Trillium members and other residents of Onslow, Craven, and Carteret Counties. The selected provider will be required to utilize a fully furnished space Onslow County has allocated for this 16-bed facility. It will be located at 215 Memorial Dr, Jacksonville, NC The selected provider will be responsible for supplying technology, supplies and operating systems. The provider will rent the facility from Onslow County at the rate of $12 per square foot per year for the first year, but if the provider meets or exceeds all performance expectations, consideration may be given to adjusting this requirement in subsequent years. The facility is 5000 square feet.(see Compliance section below for more information)

4 Page 4 of 11 Further, facility-related maintenance costs (i.e. structure, roof, HVAC, etc.) will be incurred by the county. All other maintenance costs for facility/grounds will be incurred by the provider, as will the costs of utilities (water, sewer, electric, garbage, etc.) and any costs to repair or replace damaged furnishings. Trillium Health Resources will provide Medicaid funding as appropriate. The target populations for the services to be offered are adults with Mental Health and/or Substance Use Disorders. Services will include: Medicaid Funded: Facility-Based Crisis (S9484) The following questions will require answers in your Agency s RFP response: Is your agency currently contracted with Trillium Health Resources? Is your agency currently accredited? Does your agency currently provide Facility-Based Crisis Services? If so, please provide recent financial statements for those programs. Please describe what steps you will take, including adhering to the aggressive timeline, to implement the components of an FBC, for instance obtaining licensure, staffing, etc. Please describe your plan for ramping up occupancy of the FBC after initial opening. Please describe how you will staff the clinic to meet the requirements for CCP 8A Professional Treatment Services in Facility-Based Crisis Program. Include recovery oriented programming. Please include in your staffing description how 24-hour clinical supervision will be provided, and if so, which clinical staff will be present on site at all times. Please also note plans for addressing security of the facility. Please describe how you will meet the requirements to be designated by the NC Division of Mental Health, Developmental Disabilities and Substance Abuse Services to admit individuals under an Involuntary Commitment order (IVC). Please note the recent data on number of IVCs in Onslow and Carteret Counties: Carteret County Onslow County 1,156 1,177 1,171 Craven County 2,436 2,518 2,501 -Data provided by individual County Clerks of Court offices 4/9/2018 *Total number provided includes in-county and any out of county IVC s processed. Please include your contingency plan for referrals when the facility is at 100% occupancy.

5 Page 5 of 11 Please describe how you would provide the following services: o Professional Treatment Services in Facility-Based Crisis Program o Non-Hospital Medical Detoxification Please describe a typical discharge plan for a member and how you will evaluate the effectiveness of discharge planning activities. Please provide an example for both MH and SU populations. Please describe how you would outreach and engage stakeholders in Onslow, Craven and Carteret County Communities, including a pan for bi-monthly meetings with such groups. COMPLIANCE The selected provider MUST agree to: 1. Complete steps to demonstrate readiness to begin service provision effective November 1, 2018: a. Hire and train a Physician (MD, DO) and other staff necessary to provide service b. Obtain any additional equipment that may be needed for provision of services c. Develop protocols/procedures, in your agency s standard format, to ensure services are provided in a timely manner and in compliance with CCP 8A. 2. Provide weekly updates on progress to the Trillium Project Manager (Development Manager) until the project is complete and service provision has been implemented. Updates are to be provided via to the Project Manager. 3. Comply fully with the following: a. Clinical Coverage Policy 8A Enhanced Mental Health and Substance Abuse Services (for Professional Treatment Services in Facility-Based Crisis Program) b. APSM 45-2 Records Management and Documentation Manual c. 42 CFR, Part 2 d. HIPAA e. Maintaining Accreditation f. Submission of TARs and claims in accordance with the benefit plans g. Any applicable local, state, and federal regulations h. Access and appointment standards as established by the state If the selected provider is unable to comply with the contract requirements, Trillium Health Resources has the right to cancel the contract for default and hold the provider liable for dollars spent and for the increased costs of obtaining substitute goods or services elsewhere.

6 Page 6 of 11 In addition, the selected provider will be required by contract to report quarterly to the Onslow Carteret Craven Oversight Committee for Mental Health/Substance Abuse (OCCOC) in person on the following performance expectations. As mentioned above in the Scope of Work section, the provider will rent the facility from Onslow County at the rate of $12 per square foot per year for the first year, but if the provider meets or exceeds all performance expectations below, consideration may be given to adjusting this requirement in subsequent years. : Performance Expectations Occupancy rate shall be maintained, on average, at a level of at least 80% The selected provider shall ensure that an enrollee receiving FBC/Detox services will also receive appropriate follow-up services within 7 calendar days o In the event Contractor does not meet this standard for at least 50% of enrollees served, Trillium may institute a financial penalty or other sanction Transition from Law Enforcement (LEO), Hospital Police, or Emergency Medical Services staff to the FBC o Average time from arrival to release of officer/emergency staff is less than 15 minutes Recidivism rates must be documented. Recidivism rates must be maintained within acceptable limits. Performance targets will be established after baseline data is collected on readmissions within 90 days. Diversion data must be collected at time of referral and submitted monthly (i.e. referral sources/consumers should be asked where they would have referred/self-referred if the FBC service did not exist in Jacksonville) Intake time must be documented and within acceptable limits o Time from arrival to admission averages one (1) hour or less Monthly financial statements will be prepared, submitted monthly, and presented quarterly to the OCCOC. Financial statements shall include, at a minimum, revenues and expenditures of local funds (i.e. County/City). TIMELINE/SCHEDULE REQUIREMENTS Question & Answer (Q&A) Submission Deadline Please use the questions link to submit questions. April 25, 2018 Q&A results posted on Trillium Website April 30, 2018 Proposal Submission Deadline June14, 2018 RFP Award Notification June 22, 2018 Date work to begin (projected) December 3, 2018 ***All timelines are tentative and subject to change.

7 Page 7 of 11 ELIGIBILITY REQUIREMENTS Selected provider must be currently enrolled and in good standing in the Medicaid program Selected provider must have current national accreditation. Selected provider must adhere to all program, staffing, and training requirements set forth in Clinical Coverage Policy 8A Enhanced Mental Health and Substance Abuse Services (for Professional Treatment Services in Facility- Based Crisis Program) Selected provider must adhere to all regulatory requirements listed in the above Compliance section. FORMATTING REQUIREMENTS Trillium s goal is to review all proposals. However, this goal must be balanced against Trillium s obligation to ensure equitable treatment of the received proposals. For this reason Trillium has established the following formatting requirements. If you do not adhere to these requirements, your proposal will be screened out and returned to you without review. All proposals must be submitted electronically through REQUEST, Trillium s Solicitation Portal. Any attachment pages must be typed in black, double-spaced, using a font of Times New Roman 12, with 1 margins. Any specified page limits cannot be exceeded. Applicants must use the sections/headings listed under Required Proposal and place the required information in the correct section. Black print should be used throughout your application, including any charts and graphs. Materials with printing on both sides will be excluded from review. Attached pages should be clearly labeled and numbered consecutively from beginning to end so that information can be located easily. REQUIRED PROPOSAL COMPONENTS Face Sheet (provided as part of the electronic application) - organizational information such as legal name, employer/taxpayer number, address, contact information for leadership, etc.

8 Cover Letter (Attachment A) Page 8 of 11 Summary of proposed project and intent to submit proposal Summary description of strategy/plan and how it meets project goals and measurable objectives Letter must be signed by an officer of the company There is a one (1)-page limit for this document Project Narrative, including all 5 sections listed below and supporting documentation, as needed (insert # of characters or pages under each Section) Section A: Company/Organizational Information o Description of the company and its professional history as it relates to the services sought under this RFP (500 word limit) o Three external references from clients who have received similar services that have occurred within the past five year. References from local stakeholders and funding sources is preferred (e.g. law enforcement, DSS, local hospitals, counties, cities, or other service financiers). Offers proposing to use Subcontractors for significant portions of the scope of work must also include three external references for each Subcontractor. {Attachments B(1) B(6)} o Licensing and/or bonding information o Complete copies of the organization s last fiscal year s financials including the audit opinion, the balance sheet, statements of income, retained earnings, cash flows, management letters, and the notes to the financial statements (Attachment C) OR o If independently audited financial statements do not exist, the provider/vendor should state the reason and submit sufficient information to be evaluated. Section B: Project Plan o Description of what is being proposed and how it will be accomplished, as related to the intent of the RFP and performance measures identified in Section E. (There is a five [5]-page limit for this document) o Schedule/timeline for the service or project, which will serve as the basis for monitoring progress and adjusting activities as necessary, including: All activities required to accomplish the key objectives of the project. Target dates for the proposed activities, where appropriate. Information on the proposed start and completion dates of the key objectives and activities. The timeline form should be completed within this section.

9 Page 9 of 11 Technical Specification: Include any equipment, software, facility impact, etc., if applicable. Installation and Maintenance plans (the selected provider will be responsible for only the routine maintenance of the facility) Project Management, including Performance Management and Security/Fault Management, if applicable. Education/Training and Supervision. Section C: Personnel o Provide comprehensive chart of personnel positions for the project/service, including the CEO and any other executive/leadership positions, to reflect the role of each position, their level of effort and qualifications (Attachment D). o Personnel charts for any subcontractors used, if applicable (Attachment E). o Personnel charts may be submitted as attachments, labeled and paginated. Section D: Budget o Line Item Budget (template provided electronically as Attachment F) o The budget should be complete and include all the costs of any personnel, supplies, and activities required by the service or project. o Ensure that the service or project is feasible within the budget created. o Make sure the budget is reasonable and is based on actual costs. o Detailed Budget Narrative The budget narrative must describe each budget item and relate it to the appropriate service/project activity. It must closely follow the content of the budget detail worksheet and provide justification for all proposed costs listed in the budget worksheet (particularly, supplies, travel, and equipment) and demonstrate that they are reasonable. The narrative must explain how any fringe benefits were calculated, how any travel costs were estimated, why particular items of equipment or supplies must be purchased, and how overhead or indirect costs, if applicable, were calculated. o The Budget Summary Form must be used to summarize all costs and expenses. (template provided electronically) Section E: Data Collection and Performance Measurement Documentation of the provider s/vendor s ability to collect and report on the required performance measures as specified in this RFP (see Compliance section above). Description of the plan for any required data collection, management, analysis and reporting, if applicable.

10 Page 10 of 11 PROPOSAL EVALUATION INFORMATION All proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive will be eliminated from further review. The (Trillium Development Manager or appointed person) may contact the Provider/Vendor for clarification of any response. Responsive proposals will be evaluated on the factors that have been assigned a point value. The proposal will be reviewed and scored according to the quality of your response to the requirements in Sections A-E. The responsible Provider(s)/Vendor(s) with the highest score(s) will be selected as a finalist or the finalist based upon the proposals submitted. Finalist Providers/Vendors may be asked to submit revised proposals or make a presentation for the purpose of obtaining best and final offers. If so, points will be recalculated accordingly, and points awarded will be added to the previously assigned points to attain final scores. The responsible Provider/Vendor whose proposal is most advantageous to Trillium, taking into consideration the evaluation factors, will be recommended for contract award. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score. Recommendations are made to Executive Management who has the final decision-making authority. ADMINISTRATIVE INFORMATION Award Notices All organizations will receive notification from Trillium when awards are determined. Administrative Requirements The organization awarded the RFP must comply with all terms and conditions of the awarded contract. These terms and conditions will be provided in the award contract for signature. The awardee will be held accountable for the information provided in the proposal relating to performance targets. Trillium will consider the organization s progress in meeting goals, objectives and schedules based on the contracted criteria. Failure to meet stated goals, objectives and schedules may result in suspension or termination of the contract, or in reduction, withholding and/or repayment of funding.

11 Page 11 of 11 TRILLIUM CONTACT INFORMATION For questions about this RFP contact: Name: Carol Villarreal Position: Development Manager Address: 201 W 1 st St, Greenville, NC Phone Number: Address: Carol.Villarreal@TrilliumNC.org ADDENDA TEMPLATES PROVIDED Budget ATTACHMENTS All attachments should be labeled and all pages should be consecutively numbered in order to avoid confusion. CHECKLIST Checklist provided electronically to insure a complete proposal. DEFINITIONS Definitions may be included to clarify services, products, regulatory requirements or clinical terms.