REQUEST FOR PROPOSALS (RFP) FOR MENTAL HEALTH RE-ENTRY PROGRAM IN MIAMI-DADE COUNTY FDC RFP RELEASED ON September 26, 2016

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1 REQUEST FOR PROPOSALS (RFP) FOR MENTAL HEALTH RE-ENTRY PROGRAM IN MIAMI-DADE COUNTY RELEASED ON September 26, 2016 By the: Florida Department of Corrections Office of Administration Bureau of Support Services 501 S. Calhoun Street Tallahassee, FL (850) Refer ALL Inquiries to Procurement Officer: Tania Cowan Page 1 of 71

2 TABLE OF CONTENTS TIMELINE... 4 SECTION 1.0 INTRODUCTORY MATERIALS Background Statement of Purpose Facility Inspection Contract Term Pricing Methodology Conflicts and Order(s) of Precedence Definitions...7 SECTION 2.0 SCOPE OF WORK Scope of Services General Description of Services Rules, Regulations and Programmatic Authority Confidentiality Vendor s Responsibilities Department Responsibilities-Service Admission Criteria Mental Health Re-Entry Pilot Program Services Discharge Criteria Notification of Discharge Service Delivery Location Administrative Tasks Programmatic Records and Documentation Staffing Requirements Staffing Qualifications Staffing Schedules Staff Absences/Interim Positions Vacancies Staff Background/Criminal Records Checks Vendor s Staff Conduct Additional Records and Documentation General Reporting Requirements Program Monitoring Performance Outcome and Measures...23 SECTION 3.0 PROCUREMENT RULES AND INFORMATION Instructions to Respondents (PUR1001) Vendor Inquiries Cost of Bid Preparation Identical Tie Proposals Instructions for Proposal Submittal Mandatory Responsive Requirements Project Proposal Format and Contents Evaluation of Proposals Basis of Award Disclosure of Response Contents Disposal Rules for Withdrawal Rejection of Proposals Addenda Verbal Instruction Procedure/Discussions No Prior Involvement and Conflict of Interest...33 Page 2 of 71

3 3.17 MyFloridaMarketPlace (MFMP) Registration Certificate of Authority Confidential, Proprietary, or Trade Secret Material State Licensing Requirements Travel Expenses E-Verify Vendor Substitute W Scrutinized Companies Protest Procedures...35 SECTION 4.0 CONTRACT TERMS AND CONDITIONS General Contract Conditions (PUR1000) State Initiatives Subcontracts Insurance Records and Documentation Copyrights, Right to Data, Patents and Royalties Independent Contractor Status Assignment Severability Use of Funds for Lobbying Prohibited Reservation of Rights Taxes Safety Standards Americans with Disabilities Act Legal Requirements Conflict of Law and Controlling Provisions Prison Rape Elimination Act (PREA) Contract Modifications Termination Retention of Records Indemnification Inspector General...42 ATTACHMENT I - CERTIFICATION/ATTESTATION FORM ATTACHMENT II BUSINESS/CORPORATE REFERENCE FORM ATTACHMENT III BUSINESS/CORPORATE REFERENCE COMPLETION FORM ATTACHMENT IV BUSINESS ASSOCIATE AGREEMENT FOR HIPAA ATTACHMENT V FLORIDA SINGLE AUDIT ACT ATTACHMENT VI EVALUATION CRITERIA ATTACHMENT VII COST PROPOSAL SHEET ATTACHMENT VIII - VENDOR'S CONTACT INFORMATION Page 3 of 71

4 TIMELINE EVENT DUE DATE LOCATION Release of RFP September 26, 2016 Vendor Bid System (VBS): Pre-Proposal Conference (non-mandatory) September 29, 2016 at 2:00 p.m., Eastern Time Florida Department of Corrections Bureau of Support Services, Tania Cowan, Procurement Officer 501 South Calhoun Street Tallahassee, Florida Call-in Telephone Number: (888) Participant Code: Last day for written inquires to be received by the Department October 5, 2016 Prior to 5:00 p.m., Eastern Time Submit to: Florida Department of Corrections Bureau of Support Services, Tania Cowan, Procurement Officer Anticipated Posting of written responses to written inquires October 26, 2016 Vendor Bid System (VBS): Sealed Proposals Due and Opened November 3, 2016 at 2:00 p.m., Eastern Time Florida Department of Corrections Bureau of Support Services, Tania Cowan, Procurement Officer 501 South Calhoun Street Tallahassee, Florida Evaluation Team Meeting November 9, 2016 at 2:00 p.m., Eastern Time Florida Department of Corrections 501 South Calhoun Street Tallahassee, Florida Anticipated Posting of Recommended Award December 12, 2016 Vendor Bid System (VBS): Page 4 of 71

5 SECTION 1.0 INTRODUCTORY MATERIALS 1.1 Background Section (1), Florida Statutes (F.S.), gives the Florida Department of Corrections responsibility for the supervision, care, custody, and control of all inmates. As of June 30, 2016, the Department had a total inmate population of 99,119. During Fiscal Year , 31,957 inmates were released back into the community. Data indicates roughly twelve percent (12 %), or slightly less than 4,000 inmates, who are released each year experience mental health impairments, which require continuing community care. Without strong support from an inmate s family and the community, these individuals have a great propensity to become homeless, noncompliant with his/her medications, and to experience re-involvement with the criminal justice system. These negative outcomes cause an increase in State funds expended, and increase the likelihood of additional victimization of the community. Through the General Appropriations Act (GAA) of 2016, the Department received funding to create a Mental Health Re-Entry Pilot Program in Miami-Dade County, Florida. A minimum of 50 inmates, with identified post-release mental health needs, who are released into the Miami-Dade area, will receive intensive re-entry transition services, for up to nine months, as determined by their individual needs. These mental health and re-entry transition services may begin while the inmate is still incarcerated, or upon release, and continue through reintegration and establishment of support in his/her local community. Evidenced-based practices, including recovery oriented services, case management, medication management, supportive housing, integrated cooccurring disorder treatment, and referral to ancillary services, will be utilized. 1.2 Statement of Purpose The Department is requesting competitive proposals, from qualified Vendors, for the provision of mental health and re-entry transition services that include case management, medication management, recovery oriented services, other community-based services, supportive housing, and ancillary services, for individuals with psychiatric disabilities. These disabilities are typically schizophrenia, other psychotic disorders such as schizoaffective disorder, and mood disorders such as bipolar disorder and major depression. Individuals receiving services, under a Contract awarded as a result of this RFP, must have a history of mental illness and be approved for services by the Department. The Department intends to award one Contract, for the provision of services, to a minimum of 50 individuals (male and female, based on need), recently released from incarceration by the Department, who will reside, or are currently residing in Miami-Dade County, Florida. The primary goals of the Mental Health Re-Entry Pilot Program are to achieve measures of successful outcomes in the following areas: a. Reduction in crime and victimization; b. Decrease in re-arrest and jail admissions by mentally ill clients; c. Lessening of, or elimination of, the debilitating symptoms of mental illnesses that the individual experiences, and minimization or prevention of recurrent acute episodes of the illness and subsequent hospitalization; d. Meeting basic needs and enhance quality of life; and e. Improvement in social skills, independent living skills and employment, as appropriate. Participants in the Mental Health Re-Entry Pilot Program shall receive varying levels of mental health and re-entry transitional services, based on individual assessed needs. The Vendor shall be required to provide, at a minimum, the following services (further specified in Section 2, Statement of Work): Page 5 of 71

6 a. Initiate contact with the client prior to their release, in instances where the service referral is received prior to the client s release from incarceration; b. Develop a Multi-Disciplinary Team (MDT); c. Provide symptom assessment, management, and individual supportive therapy; d. Provide psychiatric evaluations, consultations, assessments, and psychological testing, as appropriate; e. Implement Individual Case Management Plan; f. Provide mental health counseling and case management; g. Provide referrals for substance abuse services, if needed; h. Provide and/or coordinate basic medical care, including medications; i. Medication Management; j. Provide transitional re-entry services; k. Assist and advocate for government assistance program benefits and resources; l. Provide transportation; m. Provide clothing; n. Complete referrals for education or vocational training, if appropriate; o. Provide various levels of supervised and supportive housing (emergency, transitional or semi-permanent, permanent), based on assessed need; p. Complete referrals to ancillary services, as appropriate; q. Assist clients acquisition of an acceptable form of identification (ID card, etc); r. Provide employment assistance; and s. Promote and coordinate family reunification. 1.3 Facility Inspection The Department reserves the right to inspect the Vendor s work or facilities, including any supportive housing facilities, at any time during the resultant Contract term. Any facility where services are provided must comply with the applicable fire, safety, and health codes. 1.4 Contract Term As a result of this RFP, a resultant Contract shall be for a three year period, and may be renewed for up to three renewal years, or portions thereof, in accordance with Section (13), F.S., at the same prices, terms, and conditions, dependent upon the availability of funding. The Vendor must have the capability to implement service delivery, as described herein, on a date agreed upon between the Vendor and the Department. If the Department makes the determination to renew the Contract resulting from this RFP, it will provide written notice to the Vendor, no later than 90 days prior to the Contract expiration date. 1.5 Pricing Methodology The awarded Vendor shall be compensated at a fixed hourly rate, per staff position, as established by its proposed prices submitted in response to this RFP, see Attachment VII, Cost Information Sheet, Section A. Additionally, the Vendor will be reimbursed, on a monthly basis, for allowable expenditures such as housing, medication, and transportation costs, as outlined in Attachment VII, Cost Information Sheet, Section B. 1.6 Conflicts and Order(s) of Precedence Page 6 of 71

7 All proposals are subject to the terms of the following sections of this RFP, which in case of conflict, shall have the following order of precedence: a. Addenda, in reverse order of issuance b. Request for Proposal (RFP), including attachments c. General Contract Conditions (Form PUR 1000) (Section 1.0) d. General Instructions to Respondents (Form PUR 1001) (Section 2.0) 1.7 Definitions The following terms used in this RFP, unless the context otherwise clearly requires a different construction and interpretation, have the following meanings: 1. Assessment: An organized process of gathering information to evaluate a person s mental and interactional status, and his/her treatment, rehabilitation, and supportive needs, in an effort to enhance recovery. The results of the assessment(s) are used to develop an Individual Case Management Plan (ICMP) and/or an Individual Treatment Plan (ITP) for the person. 2. Breach of Contract: A failure of the Vendor to perform services, or provide commodities, in accordance with the terms and conditions of the Contract which may result from this RFP. 3. Case Management: A range of services provided to assist and support individuals in developing their skills to gain access to needed medical, behavioral health, housing, employment, social, educational and other services essential to meeting basic human services; linkages and training for patient served in the use of basic community resources; and monitoring of overall service delivery. 4. Client: An individual, with an identified mental illness, returning to Miami-Dade County, Florida upon release from incarceration with the Florida Department of Corrections, who has been admitted to the Mental Health Re-Entry Pilot Program. 5. Clinical Supervision: Regular, face-to-face contact between the designated clinical supervisor, and the re-entry specialist reviewing a person s clinical status, wherein the clinical supervisor ensures treatment, rehabilitation, and support services are provided within a framework of recovery, consistent with the ITP and/or the ICMP. 6. Clinical Supervisor: A person licensed to provide mental health services in the State of Florida. 7. Community-based Services: Mental health, and substance abuse services, provided outside of a State correctional facility or State-operated mental health facility. 8. Contract: The agreement which results from this RFP, between the awarded Vendor and the Department. 9. Corrective Action Plan: A Vendor s comprehensive written response to any deficiencies, discovered in the course of Contract monitoring, and its plan for remediation of those deficiencies. 10. Culturally Competent Services: Acknowledging, and incorporating, variances in normative acceptable behaviors, beliefs, and values, in determining an individual s mental wellness/illness, and incorporating those variances into assessments, and treatment that promotes recovery. Page 7 of 71

8 11. Day: Calendar day, unless otherwise stated. 12. Department: The Florida Department of Corrections, or FDC 13. Evaluation Methodology: The process utilized by the Department, to evaluate portions of a proposal against pre-determined established evaluation criteria. 14. HIPAA: The Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA, Title II) requiring the Department of Health and Human Services (HHS) to establish national standards for electronic healthcare transactions, and national identifiers for providers, health plans, and employers. It also addresses the security and privacy of health data. The Contractor shall comply with HIPAA, 1996 (42 U.S.C. 1320d-1329d- 8), and all applicable regulations promulgated thereunder. 15. Individual Supportive Therapy: Verbal therapy, in the form of one-to-one conversations with a person, focusing on helping the person understand, and identify symptoms, lessens distress and symptomatology, enhance opportunities for recovery, improve role interactions, and increase participation in, and satisfaction with, treatment and rehabilitative services. 16. Inmate: All persons, male and female, residing in institutions, admitted, or committed to the care and custody of the Department. This term encompasses all persons residing in any current or new facility, including but not limited to, correctional institutions, annexes, and satellite facilities. 17. Individual Case Management Plan: A plan developed by the Multi-Disciplinary Team (MDT), which addresses the participant s greatest criminogenic risks and needs, continued mental health treatment needs (including medication management), and level of care, and then ensures a high frequency of intensive service interactions in an effort to reduce future recidivating criminal, substance abuse, and undesirable mental health behaviors. The plan should also address substance abuse treatment, education, employment needs, level of supportive housing, and other ancillary services, as determined by the MDT. 18. Individual Treatment Plan: A written document reflecting the participants goals, and identifying the services necessary to achieve them. 19. Initial Assessment: The initial evaluation of a person s mental health status, and his/her case management/treatment needs, and practical resource needs (e.g., housing, finances). 20. Intentional Care Standards: Standards that guide staff when working with participants, to use ways that are empowering and supportive of individuals in their recovery process. 21. Local Contract Coordinator: The employee of the Department, designated to monitor Contract compliance, and to coordinate actions and communications between the Department and the Vendor. 22. Local Quality Assurance Contract Coordinator: The employee of the Department, designated to monitor Contract Quality program delivery and to coordinate programming and client communications between FDC Institutional and Community Corrections staff. 23. Mandatory Responsiveness Requirements: Terms, conditions, and requirements that must be met by the Vendors(s) to be considered responsive to this RFP. Failure to meet these Page 8 of 71

9 responsiveness requirements will cause rejection of a proposal. Any proposal rejected for failure to meet mandatory responsiveness requirements will be reviewed no further. 24. Material Deviation: The Department has established certain requirements with respect to proposals submitted. The use of shall, must, or will (except to indicate the future) in this RFP indicates a requirement, or condition, which may not be waived by the Department, except where the deviation is not material. A deviation is material if, in the Department s sole discretion, the deficient response is not in substantial accord with this RFP s requirements, provides an advantage to one Vendor over other Vendors, has a potentially significant effect on the quantity, or quality of items, or services proposed, or on the cost to the Department. Material deviations cannot be waived, and shall be the basis for determining a proposal non-responsive. 25. Mental Health Professional: A person licensed in accordance with Chapter 394, F.S. 26. Mental Illness: As defined by Chapter (18), F.S., means an impairment of the mental, or emotional processes that exercise conscious control of one s actions, or of the ability to perceive, or understand reality, which impairment substantially interferes with a person s ability to meet the ordinary demands of living. For the purposes of this part, the term does not include an intellectual disability, or developmental disability, as defined in Chapter 393, F.S., intoxication, or conditions manifested only by antisocial behavior, or substance abuse impairment. 27. Minor Irregularity: A variation from the RFP terms and conditions, not affecting price, giving the Vendor an advantage or benefit not enjoyed by other Vendors; does not adversely impact the interests of the Department. A minor irregularity will not result in a rejection of a bid. 28. Multi-Disciplinary Team (MDT): A group of individuals, working with a community-based mental health provider. The MDT shall include, but not necessarily be limited to, the following individuals: A Licensed Clinical Social Worker (LCSW) as team leader A psychiatrist to spend approximately 4 hours a week with program participants Community and Family Support Specialist(s) (Case Managers) An Employment Specialist A Community Housing Specialist A Registered Nurse Primary Care Coordinator Administrative Support 29. Recovery: A personal process of overcoming the negative impact of a mental illness and/or substance abuse disability, despite its continued presence. The recovery process describes the manner in which hope, vision, meaning, and purpose are restored, and re-connection to an individual s community is established, or reinstated. 30. Rehabilitation: The process of helping individuals minimize the effects of their symptoms of mental illness impairments and/or substance abuse, on major role skills, and develop greater competencies in employment, activities of daily living, social performance and the promotion of recovery. 31. Re-entry/Transitional Services: These services are a collection of mental health, educational, vocational, substance interdictions, life skills and counseling programming provided to individuals. The goal is to reduce crime, re-arrests and psychiatric hospital admissions for individuals admitted into this pilot program. Page 9 of 71

10 32. Support: Providing practical, hands-on assistance, to help persons meet the necessities of daily living, which will assist a person in his/her recovery process. 33. Treatment: A systematic approach to relieving the primary manifestations of mental illness/substance abuse. Relieving the symptoms and minimizing the time individuals spend in psychiatric hospitals sets the stage for successful rehabilitation and recovery. Treatment is intended to lessen and remove the symptoms of mental illness and/or substance abuse, prevent later reoccurrence or worsening of symptoms, and help individuals cope with symptoms when medications and other treatments are only partially successful. Treatment may include any of the following: Psychopharmacological treatment Psychotherapy/Counseling service Crisis interventions when necessary Psychiatric hospitalization Detoxification Ancillary support services 34. Prison Rape Elimination Act (PREA): Where used herein, refers to Part 115 of Title 28 of the Code of Federal Regulations (C.F.R.), National Standards to Prevent, Detect, and Respond to Prison Rape, under the Prison Rape Elimination Act of The Act provides for analysis of the incidence, and effects of prison rape in federal, state, and local institutions, and for information, resources, recommendations, and funding to protect individuals from prison rape. 35. Quality Assurance Program: A formal method of evaluating the quality of care rendered by a provider, used to promote, and maintain an efficient and effective service delivery. Quality assurance includes the use of a quality improvement processes to prevent problems from occurring so that corrective efforts are not required. 36. Subcontract: An agreement between the Vendor and any other person or organization, wherein that person or organization agrees to perform any requirement(s) for the Vendor, specifically related to securing, or fulfilling, the Vendors obligations to the Department under the terms of the Contract resulting from this RFP. 37. Successful Vendor/Contractor: A legally qualified corporation, partnership, or other entity, that will be performing as the Vendor under any Contract resulting from this RFP. 38. Supportive Housing: Housing placement for individuals with a mental illness, as defined by Chapter (28), Florida Statutes (F.S.), and based on assessed needs. Supportive housing may range from semi-independent environment with less than 24 hours of supervised supportive care on-call staff services, case management, and medication management; to a highly structured (non- hospitalized) supportive housing environment with 24 hours/day, seven days/week, supervised residential care including room and board, case management, and medication management. 39. Vendor/Respondent: A legally qualified corporation, partnership, or other entity submitting a proposal to the Department in response to this RFP. SECTION 2.0 SCOPE OF WORK Page 10 of 71

11 2.1 Scope of Services This section contains the Scope of Services required in any Contract which may be executed as a result of this RFP. All services to be performed by, or under the direction of the Vendor, under any resultant Contract, shall meet or exceed the minimum requirements outlined in this RFP. Under no circumstances shall services meeting less than the minimum service requirements be permitted, without the prior written approval of the Department; otherwise, it shall be considered that services proposed will be performed in strict compliance with the requirements, rules, regulations, and governance contained in this RFP, and the Vendor shall be held responsible thereof. 2.2 General Description of Services The Vendor shall provide mental health case management and re-entry services, inclusive of varying levels of supportive housing, to individuals with an identified mental illness who will be or have been recently released from FDC incarceration and who will be returning to, or have returned to, Miami-Dade County, Florida. The Mental Health Re-Entry Pilot program services will aid these individuals in transitioning to independence, enhance quality of life, reduce re-arrests and homelessness, and minimize or prevent recurrent acute episodes of the illness and subsequent psychiatric hospitalization. The Department reserves the exclusive right to make any and all determinations, which it deems are necessary, to protect the best interests of the State of Florida, and the health, safety, and welfare of the Department s inmates, and the general public, which is served by the Department, either directly or indirectly, through these services. The failure of the Department to set forth a specific reservation of rights as to any particular provision regarding services to be performed under the Contract, does not negate the Department s reservation of rights, and does not mean that any provision regarding the services to be performed under the Contract, is subject to a requirement that the parties mutually agree. 2.3 Rules, Regulations and Programmatic Authority All services provided must meet the applicable local, State and Federal ordinances, laws, rules and regulations governing the operation of a Mental Health Re-Entry Pilot program. Additionally, services must be provided in accordance with any applicable Department procedure(s), guideline(s), and any subsequent revisions and/or addenda to those documents. The Vendor shall be notified of any revisions to Department policy. Should any of the laws, standards, rules, regulations, or Department procedures change during the course of this procurement, or resultant Contract term, the updated version will take precedence The Vendor, and the Department, shall work cooperatively to ensure service delivery is in complete compliance with all such mandates and requirements All services provided under any Contract resulting from this RFP must meet the applicable requirements of Title 42 Code of Federal Regulations (CFR) Part 2; the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Standards for Privacy of Individually Identifiable Health Information, Title 45 C.F.R., Parts 160, 162 and 164, Chapters 394, 397 and 415, F.S.; Chapters 33 and Rule 65D-30, Florida Administrative Code (F.A.C.); Code of Ethics and Conduct for Addiction Professionals of Florida, and any additional applicable local, State and Federal laws, rules and regulations. In addition, services must be provided in accordance with any Departmental substance abuse program and policy guidelines, instructional manuals, and any subsequent revisions and/or addenda to those documents. Should licensing or program requirements change during the course of any Contract resulting from this RFP, the updated regulations and requirements, will take Page 11 of 71

12 precedence. The above laws, rules and regulations are incorporated herein by reference, and made part of any Contract resulting from this RFP, as if fully stated The Vendor agrees to modify its service delivery in order to meet, or comply with, changes required by operation of law, or due to changes in practice standards or regulations, or as a result of a legal settlement agreement, consent order, or a change in the Department s mission. Any changes in the scope of service required will be made in accordance with Section 4.18, Contract Modifications The Vendor shall pay for all costs associated with local, state, and federal licenses, permits and inspection fees required to operate the program, and/or facility. All required permits and licenses, shall be current, maintained on site, and a copy submitted to the Department s Contract Manager, or designee, upon request The Vendor shall maintain confidentiality with reference to individuals receiving services in accordance with applicable local, state, and federal laws, rules and regulations. The Department and Vendor agree that all information and records obtained in the course of providing services to participants shall be subject to confidentiality, and disclosure provisions, of applicable Federal and State statutes and regulations adopted pursuant thereto Vendor shall comply with the provisions of the Americans with Disabilities Act. This includes provisions referencing both employment, and public service agencies (Titles I, II, and III), as well as, any other applicable provision. 2.4 Confidentiality The Vendor shall maintain confidentiality, with reference to individual clients receiving services, in accordance with applicable local, State, and Federal laws, rules and regulations. The Department and Vendor agree that all information, and records obtained in the course of providing services to clients, shall be subject to confidentiality, and disclosure provisions of applicable Federal and State statutes, and regulations adopted pursuant thereto. 2.5 Vendor s Responsibilities The Vendor shall have at least three years of experience, within the last five years, in the provision of criminal justice mental health re-entry programs, including experience with case management of the mentally ill, recovery oriented services, provision of life skills, substance abuse, education, employment, housing and vocational components or referrals. The Vendor shall provide mental health treatment services, in accordance with Chapter 394, F.S. that meet or exceed the requirements as outlined in this RFP. The Department reserves the right to require revisions to these materials, in order to meet the specific needs of the Department, or the inmate population The Vendor will be responsible for supplying all equipment necessary to perform services under this Contract, including, but not limited to: computers, telephones, copier(s), a fax machine, and any needed office supplies The Vendor shall provide comprehensive mental health re-entry services to released inmates, with an identified need, who are returning to Miami-Dade County, Florida The Vendor shall provide case management, supportive housing, medication management and support services for ex-inmates with psychiatric disabilities, in collaboration with other community-based services. These disabilities are typically schizophrenia, other psychotic disorders (e.g., schizoaffective disorder), mood disorders such as bipolar disorders, and major depression. Individuals receiving services as a result Page 12 of 71

13 of this RFP must have a history of mental illness and be approved for services by the Department The Vendor shall provide mental health re-entry services to individuals who have severe symptoms and impairments from a mental illness, and are not adequately served in the traditional release system. They are considered at high risk of repeated psychiatric hospital admissions, prolonged inpatient psychiatric hospitalization, repeated crisis stabilization, re-incarceration, or re-arrest because of their severe psychiatric symptoms and significant interactional impairments, in combination with their lack of available community-based services. Many may have co-occurring substance abuse disorders, and some may have co-occurring intellectual disabilities The Vendor shall provide support, and services, in ways that recognize the cultural differences in persons who have long lasting psychiatric disabilities and substance abuse The Vendor shall also provide case management services, transitional re-entry services, and varying levels of supportive housing services to meet the needs of persons with severe and persistent mental illness. These same persons may be physically disabled, HIV positive, have co-occurring substance abuse disorders, or a co-occurring decline in cognitive functioning. 2.6 Department Responsibilities-Service Admission Criteria To be eligible for admission, participants must: Have a history of mental illness; Have an assessed need for mental health re-entry services; and Have been recently released from a Department Institution or be no more than 90 days from release and are returning to Miami-Dade County, Florida. Inmates with post-release supervision will be given priority for treatment services. Participants may be referred by the Department (either by their release officer or probation officer), or another Mental Health Care provider. The Department must approve all admissions to the Mental Health Re-Entry Pilot program. 2.7 Mental Health Re-Entry Pilot Program Services Every ex-inmate referred to the Mental Health Re-Entry Pilot Program will be enrolled in an appropriate level of mental health re-entry/transitional services and treatment. Specific needs will be determined, on an individual basis, by the MDT, upon completion of an assessment The Vendor will be required to develop an MDT. The MDT may work with the family of the returning individual, both pre-release and post-release, to assist them in preparation of the individual s return home. The MDT members shall develop, in conjunction with applicable Department staff, and the returning individual, an Individual Case Management Plan. At pre-release of the inmate, the MDT members shall develop, in conjunction with the Department-contracted medical healthcare provider, the release officer, and the returning inmate/individual, an Individual Case Management Plan. This plan will be based on individual risks and needs, psychiatric and substance-abuse levels of care needs, social learning, level of supportive housing, cognitive behavioral programming, employment and case management support needs. Page 13 of 71

14 2.7.2 The MDT will complete a comprehensive mental health assessment of all participants admitted to the Program, within 10 days of admission. The assessment shall include an evaluation of the following areas: a. Psychiatric history, mental status, and a DSM-V diagnosis; b. Functional Assessment Rating Scale; c. Medical History and Current Medical Conditions; d. Substance Use and Treatment History; e. Education and employment; f. Social support systems and functioning; g. Activities of daily living; h. Family/significant other relationships; and i. Supportive or other housing needs The MDT will initiate contact with the inmate pre-release, in instances where the service referral is received prior to the participant being released from incarceration. Technology may be used when available and appropriate. The purpose of the contact is for the participant to become comfortable with Program staff The MDT shall provide symptom assessment, management and individual supportive therapy. Symptom assessment, management, and individual supportive therapy help the person cope with and gain mastery over symptoms and impairments in the context of adult role activities The MDT will provide psychiatric evaluation, consultation, specialized assessments, and psychological testing as clinically warranted The MDT will craft an Individual Case Management Plan for each participant within thirty (30) days of admission, which will address the participants greatest criminogenic risks/needs, continued mental health treatment needs (including medication management), level of care, and ensure a high frequency of intensive service interaction, to reduce future recidivating criminal, substance abuse, and mental health behaviors The MDT will provide mental health counseling, medication management, and case management to participants, to ensure continuity of mental health treatment and successful re-entry into the community The MDT will coordinate substance abuse services, with qualified Vendors, for participants with co-occurring mental health, and substance use disorders The MDT will coordinate basic medical care, with qualified providers for participants in need of medical services The MDT will provide access and referrals to pharmaceutical companies that work with indigent populations to provide medication. Page 14 of 71

15 The MDT will provide varying levels of supervised and supportive housing based on participant s assessed need The MDT will assist, and advocate, for participants in the application, and receipt of, government assistance program benefits, and resources (i.e. ACCESS Florida, food assistance, Temporary Assistance for Needy Families (TANF), SSI, VA, Medicaid, etc.) The Program will provide financial assistance, to participants in need of additional mental health medication, who do not qualify for government medication programs The Program will provide transportation or financial assistance related to transportation needs The Program will provide financial assistance related to clothing needs The MDT will provide referrals to service providers offering general education (Literacy, ABE, GED, Vocational training), as applicable The MDT will assist participants in obtaining appropriate identification, and in developing job search skills, such as completing applications, interviewing, grooming, and personal hygiene The MDT will assist employable program participants with obtaining, and maintaining, stable, meaningful, and gainful employment with adequate wages, and the potential for advancement The MDT will provide referrals to agencies and community-based service providers, which assist participants in reconnecting with their families, as appropriate. 2.8 Discharge Criteria There are three types of discharges from the Program: Successful, Unsuccessful, and Administrative. All documentation of discharge, and supporting justifications, shall be maintained in the participant s case file. Discharges from Program may occur when participants meet one of the following criteria: Successful Discharge: The participant demonstrates an ability to perform on a continued basis in major role areas (i.e., work, social, and self-care) without requiring assistance from the Program Unsuccessful Discharge: The participant requests discharge, despite repeated efforts to develop an Individual Case Management Plan or Individual Treatment Plan acceptable to the person served. When this criterion is used, documentation of the efforts to continue mental health re-entry services, without success, must be clearly described in the participant case file. The participant has consistently failed to follow through with recommended services, and the Vendor s staff recommends discharge which is approved by the MDT Leader Administrative Discharge: An administrative discharge implies neither success nor failure in the program. Some of the reasons for administrative discharge may include, but are not limited to: The person moves outside of the geographic areas of the Program s responsibility The person has been admitted into another mental health treatment facility. Page 15 of 71

16 The person has been re-incarcerated, for a period that exceeds 30 days. Exceptions to this time frame may be approved, on a case-by-case basis, by the Contract Manager, or designee. Other circumstances in which termination from the program is outside the control of either the participant or the program Documentation of Discharge: Discharge will be documented in the participant case file as follows: The reason(s) for discharge; The participant s status and condition at discharge; A written final evaluation summary of the person s progress toward the desired outcomes and goals set forth in the Individual Case Management Plan; A plan developed in conjunction with the person served by the Mental health re-entry specialist for treatment upon discharge including linkages and transitional re-entry plans to other Vendors; and Documentation of referral information made to other agencies upon discharge Sixty percent (60%) of admitted program participants shall be successfully discharged. 2.9 Notification of Discharge The Vendor shall provide written notification to the Department s Contract Manager, or designee, and supervising Probation Officer (if applicable), within 48 hours of a participant s discharge from the Program. Additionally, a written discharge report shall be completed by the Vendor, for each participant discharged from the program, and submitted to the Department s Quality Assurance Contract Manger, or designee, and supervising Probation Officer (if applicable), within 15 working days of discharge. This discharge report must specifically state whether a participant has been successfully, administratively or unsuccessfully discharged from the mental health re-entry pilot program with specific reason(s) for type of discharge, must identify services the individual participated in while in the pilot program, and must outline an aftercare plan, and/or further recommendations. All documentation of discharge shall also be maintained in the participant client s participant s case file Service Delivery Location The Vendor s facility shall meet all state, county, and city zoning, permitting, and licensing requirements necessary to operate the facility, and shall provide documentation of compliance with such requirements upon request of the Department s Contract Manager, or designee, anytime thereafter during the contractual period. The facility must be located within Miami-Dade County, Florida. The Vendor shall notify the Department of any zoning changes, notices, or challenges from zoning bodies, complaints from citizens, or other entities regarding operation of the facility, within 72 hours of receipt, or knowledge of the charge, notice, challenge, or complaint Administrative Tasks The Vendor shall be responsible for performing the following administrative tasks: The Vendor shall provide a Project Manager. The Vendor shall establish, maintain, and comply with a written admission and discharge policy, and written personnel policies and procedures The Vendor shall maintain a personnel file on each Program staff member. Page 16 of 71

17 The Vendor shall establish and maintain written policies and procedures governing the provision of each of the following services: i. Case management; ii. Crisis assessment and intervention; iii. Symptom assessment, management, and individual supportive therapy; iv. Medication management, monitoring, and documentation; v. Substance abuse services for persons with co-occurring substance abuse disorders; vi. Employment assistance services; vii. Activities of daily living; viii. Social, interpersonal relationship, and leisure-time skill training; ix. Individual Case management and/or treatment plans, and assessments; x. Education, support and consultation to the person s family and other major supports; and xi. Referrals for ancillary services. A copy of all relevant policies and procedures should be provided to the Department Programmatic Records and Documentation The Vendor shall comply with all record keeping and reporting practices established by the Department, including the utilization of the Department s standardized format for all invoices. Any deviation from the standard format for invoicing and reports must be approved by the Department s Contract Manager, or designee The Vendor will maintain a service activity log on-site, for each participant that can be produced for review upon the request of the Department s Contract Manager, or designee The Vendor must submit the service activity log to the Department s Contract Manager, or designee, within 15 days of the end of the month during which services were rendered Incident Reports - The Vendor shall report all incidents immediately, but no later than 24 hours after an occurrence The Vendor must develop, and implement incident reporting procedures, including but not limited to, incidents involving any use of force by a member of the Vendor s staff upon any participant, significant staff disciplinary incidents, staff employment terminations, any and all new staff arrests, physical or verbal threats and assaults by an participant upon another participant or upon program staff, destruction of property, or participant medical emergencies The Vendor shall establish and maintain written medical records and records management policies and procedures. The policy must ensure the record is to be confidential, complete, accurate, and contain up-to-date information relevant to the person s care and treatment The Vendor shall establish and maintain the following written policies, and procedures: 2.13 Staffing Requirements Quality Assurance/Quality Improvement performance Risk management Rights of persons served by the Program Page 17 of 71

18 The Vendor shall provide sufficient, qualified personnel to oversee the required operations of the Program, as specified in this RFP, and in accordance with the Vendor s approved staffing plan. The minimum acceptable staffing coverage requirements are as follows: Minimum Staffing Levels for Mental Health Re-Entry Services: a. Team Leader: (1 FTE) - Licensed Mental Health Professional in accordance with Chapter 394, F.S. This position serves as the program coordinator, and acts as the clinical supervisor for the program. b. Psychiatrist: (.20 FTE) - This position assists inmates with their mental health needs and any medication. c. Community and Family Support Specialist (Case Manager): (2 FTE) - This position will assist participants with their transition back into the community and serves as the liaison with the participant s family. d. Employment Specialist: (1 FTE) - The Employment Specialist shall provide employment, and transition services, to participants intended to facilitate successful reentry into society upon completion of incarceration. e. Community Housing Specialist: (1 FTE) - This position assists participants in meeting their housing needs as they re-enter the community. f. RN Primary Care Coordinator: (.50 FTE) - This position shall be responsible for assisting participants with identified needs related to their physical and/or mental health. g. Administrative Support: (.50 FTE) - This position serves as administrative support for the Program. This position also assists with maintaining records and other Programrelated documentation The Vendor shall maintain a current organizational chart indicating required staff, and displaying organizational relationships and responsibility, lines of administrative oversight, and clinical supervision. The Vendor must also ensure its employees conduct activities in accordance with their professional regulations and State law The Vendor shall provide staff training, maintain personnel records, and conduct supervision, to ensure staff are aware of their obligations as an employee Staffing Qualifications The Vendor shall document that all staff have the required education, and training to perform the duties for which they are assigned, and meet all applicable licensing or certification requirements for their respective disciplines. The Vendor shall also ensure staff competence and sensitivity in providing treatment to persons of diverse cultural backgrounds. Every effort shall be made to hire staff that are responsive to the needs of the population being served. Page 18 of 71

19 Team Leader: Must be a Florida-licensed mental health professional, in accordance with Chapter 394, F.S., with three years of professional experience in dealing with adults who have psychiatric disabilities and criminal justice involvement Psychiatrist: Must be a Florida-licensed psychiatrist with three years of professional experience in dealing with adults having both psychiatric disabilities and criminal justice involvement Community and Family Support Specialist: Must have either a(n): High School Diploma, or GED, and six years of professional experience in in the delivery of mental health or family counseling/case management services; or Associate s degree from an accredited college, or university, and four years of experience in the delivery of mental health or family counseling/case management services; or Bachelor s degree from an accredited college, or university in any of the social sciences, and six months of experience in the delivery of mental health or family counseling/case management services; or Bachelor s degree from an accredited college, or university in any unrelated area of study; and one year of experience in the delivery of mental health or family counseling/case management services; or Master s degree from an accredited college, or university in any of the social sciences, and six months of experience in the delivery of mental health or family counseling/case management services; or Master s degree from an accredited college, or university, in any unrelated area of study, and one year of experience in the delivery of mental health or family counseling/case management services; or Ph.D. from an accredited college, or university, in any unrelated area of study; and six months of experience the delivery of in mental health or family counseling/case management services; or Ph.D. from an accredited college, or university in a related field Employment Specialist: Must have a Bachelor s degree from an accredited college, or university, in any of the social sciences, and related experience, or four years of experience in employment counseling/job placement may be substituted for a Bachelor s degree Community Housing Specialist: Must have an Associate s degree from an accredited college, or university, and related experience, or two years of experience in housing assistance placement may be substituted for an Associate's degree RN Primary Care Coordinator: Must be a Florida-Licensed Registered Nurse Administrative Support: Must have a high school diploma or GED, and minimum of one year clerical work experience. The Vendor shall notify the Department s Contract Manager, in writing, of staffing changes within seven calendar days of the change Staffing Schedules The Vendor shall provide the required staff outlined in this RFP, and maintain the required staffing levels throughout the entire project period. Compensation of the hourly rate for MDT members requires the staff member to be working in the position, exclusive of leave or holidays. Page 19 of 71