RFP 104 Disaster Mental Health Planning
| Agency: | State of Vermont |
|---|---|
| State: | Vermont |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14408029372623676 |
| Posted Date: | Dec 8, 2023 |
| Due Date: | Dec 13, 2023 |
| Source: | Members Only |
| TITLE | QUESTIONS DUE | ANSWERS POSTED | DUE DATE | NO POSTING AFTER |
| RFP 104 Disaster Mental Health Planning |
11/27/2023 04:30PM |
RFP104 - Questions and Answers_ (11/28/2023) |
12/13/2023 04:30PM |
|
Attachment Preview
Department of Mental Health
280 State Drive, NOB 2 North | Waterbuty, VT 05671-2010
802-241-0090 phone |802-241-0100 fax | 800-253-0191 tty
https://mentalhealth.vermont.gov/
SEALED BID
REQUEST FOR PROPOSAL
RFP 104: Disaster Mental Health Planning
ISSUE DATE
QUESTIONS DUE
RFP RESPONSES DUE BY
November 8, 2023
November 27, 2023 – 4:30 PM (ET)
December 13, 2023 – 4:30 PM (ET)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS
ASSOCIATED WITH THIS RFP WILL BE POSTED AT:
http://www.bgs.state.vt.us/pca/bids/bids.php
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH
UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO
PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS,
RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP.
STATE CONTACT:
TELEPHONE:
E-MAIL:
Jennifer Rowell
(802) 241-0090
AHS.DMHSubmissions@vermont.gov
1
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP), the Vermont
Department of Mental Health (DMH, hereinafter the “State”) is seeking to establish
contracts with one or more companies that can provide Disaster Mental Health planning
and stakeholder engagement services.
1.1.1. RFP OBJECTIVE: The purpose of the RFP is to solicit proposals from qualified
vendors in order to engage stakeholders to compile and develop our Disaster
Mental Health Plan. The State of Vermont currently has limited and outdated
emergency preparedness and response plans for disaster mental health. The
documents no longer match the current landscape of the public mental health
system of care, and do not effectively lay the foundation for the State’s capabilities
or how it could be better used during various degrees of emergencies and
disasters. An updated plan needs to be developed in order to provide internal
clarity and point of reference for DMH, the Vermont Agency of Human Services
(AHS), its sister departments, as well as a means of informing other state
government partners, community organizations, and broader stakeholders that
may not be aware of the supports available or existing limitations.
1.1.2. DESCRIPTION OF ORGANIZATION: The Vermont Agency of Human Services
strives to improve the health and well-being of Vermonters today and tomorrow
and to protect those among us who are unable to protect themselves. The scope of
AHS is profound. Through its six departments, twelve district offices, and a network
of community partners and providers, it is responsible for the implementation and
delivery of all human services programs within the state. Each department has a
distinct area of focus and responsibility that contributes to the creation and
sustenance of an entire system of human service supports.
The Department of Mental Health is one of the six AHS departments and has the
same critical mission in mind: to improve the conditions and well-being of
Vermonters and protect those who cannot protect themselves. DMH continues to
focus on its vision for self-determination, empowerment, recovery, and resiliency.
This means being responsive to the needs of Vermonters and their families, as
well as continuing to challenge society to be inclusive of all different cultures,
philosophies, and values, while working to fully embrace the concepts of recovery
and resiliency. By improving both the effectiveness and coordination of programs
and services around the State, DMH helps Vermonters meet their needs.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of up to one
(1) year with an option to renew if needs and funding streams allow. The State
anticipates the start date for such contract(s) will be by February 2024.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be
addressed in writing to the State Contact listed on the front page of this RFP. Actual or
attempted contact with any other individual from the State concerning this RFP is strictly
prohibited and may result in disqualification.
1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of
this RFP or wishing to comment on any requirement of the RFP must submit specific
questions in writing no later than the deadline for question submission indicated on the
first page of this RFP. Questions may be e-mailed to the point of contact on the front
Revised: July 20, 2023
Page 2 of 17
page of this RFP. Questions or comments not raised in writing on or before the last day
of the question period are thereafter waived. At the close of the question period a copy
of all questions or comments and the State's responses will be posted on the State’s
web site http://www.bgs.state.vt.us/pca/bids/bids.php. Every effort will be made to post
this information as soon as possible after the question period ends, contingent on the
number and complexity of the questions.
1.5. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the
State through the issuance of an Addendum to this RFP and posted online at
http://www.bgs.state.vt.us/pca/bids/bids.php. Modifications from any other source are
not to be considered.
1.6. SOURCE OF FUNDS: The State anticipates using Federal funds for the resulting
contract(s). The State may choose to modify the source of funding contingent upon the
availability of funds at the time of award. Any selected Vendor will be subject to the
requirements in the Catalog of Federal Domestic Assistance (CFDA) # 93.958, U.S.
Department of Health and Human Services, Substance Abuse and Mental Health
Services Administration (SAMHSA).
Socioeconomic affirmative steps under 2 C.F.R. § 200.321: If using applicable federal
funds Socioeconomic affirmative steps under 2 C.F.R. § 200.321 affirmative steps must
include at least the following six steps:
1. Placing qualified small, historically marginalized group, and women’s business
enterprises on solicitation lists;
2. Assuring that small, historically marginalized group, and women’s business
enterprises are solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small, historically marginalized
group, and women’s business enterprises;
4. Establishing delivery schedules, where the requirement permits, which
encourage participation by small, historically marginalized group, and women’s
business enterprises;
5. Using the services and assistance, as appropriate, of such organizations as the
Small Business Administration and the Minority Business Development Agency
of the Department of Commerce; and
6. Requiring the prime/general contractor, if subcontracts are to be let, to take the
same affirmative steps as listed in numbers 1 through 5.
If a bidder requires assistance in preparing their proposal, registering with SAM.gov, or
needs guidance on socioeconomic certifications, the bidder may contact the Agency of
Commerce and Community Development (ACCD), Department of Economic
Development (DED), APEX Accelerator (formerly the Procurement Technical Assistance
Center [PTAC]). The Vermont APEX Accelerator specializes in helping small businesses
navigate the documentation associated with State and Federal procurement. There is no
cost to the Contractor for assistance provided by APEX Accelerator. Their website is:
https://accd.vermont.gov/economic-development/programs/ptac.
Revised: July 20, 2023
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2. DETAILED REQUIREMENTS/DESIRED OUTCOMES FOR TECHNICAL RESPONSE:
2.1.
The State of Vermont is interested in obtaining bids to meet the following
business need(s):
2.1.1. Develop a comprehensive disaster mental health plan for the Vermont Department
of Mental Health.
2.1.2. Review existing documentation to extract relevant information, review existing
federal and state recommendations, and conduct a thorough needs assessment for
the Department and its key stakeholders. The contractor will compile any updated
resources and capabilities that describe the overall mental health system of care,
which will include DMH’s priorities and mission.
2.1.3. This updated plan will explicitly layout the enhanced capabilities that could be
activated during small-scale and statewide emergencies. The plan will include a
description of available resources throughout the state that are not directly accessed
through DMH, as well as those that could be requested through regional and federal
partners.
2.1.4. A key element of this planning initiative will involve stakeholder engagement at
multiple levels, including peers who identify as having lived experience and family
members of those with lived experience, private practitioners, professional
associations, private health insurance companies, Designated Agencies, Specialized
Services Agencies, and other state agencies.
2.1.5. The work that DMH conducts on a daily basis, including during disaster response,
is done to support individuals with serious mental illness (SMI) and serious
emotional disturbance (SED) who receive services from agencies and providers
funded by the State of Vermont, as well as those who receive training through state
grants to support these individuals. The initiative to improve DMH’s emergency
preparedness plan is focused on the Department’s need to ensure continuity of
operations, both at the state and local levels, and to ensure that individuals
diagnosed with SMI and SED are prioritized effectively and have the resources they
need. These services include but are not limited to crisis services; continuity of care
for case management, medication management, and therapy services through their
local community mental health center agency, as well as through any primary care or
other medical care provider; other community-based services; and any needed
support in connecting with family and other natural support systems.
2.1.6. One population that will need to be considered in this planning process must
include those experiencing first episode psychosis (FEP) or early SMI.
2.2. Required Deliverables:
2.2.1. Develop a compilation of existing resources based on system analysis and include
recommendation for resources that should be developed. This list will include a
description of available resources throughout the state that are not directly accessed
through DMH, as well as those that could be requested through regional and federal
partners.
Revised: July 20, 2023
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2.2.2. Conduct stakeholder engagement meetings with a structured interview format to
solicit input from individuals with lived experience, family members of those with
lived experience, peers, private practitioners, professional associations, private
health insurance companies, Designated Agencies, Specialized Services Agencies,
other health care providers, and other state agencies/departments.
2.2.3. Based on results from gap analysis and stakeholder engagement, provide mental
health-specific recommendations for inclusion into State plans.
2.2.4. Develop comprehensive Disaster Mental Health Plan. Components should include,
but are not limited to:
2.2.4.1. Establish purview, scope, roles, and responsibilities for DMH and other key
partners. Determine clear definitions for the system of care. Define tiered
response playbook based on the magnitude and significance of the events.
Consider local, regional, and statewide disaster mental health response.
2.2.4.2. While maintaining an all-hazards approach, document threat- and hazard-
specific recommendations where additional actions may be warranted.
2.2.4.3. Recommendations for resource deployment to meet scenario or scope of
disaster. Develop algorithm and guidance to be used during response and
recovery.
2.2.4.4. School-specific responses. Engaging with the Vermont School Counselor
Association. Recommendations and resources from the Vermont School Safety
Center. Develop a model protocol for all schools regarding suicide prevention,
education, and postvention services.
2.2.4.5. Develop pertinent templates for communications, development of go-kit for
various response entities.
2.2.4.6. The plan and its supporting documentation will be a resource that provides
Statewide direction for the mental health system of care before, during, and
after disasters.
2.2.5. Codify processes for FEMA Crisis Counseling Training and Assistance Program
(CCP). This will utilize resources from existing application materials and guidance
materials from FEMA and SAMHSA.
2.2.6. Create templates and recommendations for local planning documents to be
utilized by our designated agencies and provider network. This will build and refine
existing documentation to make it relevant, accessible, and easy to use.
2.2.7. Conduct Homeland Security Exercise and Evaluation Program (HSEEP)-compliant
Table Top Exercise to evaluate plan, formulate After Action Report with strengths
and areas for improvement. Incorporate as many improvements as possible within
the contract constraints in discussion with the State.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and
all costs that Bidder wishes the State to consider must be submitted for consideration. If
applicable, all equipment pricing is to include Free On Board (FOB) delivery to the
ordering facility. No request for extra delivery cost will be honored. All equipment shall be
Revised: July 20, 2023
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