request for proposal #mharc-146 prevention and … y... · attachment a: mharc-146: prenatal...

County of Riverside Request for Proposal #MHARC-146 Purchasing and Fleet Services Closing Date: March 26, 2014 on or before 1:30 p.m.

Form 116-105, Rev #1, Dated: 2/22/12 1

REQUEST FOR PROPOSAL #MHARC-146

PREVENTION AND EARLY INTERVENTION PRENATAL PREVENTION FOR POST-PARTUM DEPRESSION:

MAMÁS Y BEBÉS (MOTHERS AND BABIES) PROGRAM

By: Melanie S. Hurst, Procurement Contract Specialist Riverside County Purchasing & Fleet Services 2980 Washington Street Riverside, CA 92504-4647 [email protected] (951)955-4937 / (951) 955-3730 (fax) NIGP Code(s): 952-67 / 952-62 / 952-21

This RFP is available at the following link: www.publicpurchase.com

The above link may also be accessed at: www.purchasing.co.riverside.ca.us

NOTE: BIDDERS ARE RESPONSIBLE TO READ ALL INFORMATION THAT IS STATED IN THIS REQUEST FOR PROPOSAL AND PROVIDE A RESPONSE AS REQUIRED

mailto:[email protected]

http://www.publicpurchase.com/

http://www.purchasing.co.riverside.ca.us/


Form 116-105, Rev #1, Dated: 2/22/12 2

TABLE OF CONTENTS CONTENT PAGE INSTRUCTION TO BIDDERS -------------------------------------------------------------------------------------------------------------------------- 3

APPENDIX A

1.0 DEFINITIONS -------------------------------------------------------------------------------------------------------------------------------- 4

2.0 PURPOSE/BACKGROUND ----------------------------------------------------------------------------------------------------------------- 4

3.0 SCOPE OF SERVICE ----------------------------------------------------------------------------------------------------------------------- 6

3.1 PROGRAM GOALS ---------------------------------------------------------------------------------------------------------------------------- 6 3.2 TARGET POPULATION CRITERIA ----------------------------------------------------------------------------------------------------------- 6 3.3 GEOGRAPHICAL LOCATION OF SERVICES ------------------------------------------------------------------------------------------------ 6 3.4 PROGRAM DESCRIPTIONS ------------------------------------------------------------------------------------------------------------------ 7 3.5 GENERAL PROGRAM REQUIREMENTS ---------------------------------------------------------------------------------------------------- 7 3.6 REGULATORY COMPLIANCE ---------------------------------------------------------------------------------------------------------------- 9 3.7 DOCUMENTATION OF SERVICES ----------------------------------------------------------------------------------------------------------- 9 3.8 DISASTER PREPAREDNESS ----------------------------------------------------------------------------------------------------------------- 10 3.9 COUNTY SUPPORT AND TECHNICAL ASSISTANCE -------------------------------------------------------------------------------------- 10 3.10 REIMBURSEMENT----------------------------------------------------------------------------------------------------------------------------- 10

OTHER TERMS AND CONDITIONS

4.0 TIMELINE ------------------------------------------------------------------------------------------------------------------------------------ 10

5.0 PERIOD OF PERFORMANCE -------------------------------------------------------------------------------------------------------------- 11

6.0 GENERAL PROPOSAL SUBMITTAL -------------------------------------------------------------------------------------------------------- 11

7.0 GENERAL INSTRUCTIONS ----------------------------------------------------------------------------------------------------------------- 12

8.0 EVALUATION PROCESS ------------------------------------------------------------------------------------------------------------------- 13

9.0 INTERPRETATION OF RFP ----------------------------------------------------------------------------------------------------------------- 13

10.0 CONTRACTUAL DEVELOPMENT ---------------------------------------------------------------------------------------------------------- 14

11.0 CANCELLATION OF PROCUREMENT PROCESS ----------------------------------------------------------------------------------------- 14

12.0 CONFIDENTIALITY AND PROPRIETARY DATA ------------------------------------------------------------------------------------------- 14

13.0 COUNTY OBSERVED HOLIDAYS ---------------------------------------------------------------------------------------------------------- 15

EXHIBIT A – SAMPLE AGREEMENT ------------------------------------------------------------------------------------------------------------------ 16

* PLEASE NOTE: ATTACHMENT A: MHARC-146: PRENATAL PREVENTION FOR POST-PARTUM DEPRESSION: MAMÁS Y BEBÉS BIDDER

PROPOSAL RESPONSE HAS BEEN INCLUDED AS A SEPARATE ATTACHMENT TO THIS RFP


Form 116-105, Rev #1, Dated: 2/22/12 3

INSTRUCTIONS TO BIDDERS

Buyer: Melanie Hurst Email: [email protected]

Visit our Website: www.purchasing.co.riverside.ca.us Telephone: (951) 955-4937

1. Vendor Registration – Unless stated elsewhere in this document, vendor must register online at www.publicpurchase.com to review and download RFP and attachments. Vendor may register online at www.Purchasing.co.riverside.ca.us with all current Vendor information, to be registered on the County’s database.

2. For all RFP’s Riverside County’s Purchasing website will post a letter of notification on its website, and will provide a direct link to PublicPurchase.com.

3. Format - Use the electronic format provided by PublicPurchase.com. If submitting more than one bid, separate the bid documents.

4. Prices/Notations – All prices/notations must be typewritten or written in ink. No erasures permitted. Mistakes shall be crossed out, corrections made adjacent and initialed by person signing document. Each item shall be bid separately.

5. Period of Firm Pricing - Unless stated otherwise elsewhere in this document, prices shall be firm for 120 days after the RFP closing date. If the County elects to do negotiations that require additional time, the County may request bidder’s prices be firm for an additional period of time to complete negotiations and award the contract.

6. Method of Award - The County reserves the right to reject any or all offers, to waive any discrepancy or technicality and to split or make the award in any manner determined by the County to be most advantageous to the County. The County recognizes that prices are only one of several criteria to be used in judging an offer and the County is not legally bound to accept the lowest offer.

7. Other Terms and Conditions – The terms and conditions as indicated in this document and/or attached are hereby included with full force and like effect as if set forth herein. Copies of the applicable Terms and Conditions may be obtained by visiting the County’s website at www.purchasing.co.riverside.ca.us or contact Riverside County Purchasing at the number shown above and request a copy to be faxed or mailed to you.

8. Return of Bid/Closing Date/Return to - The bid response shall be delivered to Purchasing and Fleet Services, 2980 Washington Street, Riverside, CA 92504 by 1:30 p.m. PST on the closing date listed above. Bid responses not received by County Purchasing by the closing date and time indicated above will not be accepted. The closing date and time and the R.F.Q./R.F.P. number referenced above shall appear on the outside of the sealed envelope. A duly executed copy of the signature page of this bid document must accompany your response. The County will not be responsible for and will not except late bids due to delayed mail delivery or courier services.

9. Auditing – The Contractor agrees that Riverside, County the State of California, the Federal government, or designated representatives shall have the right to review and copy any records and supporting documentation pertaining to the performance of this contract. Contractor agrees to maintain such records for possible audit for a minimum of (3) years after final payment, or until closure of pending matter unless a longer period of records retention is stipulated. Contractor agrees to allow auditor(s) access to such records during normal business hours and allow interviews of any employees or others who might reasonably have information related to such records. Further, the Contractor agrees to include a similar right of Riverside County, the State of California, or the Federal government to audit records and interview staff in any subcontract related to the performance of this contract.

10. Recycled Material- Wherever possible, the County of Riverside is looking for items made from, or containing in part, recycled material. Bidders are encouraged to bid items containing recycled material as an alternative for the items specified; however, the County reserves the right to reject those alternatives as non responsive.

11. Disabled Veteran Business Enterprise Preference - The County of Riverside has implemented a Disabled Veteran Owned Business preference policy. A three (3) percent preference shall be applied to the total bid price of all quotes/bids/proposals received by the County from certified disabled veterans owned businesses. Bidder must provide certification of Disabled Veteran Status. If the bid is submitted by a non-Disabled Veteran owned business, but lists subcontractors that are identified and qualified as Disabled Owned Business, the total bid price will be adjusted by 3% of the value of that subcontractor’s portion of the bid.

12. Waive of Local Preference – There will be federal funding used for these services. Hence local preference will not apply on this R.F.P. per Federal Code of Regulations, Title 45, Section 92.36 , Procurement. “Grantees and sub-grantees will conduct procurements in a manner that prohibits the use of statutorily or administratively imposed in-State or local geographical preferences in the evaluation of bids or proposals.”

IF CHECKED, THE FOLLOWING DOCUMENTS HEREBY MADE PART OF THIS RFQ/P

Please go to www.purchasing.co.riverside.ca.us to access these terms and conditions

X_ APPENDIX "A “ X_ EXHIBIT (A ) X ATTACHMENTS (A) SAMPLES

#116-110 Special Conditions/Response #116-150 Special Conditions RFP

#116-140 Special Conditions Personal/Professional Services RFP #116-130 Equipment Information Sheet

__ #116-260 Local Business Qualification Affidavit

mailto:[email protected]







Form 116-105, Rev #1, Dated: 2/22/12 4

APPENDIX A

1.0 DEFINITIONS

Wherever these words occur in this RFP, they shall have the following meaning: 1. “Addendum” shall mean an amendment or modification to the RFP (Request for Proposals). 2. “Bid” shall mean the proposal submitted by a BIDDER on the Bid Form consistent with the Instructions to

Bidders, to complete the Work for a specified sum of money and within a specified period of time. 3. “Bidder” shall mean an individual, firm, partnership or corporation that submits a qualified Bid for the Work,

either directly or through a duly authorized representative. For purposes of the RFP, Bidder and Contractor are used interchangeably.

4. “Contractor” shall mean any employee, agent or representative of the contract company used in conjunction with the performance of the contract. For the purposes of this RFP, Contractor, Vendor, and BIDDER are used interchangeably.

5. “County” shall mean the County of Riverside and its Department of Mental Health (RCDMH). For purposes of

this RFP, County and RCDMH are used interchangeably.

6. “Cuturally Competant” shall mean a set of congruent practice skills, knowledge, behaviors, attitudes and polices that come together in a system, agency, or among consumers providers, family members and professionals that enables that system, agency, or those professionals and consumer and family member providers to work effectively in cross-cultural situations (as defined and adapted from Cross, et al, 1980, cited in DMH Information Notice No.:02-03).

7. “HIPAA” shall mean Health Insurance Portability and Accountability Act.

8. “MHSA” shall mean the Mental Health Services Act.

9. “MyB” shall mean the Evidenced Based Practice: Mamás y Bebés- Mothers and Babies Course- Prevention for Prenatal Depression.

10. “PEI” shall mean Prevention and Early Intervention. 11. “RFP” shall mean Request for Proposal.

12. “RCDMH” shall mean the Riverside County Department of Mental Health. For purposes of this RFP, RCDMH,

and County are used interchangeably.

2.0 PURPOSE/BACKGROUND

2.1 PURPOSE

The County of Riverside Purchasing Department on behalf of the Department of Mental Health (RCDMH) is seeking proposals from private non-profit and for-profit community organizations, faith based organizations, and culturally based organizations interested in contracting with Riverside County’s Department of Mental Health to


Form 116-105, Rev #1, Dated: 2/22/12 5

provide Prevention and Early Intervention services as outlined in this RFP. The proposed services must be designed to serve the targeted areas and populations identified herein.

2.2 BACKGROUND

2.2.1 Vision and Philosophy

The Mental Health Services Act (MHSA) was approved by California voters to provide a 1% tax on personal income over $1 million in order to expand and transform the county mental health service system. It became effective January 01, 2005. This funding allows the County of Riverside the opportunity to provide services in the areas of Prevention and Early Intervention (PEI). Per the MHSA, a comprehensive community planning process was completed that utilized the expertise of the community and community leaders. In alignment with the MHSA, RCDMH has included the transformational concepts to develop a community-driven, culturally competent, wellness focused PEI plan that targets individuals and families across the age span, with special attention to underserved cultural communities.

Per the State guidelines, an objective of PEI is to increase capacity for mental health prevention and

early intervention programs. These programs need to be provided in places where mental health services are not traditionally given, such as schools, community centers, faith-based organizations, etc. The intent of PEI programs is to engage individuals before the development of serious mental illness or serious emotional disturbance or to alleviate the need for additional or extended mental health treatment.

What is Prevention? Prevention in mental health involves building protective factors and skills, increasing support, and

reducing risk factors or stressors. Prevention efforts occur prior to a diagnosis for mental illness. Generally there are no time limits on prevention programs. What is Early Intervention? Addresses a condition early in its manifestation Is of relatively low intensity Is of relatively short duration (usually less than one year) Has the goal of supporting well-being in major life domains and avoiding the need for more

extensive mental health services May include individual screening for confirmation of potential mental health needs The State approved Riverside County Prevention and Early Intervention Plan can be found at: http://rcdmh.org/opencms .

2.2.2 Mamás y Bebés- Mothers and Babies Course- Prevention for Prenatal Depression.

The extensive PEI community planning process, which included focus groups, community forums, and survey completion, resulted in the identification of the need for culturally-tailored intervention for the prevention of postpartum depression for the Latina community, particularly mono-lingual Spanish-speakers in Riverside County. Riverside County Department of Mental Health proposes to deliver a program to address this identified need within the targeted communities as identified throughout the community planning process. This program will include the provision of an evidence-based practice for the prevention of post-partum depression as the EBP-Mamás y Bebés- Mothers and Babies Course. Specific outreach, engagement, and linkage services will be to individuals as outlined in Section 3.2 below. Collaboration and partnership is encouraged and preferred.

http://rcdmh.org/opencms


Form 116-105, Rev #1, Dated: 2/22/12 6

3.0 SCOPE OF SERVICE

3.1 PROGRAM GOALS

The goal of this project is to identify pregnant women who are at high risk for developing depression, and to provide these high-risk women with an intervention aimed at preventing the onset of major depressive episodes during the pre and postpartum period. The targeted population to be served is mono-lingual Spanish-speaking Latina women, but may also include bi-lingual and English-speaking Latina women. Women of other ethnicities that are at risk of depression in the pre and postpartum period can be served as well. The primary aim of this course is to teach and enhance mood-management skills in mothers-to-be. The intervention includes a nine (9) week course during pregnancy and three (3) “booster sessions” that take place during the first postpartum year. This intervention was developed in both Spanish and English. Ideally, outreach efforts will focus on women who are between 0 and 28 weeks of pregnancy. Awarded contractors shall provide: The Mamás y Bebés (Mothers and Babies) Program in culturally appropriate settings, incorporating the needs of the target population. Services will be situated in de-stigmatizing locations to increase the likelihood of women, with priority to Latina women, accessing those activities which will include settings where women typically go. The setting(s) for service delivery will not be a traditional mental health setting and will assist participants in feeling comfortable seeking services from staff that are knowledgeable and capable of identifying needs and solutions for women and their families.

3.2 TARGET POPULATION CRITERIA The target population to be served is pregnant women with priority to the following: 3.2.1 Latina women between 0 and 28 weeks of pregnancy; 3.2.2 Mono-lingual Spanish-Speakers 3.2.3 Who meet criteria for the program through the RCDMH screening process to determine pregnant women who are at risk for developing post partum depression.

3.3 GEOGRAPHICAL LOCATION OF SERVICES Services must be provided in one or more of the regions within the County of Riverside with priority to the target communities identified below:

3.3.1 Western Region The target communities identified for the Western Region are Jurupa Valley, Roubidoux, East Side

Riverside, Arlanza, Casablanca, and Moreno Valley.

3.3.2 Mid-County Region

The target communities identified for the Mid-County Region are Lake Elsinore, Hemet, Romoland, San Jacinto, Perris, Winchester, Homeland, Mead Valley, Sun City and Nuevo.

3.3.3 Desert Region

The target communities identified for the Desert Region are Indio, Coachella, Mecca, Thermal, North Shore, Palm Springs, Cathedral City, Desert Hot Springs, Cabazon & Banning.


Form 116-105, Rev #1, Dated: 2/22/12 7

Bidders proposing to provide services in more than one region are required to submit separate regional cost proposals and provide a description of the difference in services and/or staffing between the different regions (if any) that address the unique needs of the geographic areas described. Bidders will describe specific ways in which they will support each area of the County. This will include the physical location(s)/(addresses) from which services will be provided in each region. This may include multiple locations in order to address access issues for program participants. This will include identifying opportunities for partnerships and collaboration within communities. These partnerships will result in leveraging opportunities, e.g., space.

3.4 PROGRAM DESCRIPTION

Mamás y Bebés (Mothers and Babies) - This is a manualized nine (9) week mood management course provided during pregnancy (women who are between 0 to 28 weeks pregnant) with post partum booster sessions at six (6) weeks, four (4) months and twelve (12) months post-partum. Each participant will be screened to determine eligibility with a face to face interview (approxiamately 20 minutes per participant). This program is delivered in 2 hour group format for each of the manulized sessions. The ninth session will include data collection and graduation celebration. The manual was designed to address the socio-cultural issues relevant to a low-income, culturally diverse population. The purpose is to teach participants to recognize which thoughts, behaviors, and social contacts have influence on their mood, the effect of mood on health, and the benefits of strengthening maternal-infant bonding. Please see Georgetown University Mother’s and Babies Research Program for for more information: http://www.gwu.edu/~mbp/home.html.

Providers will be trained in the Mamás y Bebés manualized program as coordinated by RCDMH and thereafter will demonstrate model adherence in the implementation of the practice.

The awarded contractors will provide MyB groups per the model serving a combined maximum total of 90 participants for the Desert region, 60 participants for the Western and 60 participants for the Mid County region per year. Each group will have a maximum of 12 participants enrolled with expectation of 10 participants complete and graduate per group. Completion to be defined as attending 6 out 8 group sessions. The total number of participants complete the program countywide will be 210 participants.

Bidders should take into consideration that proposal of all sizes (proposed number to be served) may be submitted. It is RCDMH’s intent to award contracts to multiple bidders per region, if possible. Bidders proposing to serve a large number of individuals in any given region may have their proposed number to be served reduced to achieve that objective of awarding multiple contracts in each region.

3.5 GENERAL PROGRAM REQUIREMENTS

Providers will be expected to work cooperatively with RCDMH and community-based organizations to comprehensively address the needs of the population outlined in Section 3.2. 3.5.1 Service Site(s)

a. Services will be offered in locations that are non-stigmatizing, which may include, but are not limited

to, community-based organizations, faith-based organizations, libraries, and community centers that are located within the targeted communities.

b. The facility must provide confidential space for group prevention services. c. On-site childcare must be offered during the time services are offered to the mothers and in a

separate private space with accessibility to a restroom. d. The facility must be in compliance with any applicable state and local laws and requirements.

http://www.gwu.edu/~mbp/home.html


Form 116-105, Rev #1, Dated: 2/22/12 8

3.5.2 Program(s)

a. The evidence-based practice The Mamás y Bebés (Mothers and Babies) course will be utilized to

meet the goals identified in this RFP in section 3.1. b. Childcare must be provided for children 0-5 years of age. c. There will be no charge to the program participants.

3.5.3 Service Delivery Requirements

Awarded Contractor(s) shall ensure that the following service delivery requirements, which include but are not limited to the following, are met: 3.5.3.1 Services to be provided utilizing Mamás y Bebés – Mother’s and Babies Course described in

Section 3.4 of this document 3.5.3.2 Provide the services to women between 0 and 28 weeks of pregnancy; with a priority to

Mono-lingual Spanish-Speakers but may also include bilingual and English speaking women as well.

3.5.3.3 All Participants to be screened and enrolled for appropriateness determined by RCDMH program criteria.

3.5.3.4 Provide each program participant with a Participant Manual ( provided by RCDMH). 3.5.3.5 Provide specific outreach activities that will engage the targeted population(s). 3.5.3.6 Services to be provided in a group meeting format as prescribed by the EBP. 3.5.3.7 Selected vendor(s) will recruit MyB Facilitatiors who are reflective of the target populations to

which they are providing the program. 3.5.3.8 Collaborative efforts and partnerships are encouraged to meet service delivery requirements. 3.5.3.9 Selected provider(s) will participate in monthly meetings coordinated and facilitated by

RCDMH related to implementation of Mamás y Bebés program. These meetings are designed to assist in model adherence and to assist in addressing any potential barriers to implementation of the EBP.

3.5.3.10 MyB Faciliators also required to attend yearly 1-Day PEI Summit. 3.5.3.11 Providers will submit video recordings and cooperate with live observation by the fidelity

monitor. 3.5.3.12 MyB Facilitators are required to participate in additional Clincial Supervision meetings for a

minimum of 2 hours per month with a licensed Clinical Supervisor. 3.5.3.13 There will be no charge to the program participants. 3.5.3.14 Interpertation services will be provided for those eligible participants. 3.5.3.15 Comply with Performance Outcome requirements as stated in Section 3.8.

3.5.4 Staffing Responsibilities and Qualifications

3.5.4.1 Hire staff who are culturally and ethnically representative of the individuals being served. 3.5.4.2 Ensure the provision of culturally competent services. 3.5.4.3 Mamás y Bebés Facilitators and supervisory staff must attend and satisfactorily complete the

initial and ongoing booster trainings for Mamás y Bebés which will be coordinated and funded by RCDMH or complete self guided training protocol recommended by Fidelity Liaison. Each provider participating in the training will receive the Instructor Manual and any additional materials required by the trainers.

3.5.4.4 Provide administrative, supervisory, and clerical support for the program. 3.5.4.5 Provide a minimum of 2 hours of clinical supervision to MyB program facilitators, 3.5.4.6 Comply with fidelity measures required by the Mamás y Bebés program model. 3.5.4.7 Provide outcome measures to all program participants as described in Section 3.8 3.5.4.8 Ensure that all staff working with individuals receiving service be fingerprinted (Live Scan),

and pass DOJ and FBI background checks.


Form 116-105, Rev #1, Dated: 2/22/12 9

3.5.4.9 Ensure that personnel are competent and qualified to provide the services necessary.

3.5.4.10 Ensure the following job description is filled:

a. Mamás y Bebés Facilitators- Bilingual Required ( 1-Lead): The Mamás y Bebés course (Mothers and Babies) will be provided by a team of two facilitators. Facilitators are required to have a minimum of a high school diploma or equivalent and have a minimum of one year experience with providing parenting, educational, or health classes (this may include being a parent, parent educator, health promoter, healthcare provider, school counselor, teacher, social worker, or mental health clinician).

b. The Mamás y Bebés Facilitators will teach the Mamás y Bebés course per the guidelines of the model after satisfactorily completing the training.

c. The Mamás y Bebés Facilitator- Lead: i. Will provide overall coordination and oversight for MyB Program ii. Will provide regular progress reports on implementation to RCDMH. iii. Will promote MyB Program through public relations with various collaborative

partners iv. Ensures that MyB Program operates within budgetary confines v. Coordinates with Co- MyB Facilitator to purchase supplies for each MyB group

cycle vi. Will coordinate with Clincial supervisory staff to identify additional mental health

needs as they arise and provide appropriate referrals as needed. vii. Will ensure that outcome measures and group documentation are completed for

each group cycle and submitted to RCDMH within 1 month of graduation date. viii. Maintain ongoing communication with RCDMH Trainer and ensures that MyB

program maintains 80% fidelity of EBP.

3.6 REGULATORY COMPLIANCE Awarded Contractor(s) shall: 3.6.1 Comply with any and all Federal, State, or local laws and licensing regulations including but not limited to Federal HIPAA regulations and State of California Welfare and Institutions Code Section 5328 regarding confidentiality. 3.6.2 Participate in the RCDMH annual contract monitoring as well as more frequent program reviews. Any associated RCDMH Manager, Supervisor, or their Designee, with proper identification, shall be allowed to enter and inspect the facility.

3.6.3 Submit monthly documentation to RCDMH as outlined by RCDMH. 3.6.4 Maintain at all times appropriate licenses and permits to operate the programs pursuant to State laws and local ordinances.

3.7 DOCUMENTATION OF SERVICES

The awarded contractors shall maintain appropriate records documenting all of the services provided through the contract. All confidential information shall be stored in a locked space. The documentation of staffing, payroll, other program costs, and program activities shall clearly indicate program staff time. These records shall conform to the requirements of the Mental Health Oversight and Accountability Commission and the Riverside County Department of Mental Health. These records shall include but are not limited to: 3.7.1 The contractor shall maintain a log of referrals. 3.7.2 Documentation of women participating in the program


Form 116-105, Rev #1, Dated: 2/22/12 10

3.7.3 Monthly documentation of each session facilitated by staff that will include sign in sheets noting the

date, time, and location of the session, session notes, & attendance rosters. 3.7.4 Documentation of outreach recruitment efforts on a monthly basis, which may include but not be limited

to date, time, and location of recruitment activities (i.e., parents, schools, doctors, etc.). 3.7.5 Monthly contract report, as outlined by RCDMH, shall be submitted to RCDMH. This monthly report shall

summarize contractor activities. 3.7.6 Calendar of group schedules to be submitted prior to each month to RCMDH Fidelity Liaison. 3.7.7 All records maintained by the contractor on behalf of RCDMH are the property of RCDMH. 3.7.8 Copies of completed outcome measures. 3.7.9 Other requirements may be determined as the Prevention and Early Intervention plan is implemented. 3.7.10 Data entry into the County Management Information System.

3.8 DISASTER PREPAREDNESS The awarded contractor(s) shall develop and update contingency plans to continue the delivery of services in the event of a man-made or natural disaster. Bidders are not required to address disaster preparedness in their proposals. However, bidders shall note that awarded contractor(s) will be required to develop and update contingency plans as part of any contracts resulting from this procurement. The County would expect that the awarded contractor(s) have a disaster plan in place and RCDMH would expect the contractor to have it available for review upon request and/or during contract monitoring visits.

3.9 COUNTY SUPPORT AND TECHNICAL ASSISTANCE

RCDMH shall provide technical assistance on an as-needed basis for new program contractors. Such technical assistance typically includes, but is not limited to, orientation to the County’s MIS systems and data entry guidelines; reviewing and interpreting County policies and procedures; providing on-going agency liaison with RCDMH and the Department’s other contractors to ensure optimal collaborations, etc.

3.10 REIMBURSEMENT The County shall pay Contractor for services performed and expenses incurred. Compensation shall be paid in accordance with an invoice submitted to County by Contractor within fifteen (15) days from the last day of each calendar month, and County shall pay the invoice within thirty (30) working days from the date of receipt of the invoice.

4.0 TIMELINE / IMPORTANT DATES DATES: 4.1 RELEASE OF REQUEST FOR PROPOSAL

January 27, 2014

4.2 DEADLINE FOR SUBMISSION OF QUESTIONS Bidders must submit their questions online at www.publicpurchase.com

Must be received in writing as instructed below by

1:30 p.m. on: February 13, 2014 Responses to questions will be posted no later than March 3, 2014 at: www.publicpurchase.com

4.3 PRE-BID MEETING (NON-MANDATORY) Location: Mental Health Administration Building 4095 County Circle Drive, Conference Room A/B Riverside, CA 92503

(Refer to Attachment A of the RFP for RSVP instructions)

February 20, 2014 at 2:00 p.m.




Form 116-105, Rev #1, Dated: 2/22/12 11

4.4 DEADLINE FOR PROPOSALS ALL PROPOSALS MUST BE DELIVERED TO:

County of Riverside Purchasing and Fleet Services

2980 Washington Street Riverside, CA 92504

On or before

March 26, 2014 Time: 1:30 p.m.

4.4 TENTATIVE DATE FOR AWARDING CONTRACT

Approximately 60 to 120 days after the RFP closes. The Bidders are responsible for checking the for notice of intent to award at: www.publicpurchase.com or www.purchasing.ca.riverside.ca.us

Inquires/Questions: All inquiries/questions must be submitted on or before the last day for questions. Please refer to Section 4.0, Timeline above for the date specific date. Inquiries must reference the section number, title, and page number from the RFP. Bidders must submit their questions online at www.publicpurchase.com “or” Inquiries must be in written format and emailed with the RFP bid number, to the attention of the Procurement Contract Specialist.

5.0 PERIOD OF PERFORMANCE

The Period of performance anticipated for this RFP shall be effective upon signature of an Agreement by both parties, with the option to renew, for up to 2 additional years, renewable in one year increments by written amendment, unless terminated earlier. This annual renewal shall be based on mutually acceptable services and County requirements and there is no obligation by the County of Riverside to purchase any specified amount of goods or services.

6.0 GENERAL PROPOSAL SUBMITTAL

Procedures for Submitting Proposals

6.1 All proposals must be submitted in accordance with the standards and specifications contained within this

Request for Proposal (RFP) and must contain a cover page (TAB B) with a certification of intent to meet the requirements specified.

6.2 The cover page of a responsive bid must be signed appropriately and completed with the date, company name, and name and title of a company officer/owner authorized to sign on behalf of the company.

6.3 The County reserves the right to waive, at its discretion, any irregularity, which the County deems reasonably

correctable or otherwise not warranting rejection of the proposal. 6.4 The County shall not pay any costs incurred or associated in the preparation of this or any proposal or for

participation in the procurement process.

6.5 Modification of Proposals, any Bidder who wishes to make modifications to a proposal already received by the County must withdraw his/her proposal in order to make the modifications. All modifications must be made in ink, properly initialed by Bidder’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Bidder to ensure that modified proposals are resubmitted before the RFP submittal deadline.


http://www.purchasing.ca.riverside.ca.us/



Form 116-105, Rev #1, Dated: 2/22/12 12

6.6 Bidders may withdraw their proposals at any time prior to the due date and time by submitting notification of

withdrawal signed by the Bidder’s authorized agent. Proposals cannot be changed or modified after the date and time designated for receipt.

6.7 Late proposals will not be accepted. Postmarks will not be accepted in lieu of this requirement. Proposals submitted to any other County office will be rejected.

6.8 Faxed or emailed proposals will not be accepted. 6.9 Bidder shall submit ONE (1) original (marked “Original”) and six (6) additional copies, each in a 3 ring

binder.

6.10 Include one electronic copy (Microsoft Word or PDF format on a CD or flash drive) securely in the original binder.

6.11 Financial Statements should only be included in the binder marked “Original”. Please note: Financial Statements will be removed and submitted for fiscal analysis/review, then placed in a sealed envelope and marked “Confidential”.

6.12 Binder capacity should be a minimum of 2” (two inches) to allow for ease of referencing various sections of the binder. Smaller binders that are over stuffed or difficult to open may be counted against the Bidders overall responsiveness to the RFP.

6.13 Proposals must be typed uniformly on letter size (8 ½ ” x 11”) sheets of white paper, single or double sided, each

section clearly titled, with tabs A-J in the original proposal and A-I in the copies. Each page shall be clearly and consecutively numbered. Proposals must be clean and suitable for copying. Proposals must be specific unto themselves. For example, “See Enclosed Manual” will not be considered an acceptable proposal. Receipt of all addenda, if any, must be confirmed by including the signed acknowledgement form in the proposal.

6.14 All work papers prepared in connection with the contractual services will remain the property of the successful Bidder.

6.15 All complete and final drafts of agreement(s), documents, legal memoranda, correspondence, and reports rendered to the County are the exclusive property of the County and subject to its use and control.

6.16 The proposal shall be concise and to the point. Costly bindings, color plates, glossy brochures, etc. are neither necessary nor recommended. Examples of previous work may be submitted but will not necessarily influence the evaluation process. A letter format in sufficient detail to allow thorough evaluation and analysis is required.

6.17 All proposals shall be signed by an authorized agent and placed in a sealed package clearly marked “Bidder

Proposal”

6.18 ALL BIDS MUST BE SENT TO: County of Riverside Purchasing and Fleet Services 2980 Washington Street Riverside, CA 92504-4647 Attention: Melanie S. Hurst

RFP# MHARC-146– (Mamás y Bebés Program)

7.0 GENERAL INSTRUCTIONS

All questions pertaining to this RFP should be submitted online at: www.publicpurchase.com in writing prior to February



Form 116-105, Rev #1, Dated: 2/22/12 13

13, 2014. Answers to all questions submitted prior to the above mentioned deadline will be posted on the Public Purchase website as an Addendum to the RFP. It is the responsibility of the Bidder to review the website for responses to the questions submitted. In the event that revisions to the RFP become necessary, Purchasing and Fleet Services will issue an addendum to the RFP. Bidders are encouraged to periodically refer to the PublicPurchase.com or County’s website for any addenda and/or bid results:

www.publicpurchase.com or www.purchasing.co.riverside.ca.us

8.0 EVALUATION PROCESS

8.1 Proposals will be evaluated based on criteria determined to be appropriate by the County, which may include, but are not limited to the following:

1. Responses to Attachment “A” MHARC-146 Bidder Proposal Response 2. Overall responsiveness and general understanding of the RFP requirements; 3. Bidders’ experience and ability to provide the proposed services; 4. Description of services (which includes but is not limited to the work plan, technical capability, project

methodology, location of proposed facilities (if applicable); 5. Resumes/Credentials/Licenses ; 6. Overall cost to the County; 7. Financial status; 8. References with demonstrated success with similar work to the Scope of Service; 9. Clarifications, Exceptions, or Deviations; and 10. Any other factors the County determines appropriate.

The County reserves the right to withdraw the Request for Proposal (RFP), to reject a specific proposal for noncompliance with the RFP provisions, or not award a contract at any time because of unforeseen circumstances or if it is determined to be in the best interest of the County.

8.2 All proposals will be given thorough review. All contacts during the review selection phase will be only through the County of Riverside Purchasing Department. Attempts by the CONTRACTOR to contact any other County representative may result in disqualification of the CONTRACTOR. 8.3 All evaluation material will be considered confidential and not released by the County. 8.4 The County reserves the right to split or make the award that is most advantageous to the County.

9.0 INTERPRETATION OF RFP

The Contractor must make careful examination and understand all of the requirements, specifications, and conditions stated in the RFP. If any Contractor planning to submit a proposal finds discrepancies in or omissions from the RFP, or is in doubt as to the meaning, a written request for interpretation or correction must be given to the County. Any changes to the RFP will be made only by written addendum and may be posted on the Purchasing website at www.purchasing.co.riverside.ca.us and www.publicpurchase.com . The County is not responsible for any other explanations or interpretations. If any provision in this agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way. All notices regarding this procurement may be posted on the County’s purchasing website at www.purchasing.co.riverside.ca.us and www.publicpurchase.com








Form 116-105, Rev #1, Dated: 2/22/12 14

10.0 CONTRACTUAL DEVELOPMENT

If a proposal is accepted, the County will enter into a contractual agreement with the selected CONTRACTOR. A sample of the standard County contract to be used for these services has been attached hereto as Exhibit A, and incorporated herein by this reference. If an agreement cannot be reached, negotiations with the second ranking CONTRACTOR shall commence.

11.0 CANCELLATION OF PROCUREMENT PROCESS

The County may cancel the procurement process at any time. All proposals become the property of the County. All information submitted in the proposal becomes “public record” as defined by the State of California upon completion of the procurement process. If any proprietary information is contained in or attached to the proposal, it must be clearly identified by the Contractor; otherwise the Contractor agrees that any and all documents provided may be released to the public after contract award.

The procurement process may be canceled after opening, but prior to award if the County determines that cancellation is in the best interest of the County for reasons (but not limited to) such as:

Inadequate, ambiguous, or otherwise deficient specifications that were cited in the RFP.

The services are no longer required.

Proposals received are at an unreasonable cost.

Proposal did not independently arrive in open competition, were collusive, or were not submitted in good faith.

The County determines, after analysis of the proposals that its needs can be satisfied through a less expensive method.

The County reserves the right to amend or modify the project Scope of Services prior to the award of contract, as necessity may dictate, and to reject any and all proposals hereunder. This Request for Proposal does not commit the County to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request. The County reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source or to cancel in part or in its entirety this Request of Proposal if it is in the best interest of the County.

12.0 CONFIDENTIALITY AND PROPRIETARY DATA

Subsequent to the County's evaluation, bids documentation which were required to be submitted in response to the solicitation process become the exclusive property of the County. All such documents become a matter of public record and shall be regarded as public records. Exceptions will be those elements in the California Government Code section 6250 et. seq. (Public Records Act) and which are marked "trade secret," "confidential," or "proprietary." The County shall not in any way be liable or responsible for the disclosure of any such records, including, without limitation, those so marked, if disclosure is required by law, or by an order issued by a court of competent jurisdiction. In the event the County is required to defend an action on a Public Records Act request for any of the aforementioned documents, information, books, records, and/or contents of a Qualification marked "trade secret", "confidential", or "proprietary" the Vendor agrees to defend and indemnify the County from all costs and expenses, including reasonable attorney's fees, in action or liability arising under the Public Records Act. Where applicable, Federal regulations may take precedence over this language. If the proposal is accepted and an agreement with the County is entered into, the Contractor will be required to sign the most current HIPAA Business Associate Addendum. If the HIPAA Associate Addendum is revised, the Contractor shall sign a new agreement as it becomes available and adhere to the new requirements.


Form 116-105, Rev #1, Dated: 2/22/12 15

13.0 COUNTY OBSERVED HOLIDAYS

HOLIDAY

DAY OBSERVED

* New Year's Day January 1

Martin Luther King Jr's Birthday Third Monday in January

Lincoln’s Birthday February 12

Washington’s Birthday Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans' Day November 11

*Thanksgiving Day Fourth Thursday in November

* Following Thanksgiving Friday following the fourth Thursday in November

*Christmas Day December 25

* Note: Thanksgiving Day, which shall be the fourth Thursday in November unless otherwise appointed. Friday following Thanksgiving Day. December 24 and 31 when they fall on Monday. December 26 and January 2, when they fall on Friday. Friday proceeding January 1, February 12, July 4, November 11 or December 25, when such date falls on Saturday; the Monday following such date when

such date falls on a Sunday.

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EXHIBIT A: SAMPLE AGREEMENT*

* (Sample Agreement Provided for Informational Purposes Only, Do Not Submit With Proposal)

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* (Please Note: Exhibit A & Schedule I have not been attached to the sample agreement as they will be developed

based upon information contained in the bidder’s proposal and any resulting contract negotiations)

request for proposal #mharc-146 prevention and … y... · attachment a: mharc-146: prenatal...

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