RFP-2015-CSA-002 Written Response to Questions October 10th, 2014 1. Regarding the terms of the agreement (section 1.4): Would you please clarify if the funding allocations listed on page 10 are annual dollars, or are these dollar amounts intended to cover the entire 18 month contract award? The dollars listed in Section 1.4 reflect annualized funding allocations. 2. Relatedly, should the budget and budget narrative be structured as an annual budget or for the 18 month term of the contract? The budget and budget narrative should be structured as an annual budget. 3. Can required forms and templates published in the RFP be copied and submitted, "as is" with the page number and borders (if any)? Or do they need to follow the page numbering within the proposal? Required forms and templates need to be submitted with appropriate page numbering to match the proposal document. 4. Section 2.1.3.3, on page 13, refers to a table of contents that implies that it is comprehensive for the entire submission. However, 3.5.4 indicates that the proposal should "include a table of contents with each section clearly labeled with the appropriate heading." We are confused by these two statements. Would you please clarify this? We have two follow-up questions if a separate table of contents is required for each section: (1) Are these section table of content pages also not included in the count of the total number of pages of the proposal (3.5.2), and (2) how are "sections" defined? Would they, perhaps, coincide with the Criteria Description (p. 24): Scope of Work, Services to be Provided, Mandatory Qualifications, Staffing, Budget and Budget Narrative? A comprehensive Table of Contents is required. This Table of Contents should include information for each section of the proposal and those sections should be clearly labelled with an appropriate heading within the proposal document. 5. Is the 1.15 line spacing noted in 3.5.2 (p. 20) correct? Yes. 1 6. Using TASC (p. 5) as an example, would a bid be acceptable if it were only for a specific county within a circuit, or must it be for the entire circuit? Again, as an example, could a bid be made for only Orange County for Adult Substance Abuse TASC in Circuit 9? An award can be granted as outlined in Section 1.3 of the RFP. Using TASC as an example, on page 5 the RFP it states “this service may be awarded in up to four (4) awards” (ASA for Circuit 9, ASA for Circuit 18, CSA for Circuit 8 or CSA for Circuit 18). Using TASC as the example, these awards cannot be broken down into smaller county level awards. 7. The RFP requires a substance abuse license for the JARF program. However, we cannot apply for the licensing of the JARF program located at 823 W. Central Blvd. prior to being awarded the contract. Is CFCHS willing to give sufficient time to obtain the license should we be awarded the contract? A successful proposal must include evidence that all appropriate licensure can be obtained by the anticipated contract award date. 8. Must all services (aside from case management and eligibility) be done by contracted agency or can some services be contracted/MOU? Bidders can subcontract services as they deem appropriate for their proposal. 9. Would network providers bill KidCare directly or would all funds go through the managing agency? The bidder selected for BNet award will bill the Managing Entity directly. 10. What is the educational and experience requirement of the Behavioral Health Liaison and where can we find a job description? (BNet) A Behavioral Health Liaison should have a minimum of a bachelor’s degree and one (1) year of experience working in the social services field. A job description should be developed by the employer. 11. Would the managing provider bill KidCare for any services or are funds all pass through? (BNet) All funds included in this RFP are billed to the Managing Entity by the successful bidder. 12. Must you be a current KidCare provider to submit a proposal?(BNet) No. 13. What are “special health care needs” as noted on page 8 of the RFP? (BNet) Children enrolled in BNet may or may not have identified healthcare needs outside of behavioral healthcare. 2 14. What is the maximum case load for the case managers under this program?(BNet) Case management is governed by 65E-15, F.A.C., unless otherwise negotiated by CFCHS. 15. Can a case manager have a mixed caseload for BNet and other funding sources? Yes. 16. Are there funding maximums per year for participants- in total, per service, per timeframe. etc.? The contracted BNet provider can bill $1,000/per eligible enrolled child/adolescent per month. 17. Are there service unit maximum guidelines established by Title XXI for any services provided under BNet? The Managing Entity does not pay for services under BNet by service units, therefore there is no service unit maximum guideline. This service is paid for using a case rate of $1,000 per enrolled and eligible child/adolescent per month. 18. Must all network providers/potential referral sources in the community be KidCare providers? What if the money is pass through- do they still have to be KidCare providers to serve this population?(BNet) No. 19. Can we get a list of current contracted network partners for this program?(BNet) A list of existing BNet providers is found below. This listed network does not have to be used by the bidder. However, children currently receiving services must complete their episode of care at their current service provider in order to keep disruption to the client to a minimum. A Great Life Services, Inc. Adapt Behavioral Services Alpha Christian Counseling Services Alternative Directions, LLC Apopka Behavioral Health Beltran Behavioral Health Bobby Lyons Caribbean Community Connection of Orlando, Inc. Center for Non Violence Charles English & Associates Children’s Home Society of FL CJA Behavioral Services, LLC Community Counseling Center Community Life Development Doris Lorenzo, LMHC 3 Expanding Horizons GEE Resolutions Inc. NP Healing Lives Therapeutic Services Hispanic Family Counseling, Inc. House of Freedom Journey's End Lighthouse Family Services, Inc. Nicole Thweatt, LMHC Nyoka Place, Inc. Prevent of Brevard Progressive Counseling Centers (BOAT) Riverside Counseling Services, LLC Seminole Behavioral Serving Children and Reaching Families STEPS, Inc. Sylvia Multari, LMHC, BCBA The Grove Transition House, Inc. Turning Point V. White & Associates, Inc. 20. Must all mental health therapists who are contracted network partners be licensed or is there a provision for Master’s Level therapists under the supervision of a Licensed Supervisor? (BNet) Treatment providers must meet the minimum qualifications set by CFCHS for the service type being provided. In the case of mental health therapy, a Master’s Level therapist can provide treatment under the supervision of a Licensed Supervisor. 21. What is the number of clients who have been served under the BNET program each year for the past 3 years? The approximate number of clients served in BNet are only available for the preceding two fiscal years. The estimated number of clients served in FY 2012-2013 was 112 and the approximate number of clients served in FY 2013-2014 was 105. 22. How many clients has the Behavioral Health Liaison served directly each year over the past 3 years? (BNet) In the period from July 2012 to present, approximately 175 assessments were conducted. An assessment is conducted on a client who has been initially screened and is considered a candidate to meet all eligibility criteria. At times, during the assessment a client may be determined to be ineligible for a variety of reasons. During the same time span there were approximately 75 referrals determined ineligible prior to face-to-face assessment. 4 23. Must the clients receive case management the entire time they are getting services from community network providers or can case management services be closed once services are firmly established? Detailed requirements for BNet are included in the BNet Guidance Document included in RFP-2015-CSA-002. 24. What is the fee schedule for the network providers for each service covered? Developing the fee schedule for subcontracted network service providers under BNet will be the responsibility of the BNet provider. 25. Which services are covered by this program through the program and through the network providers? The array of outpatient and residential services, as recommended for the child/adolescent enrolled in the BNet program. 26. What is the current staffing pattern for the 4 county area (for BNet)? The existing contract documents related to the HSA contract can be found on the CFCHS website, www.centralfloridacares.org under the Addendum to RFP-2015-CSA-002. The development of a staffing pattern, to meet the requirements of the service being delivered, should be developed by the bidder. 27. If all funding is pass through from the managing agency, what are the expectations for invoicing to CFCHS? Are the network providers required to do anything directly with CFCHS? (BNet) No, network providers are not to bill CFCHS directly. The contracted BNet provider will bill CFCHS the monthly allowed rate for each enrolled child/adolescent. Management of the subcontracted services is the responsibility of the CFCHS contracted BNet provider. 28. What is the program structure for BNET with CFCHS - is it similar to FSPT in terms of service provision? CFCHS will contract with a provider to administer services to children/adolescents eligible for enrollment in BNet. The CFCHS BNet provider may deliver BNet services directly or may subcontract them out to vendors. CFCHS will reimburse the contracted BNet provider on a case rate basis, equal to $1,000 per month, per child/adolescent enrolled. 29. Can we get the checklist for the contract compliance review of BNET providers by CFCHS? CFCHS monitoring tools and the monitoring handbook can be found on the CFCHS website at www.centralfloridacares.org. 5 30. Section 2.1.3.6.asks for resumes of individuals who will work on the project in a management or supervisory capacity and Section 2.2.1.5 asks for resumes of senior management staff. Since the RFP encourages giving preference to existing staff in these programs, and we don't have their information, the resumes we currently have may be the same in both sections. Is this correct? Resumes provided should be for existing or proposed staff already identified. It is allowable for resumes under Section 2.1.3.6 and Section 2.2.1.5 to be the same. 31. How should the attachments be labeled and where do they belong in the structure of the proposal (i.e., in the body of the text, at the end in an appendix, etc.) Attachments should be referenced in the body of the text, with a description, title and label. These attachments should then be added, as appendices, onto the end of the document. 32. Where do the forms in Appendix A belong in the structure of the proposal and how should these be labeled (i.e., in the text of the RRP in sequence, in an appendix)? Completed required forms for the RFP should be included in one Appendix, labelled as Appendix A, Required Forms are to be sequenced at the end of the proposal. 33. Which entities make up the Evaluation Team? As indicated in Section 4.1 of the RFP: “A selection committee of not less than three people will be used to read, evaluate and rank properly submitted proposals. The Selection Committee will be comprised of Central Florida Cares Health System, Inc. staff, a representative from the Department of Children and Families Substance Abuse and Mental Health Office in the Central Region, and others with pertinent backgrounds selected by CFCHS.” 34. As far as location of the TASC programs, will they remain where they are, and if so is there any cost (lease, maintenance, etc.) associated with those locations? Location of TASC services should be determined by the bidder and identified in their proposal. Determining costs associated with programming locations will be the sole responsibility of the bidder. 35. The RFP does mention the ARF will remain at its current location. Is there any cost associated with this (lease, maintenance, etc.)? Can we have a copy of the current lease for the ARF? Bidders interested in JARF services should work with Orange County Government, identified in the RFP as the owner of the property, to determine costs associated with the physical location. 36. From a budgeting standpoint, are we to assume that the number served and number of staff/staffing patterns should be based on the HSA program descriptions which may or may not reflect current actual staffing patterns/numbers served? 6 The current HSA program descriptions can be utilized as a guide in budgeting, however, each provider is able to design and staff the proposed programs as deemed best by the bidder given the budget limitations listed in RFP-2015-CSA-002. 37. How can the funding for Adolescent OP therapy be sought, as it is a service listed on HSA’s website? Funding outside of that listed in RFP-2015-CSA-002, that a bidder is interested in pursuing, is the responsibility of the bidder. 38. How can the Zebra Coalition funding be sought, as it is a service listed on the HSA website? Funding outside of that listed in RFP-2015-CSA-002, that a bidder is interested in pursuing, is the responsibility of the bidder. 39. Can we please have current salary information for all staff in all the programs except FSPT? Salary information for individual staff will not be provided as part of this RFP. 40. Are we to retain salaries or retain staff? RFP-2015-CSA-002 states “existing program employees, working under the existing vendor for the services described in this RFP shall be given preference in the hiring process. The RFP goes on to state “a successful bidder must describe the process through which they will ensure this occurs”. 41. Can we please have budgets for all programs with the exception of FSPT? Detailed programmatic budgets for existing programs will not be provided as part of this RFP. However, the existing contractual documents for the existing programs are available on the CFCHS website, www.centralfloridacares.org as part of the Addendum to RFP-2015-CSA-002. 42. The following services are provided under the current contract between Human Services Associates, Inc. (HSA), and Central Florida Cares Health System, Inc. (CFCHS); however, they are not listed specifically in the RFP. The funding amount included in RFP is less than the funding currently contracted for the services provided by HSA. Can you please clarify the provision for continuation of these services and staff, as indicated would be required during the CFCHS September 19, 2014 Board meeting, and whether these services and staff should be included in the proposals? Temporary Assistance to Needy Families (TANF): 4 Case Managers, 1 Program Coordinator, 1 Program Assistant, and 30 Subcontracted Providers Osceola Drug Court: 2 Case Managers Adolescent Outpatient: 5 Counselors, 1 Clinical Supervisor (shared with SAMHSA Teen Court Grant), 1 Program Director (shared with SAMHSA Teen Court Grant and 7 Adolescent Intervention Services), 1 Program Assistant (shared with SAMHSA Teen Court Grant and Adolescent Intervention Services) Adult Outpatient: 2 Counselors, 1 Program Director (shared with Adult Family Intervention Services), 1 Program Assistant These services are not a part of RFP-2015-CSA-002. Services outside of this RFP cannot be addressed as part of the written response to questions under RFP 2015-CSA-002. 43. Regarding the Treatment Alternatives for Safer Communities (TASC) program described on page 5 of the RFP, what are the estimated numbers to be served broken down by circuit and number of youth and adult by circuit? Fiscal Year FY 2012-2013 FY 2013-2014 FY 2014-2015 FY 2012-2013 FY 2013-2014 FY 2014-2015 FY 2012-2013 FY 2013-2014 FY 2014-2015 FY 2012-2013 FY 2013-2014 FY 2014-2015 Circuit Program Total Served Circuit 18 Circuit 18 Circuit 18 Circuit 9 Circuit 9 Circuit 9 Circuit 18 Circuit 18 Circuit 18 Circuit 9 Circuit 9 Circuit 9 ASA ASA ASA ASA ASA ASA CSA CSA CSA CSA CSA CSA 1203 1224 244 300 193 35 1076 692 123 1740 1178 385 44. Regarding School Based Intervention Programs described on pages 5 & 6 of the RFP, can the intervention specialists also be located at high schools within the four counties identified? Given the age range provided it appears so, however only middle schools and alternative schools are mentioned. Yes. High schools can be included. 45. Again regarding School Based Intervention Programs described on pages 5 & 6 of the RFP, current schools are in Seminole (1 school) and Orange (4 schools) yet dollars are divided amongst four counties. Have other schools been identified for new start up? Can additional schools be added by the provider at the provider's discretion? Additional schools can be identified and added by a bidder in their proposal for RFP2015-CSA-002, as the bidder deems necessary and appropriate. 46. Regarding the Juvenile Addiction Receiving Facility (JARF) described on page 6 of the RFP, how should the successful bidder show/document the successful relationship with Orange County government? 8 Section 2.1.3.8. of the RFP indicates that “each proposal referencing collaboration, cooperation or subcontracting related to the services delivered, must include a cooperative agreement and/or Memorandum of Understanding with the proposed partner, collaborator or subcontractor”. 47. Due to length of stay from JARF, it appears a waiver would be appropriate for the school component similar to the CCSU. Is there an opportunity for a waiver? If there is no opportunity for a waiver, is there a school located on site? Are educational services provided by Orange County Public Alternative Schools? School services and/or availability of a waiver for the school component, as it relates to JARF services, is dependent upon determination by the appropriate school system. 48. Regarding the Family Intervention Specialist (FIS) as described on pages 7 & 8 of the RFP, do the 9 staff identified encompass all the program FIS dollars currently allocated? Are FIS dollars being withdrawn from other providers to make this one comprehensive contract encompassing all FIS services for one provider or are these dollars in addition to current FIS dollars under contract with other providers? The intent of the FIS portion of this RFP is to bring all FIS services from all CFCHS FIS providers into one contract. 49. Regarding the Family Services Planning Team (FSPT) described on page 8 of the RFP, it references: “youth in the DJJ system who need community based support services". Does this also include those at risk for child welfare involvement or only DJJ? These services should be focused on a priority population of youth of those at risk of DJJ involvement or existing DJJ involvement. 50. If you are awarded the FSPT contract, may you also receive FSPT for providing the services? Yes. 51. The RFP makes several references throughout to budget match but doesn't define required match or indicate match amounts etc. Pages including match references include: 14, 18 and 27. Is there a required budget match? If so, what is the required match amount? Which programs require match? What constitutes or is excluded from match? Match requirements are defined in 65E-14, F.A.C. 52. Will CFCHS be publishing who responded with Letters of Intent? Yes. Letters of Intent were received from the following agencies: Community Treatment Center, Inc. The Transition House, Inc. Eckerd Circles of Care, Inc. Park Place Behavioral Health Care Aspire Health Partners, Inc. 9 Community Initiatives, Inc. Children's Home Society Phoenix Programs of Florida, Inc. STEPS, Inc. HSA, Inc. BAYS, Inc. Devereux The Grove of Florida 53. The RFP indicates the contract(s) is/are for 18 months, are the dollar amounts identified in the RFP annualized or is the amount intended to cover the 18 month contract period? The dollar amounts indicated in the RFP are annualized amounts. 54. Given that only one proposal may be submitted, regardless if applying for one service or more than one service, will the categories be scored separately? Yes, categories will be scored separately. 55. What is the current contracted budget and staffing pattern for each area being procured? If the allocation is different than the current contract amount, please explain the variance. The existing contract documents related to the HSA contract can be found on the CFCHS website, www.centralfloridacares.org under the Addendum to RFP-2015-CSA-002. Differences in anticipated budget amounts in the RFP are due to projections and system of care management decisions made by CFCHS. 56. Will other funding allocation such as outpatient substance abuse, TANF etc., be procured at a later date? Services outside of this RFP cannot be addressed as part of the written response to questions under RFP 2015-CSA-002. 57. Does the equipment, furniture and fixtures convey with the JARF? No. 58. Do any computers, vehicles, office or medical supplies convey with contracts? No. 59. Are budgets, staffing charts part of the page limitations; what specifically is excluded from page limitations? The Table of Contents, attachments and budget proposals are excluded from the page length requirements. 60. If the primary applicant subcontracts with another company to manage BNET and/or FSPT, is the primary applicant/company eligible for services funding if awarded? Yes. 10 61. Can DJJ FSPT and MH FSPT funds be combined -both for budgeting and for utilization? Yes. However, separate reporting related to priority populations (DJJ/MH) may be required. 62. If a provider were awarded both DJJ FSPT and MH FSPT, would there be 2 separate contracts or 1 contract for both FSPT funds combined and would the reports, etc. need to be separated for DJJ FSPT and regular FSPT. There would be 1 (one) contract, however, separate reporting related to priority populations (DJJ/MH) may be required. 63. For outpatient programs: information that will help determine the number of staff: either the actual numbers now, or the number of services to be provided or the number of clients to be served. Bidders should refer to the program descriptions to help with the development of staffing patterns. Each provider is able to design and staff the proposed programs as deemed best by the bidder, given the budget limitations listed in RFP-2015-CSA-002. 11
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