RFP - Mental Health Services

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Page 1 of 21 Thurston County Sheriff's Office Thurston County , Washington 2000 Lakeridge Drive SW Olympia, Washington 98502 REQUEST FOR PROPOSAL (RFP) Procurement of mental health and counseling services for law enforcement staff . Thurston County reserves the right to reject any and all Proposals, cancel this solicitation, and to waive any informalities or irregularities in procedure. Solicitation Documents RFP Issuance Date : November 29 , 2023 All solicitation documents, including any addenda, are published on the Thurston County website at: https:// www.thurston countywa.gov/tchome/Pages/rfprfq.aspx Proposal Due Date Proposals are due by 3:00 p.m. PST on December 22 , 2023 Proposal Acceptance Location Sealed Proposal will only be received by: Thurston County Sheriff's Office Attn: Heidi Thomsen 2000 Lakeridge Drive S.W. Olympia, WA. 98502 Phone: 360 -709-5504 | Page 2 of 21 Table of Contents SECTION 1 - INTRODUCTION/PURPOSE ................................ ................................ ................................ ....... 3 1.1 INTRODUCTION ................................ ................................ ................................ ............................. 3 1.2 PURPOSE ................................ ................................ ................................ ................................ ....... 3 1.3 MINIMUM QUALIFICATIONS: ................................ ................................ ................................ ........ 3 1.4 PROCUREMENT NOTIFICATION: ................................ ................................ ................................ ... 3 SECTION 2 - OVERVIEW OF SERVICES REQUESTED ................................ ................................ ...................... 4 2.1 DESCRIPTION ................................ ................................ ................................ ................................ . 4 2.2 BACKGROUND INFORMATION ................................ ................................ ................................ ...... 4 2.3 STATEMENT OF SERVICE SPECIFICATIONS ................................ ................................ .................... 4 2.4 CONTRACT PERIOD ................................ ................................ ................................ ....................... 4 2.5 COMPENSATION ................................ ................................ ................................ ........................... 4 2.6 ELIGIBLE USERS ................................ ................................ ................................ ............................. 4 SECTION 3 - ACQUISITION TIMELINE AND GENERAL REQUIREMENTS ................................ ........................ 4 3.1 PROCUREMENT SCHEDULE ................................ ................................ ................................ ........... 4 3.2 PRE-PROPOSAL QUESTIONS ................................ ................................ ................................ .......... 5 3.3 EXAMINATION BY PROPOSER ................................ ................................ ................................ ....... 5 3.4 MODIFICATION/WITHDRAWAL OF PROPOSALS ................................ ................................ ........... 5 3.5 PROPOSALS ARE PUBLIC RECORD ................................ ................................ ................................ . 6 3.6 CANCELLATION ................................ ................................ ................................ .............................. 6 3.7 EXPENSES INCURRED ................................ ................................ ................................ .................... 6 3.8 NONDISCRIMINATION ................................ ................................ ................................ ................... 6 SECTION 4 - PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS ................................ ................. 6 4.1 PROPOSAL DUE DATE AND TIME ................................ ................................ ................................ .. 6 4.2 PROPOSAL CONTENTS ................................ ................................ ................................ ................... 7 SECTION 5 - EVALUATION AND SELECTION ................................ ................................ ................................ .. 7 5.1 INITIAL SCREENING OF PROPOSALS ................................ ................................ .............................. 7 5.2 EVALUATION CRITERIA ................................ ................................ ................................ .................. 7 5.3 EVALUATION PROCESS ................................ ................................ ................................ .................. 7 5.4 SELECTION ................................ ................................ ................................ ................................ ..... 8 5.5 SAMPLE CONTRACT ................................ ................................ ................................ ....................... 8 | Page 3 of 21 SECTION 1 - INTRODUCTION/PURPOSE 1.1 INTRODUCTION Thurston County, Washington, Office of the Sheriff is soliciting Proposals from qualified firms or individuals to provide cost proposals for mental health services for law enforcement staff . 1.2 PURPOSE It is the purpose of this solicitation to secure mental health and counseling services from a single qualified firm or individual that will comply with requirements in the below . 1.3 MINIMUM Q UALIFICATIONS: The f ollowing are the minimum qualifications that proposing firms or individuals must meet in order to submit a response to this RFP. Proposals must clearly show compliance to these minimum qualifications. Proposals that are not clearly resp onsive to these minimum qualifications shall be rejected by the County without further consideration. A. The provider must be licensed and credentialed with the state of Washington to provide mental health services. B. The provider will have a minimum of two (2) years of experience in treating individuals who are often exposed to stress and trauma, such as law enforcement and other emergency responders. C. The cost for services shall not exceed $150 per hour. D. The pr ovider must have the ability to schedule one hour appointments , with up to 130 appointments per year and have the capacity to respond to call outs for on -scene support . E. The provider must not have had any contracts terminated for cause or terminated f or default by a government agency in the five years prior to the proposal submittal date. F. The provider must not have had any lawsuits with judgments against the Proposer in the five years prior to the Proposal submittal date. G. The County may use federal funding for th ese services . Therefore, the provider must not be suspended or debarred from doing busi ness with the federal government. 1.4 PROCUREMENT NOTIFICATION: This project is a formal competitive procurement and will be advertised in 'The Olympian' and is open to all qualified contractors. All solicitation documents are published on the Thurston County website at https://www.thurstoncountywa.gov/tchome/Pages/rfprfq.aspx . | Page 4 of 21 SECTION 2 - OVERVIEW OF SERVICES REQUESTED 2.1 DESCRIPTION The Thurston County Sheriff's Office requests Proposals from qualified firms or individuals to provide cost proposals for mental health and counseling services for law enforcement staff as indicated in this RFP. 2.2 BACKGROUND INFORMATION The Thurston Coun ty Sheriff's Office has 260 personnel with 100 sworn law enforcement staff. Studies show that those who work as first responders experience stressors that build over time and can lead to unhealthy coping mechanisms and behaviors. The Thurston County Sherif f's Office believes that proactive approaches to deput ies' mental health and wellness can help them improve their quality of life and better serve our community. 2.3 STATEMENT OF SERVICE SPECIFICATIONS The Sheriff's Office seeks proposals from vendors that can provide the following services : A. Mental health services for law enforcement staff . B. Mental health referrals and training through on -scene support . Providers may be called out to trauma scenes after regular business hours. C. In office presence to prepare for actions such as for incident debriefs, psychological tactical debriefing, and wellness checks . D. Individual consulting and counseling . 2.4 CONTRACT PERIOD The County anticipates that the contract period will be for a year from the date of execution. The County reserves the right to extend the contract for four (4) one -year terms. 2.5 COMPENSATION The proposer is to s ubmit a firm-fixed hourly rate for the services described in th is RFP package . 2.6 ELIGIBLE USERS This RFP may be used by other governmental agencies to procure mental health services for law enforcement officers as described in Section 2.3 of this RFP . SECTION 3 - ACQUISITION TIMELINE AND G ENERAL REQUIREMENTS 3.1 PROCUREMENT SCHEDULE The f ollowing is the procurement schedule for this RFP. The dates shown below are estimated, are provided for information only, and are subject to change at the sole discretion of the Sheriff's Office. | Page 5 of 21 Table 1: Solicitation and Anticipated Award Schedule ACTIVITY ESTIMATED DATE Date of Issuance November 29 , 2023 Pre-proposal Inquiries Due December 6 , 2023 Responses to Inquires Due December 13 , 2023 Proposals Due December 22 , 2023 Proposal Opening December 26, 2023 Proposal Evaluations By December 2 9, 2023 Contract commencement By or before January 15, 2024 3.2 PRE-PROPOSAL QUESTIONS It is the responsibility of each Proposer to examine the entire RFP and, as necessary, seek clarification (inquiries). This RFP may only be modified by a written addendum issued by the Sheriff's Office. The Proposer shall not rely on verbal responses to in quiries. A verbal reply to an inquiry does not constitute a modification of the RFP. All inquiries regarding this RFP shall be directed in writing (mail or e -mail) to the Thurston County Sheriff's Office, to the attention of: Chief Carla Carter Thurston C ounty Sheriff's Office 2000 Lakeridge Drive SW Olympia, Washington 985 02 Email: carla.carter@co.thurston.wa.us All pre -proposal inquiries (PPIs) must clearly identify the name of the inquiring firm or person , the RFP title, and section/page number. The deadline for receipt of pre -proposal inquiries from Proposer is 3:00 p.m. (P ST) on December 6, 2023 . Responses to inquiries will be published on the Thurston County website at https://www.thurstoncountywa.gov/tchome/Pages/rfprfq.aspx . No communication regarding this RFP should be directed to any other County official or employee. All pre -proposal inquiries will be responded to in the form of written addenda. 3.3 EXAMINATION BY PROPOSER Each Proposer is responsible for examining the RFP prior to submitting a Proposal. Failure to examine the RFP and any errors made in the preparation of a Proposal are at the Propos er's own risk. The dates contained in this RFP are for informational purposes only and are subject to change at the sole discretion of the Sheriff's Office . 3.4 MODIFICATION/WITHDRAWAL OF PROPOSALS Written requests to modify or withdraw a Proposal receiv ed by the County prior to the | Page 6 of 21 scheduled time of closing (i.e., 3:00 p.m. P ST on the Proposal Due Date) will be accepted and will be corrected after opening. No oral requests will be allowed. Requests to modify or withdraw a Proposal must be addressed and l abeled in the same manner as the Proposal and marked as a MODIFICATION or WITHDRAWAL of the Proposal. Requests for withdrawal after the time of closing will be allowed at the County's sole discretion. 3.5 PROPOSALS ARE PUBLIC RECORD If your Proposal contai ns information considered to be exempt from the Public Records Act, Section 42.56 Revised Code of Washington (RCW), those items must be clearly marked as such and may be returned to you upon request once the contract award has been determined. 3.6 CANCELLATION This RFP may be cancelled at any time and all Proposals may be rejected in whole or in part if the County determined such action to be in the best interest of Thurston County. 3.7 EXPENSES INCURRED The County will not be responsible for any co sts associated with participation in this RFP to include, but not limited to, preparation, submission, negotiation process, and purchase order execution. All expenses related to the Proposal are the sole responsibility of the Proposer. 3.8 NONDISCRIMINATIO N Thurston County hereby notifies all Proposers that it will affirmatively ensure that all will be afforded full opportunity to submit a Proposal in response to this solicitation and will not be discriminated against because of race, color, creed, ethnicit y, religion, national origin, age, sex, marital status, veteran or military status, sexual orientation, or the presence of any disability. Implementation of this policy shall be consistent with RCW 49.60.400. SECTION 4 - PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS 4.1 PROPOSAL DUE DATE AND TIME Proposals prepared in accordance with th is RFP will be received by the County at the address below, until 3:00 p.m., P ST on the Proposal Due Date. Sealed Proposals must be delivered via certified mail, express delivery, or courier to the address below. Late Proposals will not be considered for selection and will be returned to the Proposer unopened. The County is not responsible for late or misdirected delivery of Proposals. A Proposer m ust submit in a sealed package which consist s of one (1) original, three (3) duplicate copy sets, and one (1) electronic copy of the Proposal and any Attachments. The original shall be marked ORIGINAL and all other hard copies marked COPY. The Proposer sha ll submit with its Proposal, an exact duplicate of the original Proposal and all associated files on USB Flash Drive in Adobe AcrobatTM format Version 7.0 or higher. If multiple flash drives are used, Proposer shall label the content on each disk/drive. | Page 7 of 21 The Proposer's name and address shall be on the outside of the envelope or container. Deliver responses to: Thurston County Sheriff's Office Attn: Heidi Thomsen 2000 Lakeridge Drive SW Olympia, WA. 98502 4.2 PROPOSAL CONTENTS THE REQUIRED PROPOSAL CONTE NTS AND ORDER OF THE CONTENTS FOR THE PROPOSAL SHALL BE AS FOLLOWS. Cover Letter: Name, address, phone number , fax number, email address, date of submission, and RF P title shall appear on the cover letter to be evaluated . Proposer's Qualifications and Experience: Describe how proposer meets minimum qualifications (Section 1.3). Work Plan: Describe how provider will meet service specifications (Section 2.3). Cost Proposal: Submit a Firm -Fixed Hourly Rate for the services described in the RFP package. SECTION 5 - EVALUATION AND SELECTION This section describes the method the County will use to evaluate Proposals received in response to this solicitation. 5.1 INITIAL SCREENING OF PROPOSALS All Proposals will be initially screened for responsiveness and the minimum qualifications outlined in this solicitation. Those Proposals that do not clearly meet the minimum qualifications will be cons idered nonresponsive and will not be further evaluated. 5.2 EVALUATION CRITERIA The County utilize a proposal evaluation committee to evaluate and score the Proposals based on the following criteria: EVALUATION CRITERIA POINTS Minimum Qualifications identified in Section 1.3 have been met Go/No Go Work Plan for Providing Services 50% Vendor Experience and Qualifications 30% Contract Cost 20% Total 100% 5.3 EVALUATION PROCESS The County will evaluate and rank the Proposals according to the evaluation criteria in Section 5.2. | Page 8 of 21 5.4 SELECTION The County will select the highest -ranked qualified Proposer based on the criteria and evaluation process outlined above. The County intends to award this procurement without negotiations based on the pricing and information submitted with the Proposal. 5.5 SAMPLE CONTRACT A sample contract is included in Appendix A. | Page 9 of 21 APPENDIX A PROFESSIONAL SERVICES CONTRACT (INVOLVING PROTECTED HEALTH INFORMATION) THURSTON COUNTY/__________________________. THIS CONTRACT is entered into in duplicate originals between THURSTON COUNTY , a municipal corporation, with its principal offices at 2000 Lakeridge Drive S.W., Olympia, Washington 98502, hereinafter " COUNTY ," and ____________________, with its principal offices at ____ __________________________________________, hereinafter "CONTRACTOR ." In consideration of the mutual benefits and covenants contained herein, the parties agree as follows: 1. DURATION OF CONTRACT The term of this Contract shall begin on the date last executed below, and shall terminate on ________________. 2. SERVICES PROVIDED BY THE CONTRACTOR The CONTRACTOR represents that it is qualified and possesses the necessary expertise, knowledge, training, and skills, and has the necessary licenses an d/or certification to perform the services set forth in this Contract. The CONTRACTOR shall perform the following services: ___________________________________________________________________ a. A detailed description of the services to be performed by th e CONTRACTOR is set forth in Exhibit A, which is attached hereto and incorporated herein by reference. b. The CONTRACTOR agrees to provide its own labor and materials. Unless otherwise provided for in the Contract, no material, labor, or facilities will b e furnished by the COUNTY. c. The CONTRACTOR shall perform according to standard industry practice of the work specified by this Contract. d. The CONTRACTOR shall complete its work in a timely manner and in accordance with the schedule agreed to by the p arties. e. The CONTRACTOR shall, from time to time, during the progress of the work, confer with the COUNTY. At the COUNTY'S request, the CONTRACTOR shall prepare and present status reports on its work. 3. SERVICES PROVIDED BY THE COUNTY | Page 10 of 21 In order to a ssist the CONTRACTOR in fulfilling its duties under this Contract, the COUNTY shall provide the following: a. Relevant information as exists to assist the CONTRACTOR with the performance of the CONTRACTOR'S services. b. Coordination with other County Dep artments or other Consultants as necessary for the performance of the CONTRACTOR'S services. c. Services documents, or other information identified in Exhibit A. 4. CONTRACT REPRESENTATIVES Each party to this Contract shall have a contract representative. Each party may change its representative upon providing written notice to the other party. The parties' representatives are as follows: a. For CONTRACTOR: Name of Representative: ___________________________ Title: _______________________ ______ Mailing Address: ____________________________________ City, State and Zip Code: _____________________________ Telephone Number: __________________________________ Fax Number: _______________________ E-mail Address: _____________________ b. For COUN TY: Name of Representative: ___________________________ Title: ___________________________ Mailing Address: ____________________________________ City, State and Zip Code: _____________________________ Telephone Number: __________________________________ Fax Number: _______________________ E-mail Address: _____________________ 5. COMPENSATION a. For the services performed hereunder, the CONTRACTOR shall be paid based upon mutually agreed rates contained in Exhibit B, which is attached hereto and incorporated herein by reference. The maximum total amount payable by the COUNTY to the CONTRACTOR under this Contract shall not exceed $______________. | Page 11 of 21 b. No payment shall be made for any work performed by the CONTRACTOR, except for work identified and set forth in this Contract or supporting exhibits or attachments incorporated by reference into this Contract. c. The CONTRACTOR may, in accordance with Exhibit B, submit invoices to the COUNTY not more often than once per month during the progress of the work for partial payment of work completed to date. Invoices shall cover the time CONTRACTOR performed work for the COUNTY during the billing period. The COUNTY shall pay the CONTRACTOR for services rendered in the month following the actual delivery of the work and will remit payment within thirty (30) days from the date of receipt of billing. d. The CONTRACTOR shall not be paid for services rendered under the CONTRACT unless and until they have been performed to the satisfaction of the COUNTY. e. In the event the CONTRACTOR has failed to perform any substantial obligation to be performed by the CONTRACTOR under this Contract and such failure has not been cured within ten (10) days following notice from the COUNTY, then the COUNTY may, in its sole discretion, upon written notice to the CONTRACTOR, withhold any and all monies due and payable to the CONTRACTOR, without penalty until such failure to perform is cured or otherwise adjudicated. "Substantial" for purposes of this Contract means faithfully ful filling the terms of the contract with variances only for technical or minor omissions or defects. f. Unless otherwise provided for in this Contract or any exhibits or attachments hereto, the CONTRACTOR will not be paid for any billings or invoices presen ted for payment prior to the execution of the Contract or after its termination. 6. SAFEGUARDING PERSONAL INFORMATION a. Personal information collected, used or acquired in connection with this Contract shall be used solely for the purposes of this Co ntract. The CONTRACTOR agrees not to release, divulge, publish, transfer, sell or otherwise make known personal information without the express written consent of the entity or as provided by law. b. The CONTRACTOR agrees to implement physical, electron ic and managerial safeguards to prevent unauthorized access to personal information. The COUNTY reserves the right to monitor, audit, or investigate the use of personal information collected, used or acquired by the CONTRACTOR through this Contract. To t he extent required by law, the CONTRACTOR shall certify the return or destruction of all personal information upon expiration of this Contract. c. Any breach of this Section may result in termination of the Contract and the demand for return of all recor ds in connection with this Contract. The CONTRACTOR agrees to indemnify and hold harmless the COUNTY for any damages related to the CONTRACTOR'S unauthorized use or disclosure of personal information. d. The provisions of this Section shall be included in any CONTRACTOR'S subcontract(s) relating to the services provide under this Contract. e. "Personal Information" shall mean information identifiable to any person, including, but not limited to, information that relates to a person's name, health, fina nces, education, | Page 12 of 21 business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver's license numbers, other identifying numbers, and any financial identifiers. Personal Information include s "Protected Health Information" as set forth in 45 CFR SS 160.103 as currently drafted and subsequently amended or revised and other information that may be exempt from disclosure to the public or other unauthorized persons under either Chapters 42.56, 70. 02, 70.24, 70.96A and 71.05, 42 CFR Part 2, and other federal and state statutes and regulations governing confidentiality or disclosure. 7. AMENDMENTS AND CHANGES IN WORK a. In the event of any errors or omissions by the CONTRACTOR in the performance of any work required under this Contract, the CONTRACTOR shall make any and all necessary corrections without additional compensation. All work submitted by the CONTRACTOR shall be certified by the CONTRACTOR and checked for errors and omissio ns. The CONTRACTOR shall be responsible for the accuracy of the work, even if the work is accepted by the COUNTY. b. No amendment, modification or renewal shall be made to this Contract unless set forth in a written Contract Amendment, signed by both par ties and attached to this Contract. Work under a Contract Amendment shall not proceed until the Contract Amendment is duly executed by the COUNTY. 8. HOLD HARMLESS AND INDEMNIFICATION a. The CONTRACTOR shall hold harmless, indemnify and defend the COUN TY, its officers, officials, employees and agents, from and against any and all claims, actions, suits, liability, losses, expenses, damages, and judgments of any nature whatsoever, including costs and attorneys fees in defense thereof, for injury, sicknes s, disability or death to persons or damage to property or business, caused by or arising out of the CONTRACTOR'S acts, errors or omissions or the acts, errors or omissions of its employees, agents, subcontractors or anyone for whose acts any of them may b e liable, in the performance of this Contract. Claims shall include, but not be limited to, assertions that information supplied or used by the CONTRACTOR or subcontractor infringes any patent, copyright, trademark, trade name, or otherwise results in an unfair trade practice. PROVIDED HOWEVER, that the CONTRACTOR'S obligations hereunder shall not extend to injury, sickness, death or damage caused by or arising out of the sole negligence of the COUNTY, its officers, officials, employees or agents. PROVID ED FURTHER, that in the event of the concurrent negligence of the parties, the CONTRACTOR'S obligations hereunder shall apply only to the percentage of fault attributable to the CONTRACTOR, its employees, agents or subcontractors. b. In any and all claims against the COUNTY, its officers, officials, employees and agents by any employee of the CONTRACTOR, subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation un der this Section shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for the CONTRACTOR or subcontractor under Worker's Compensation acts, disability benefits acts, or other employee b enefits acts, it being clearly agreed and understood by the parties hereto that the CONTRACTOR expressly waives any immunity the CONTRACTOR might have had under Title 51 RCW. By executing the Contract, the CONTRACTOR acknowledges that the foregoing waiver has been mutually negotiated by the parties and that the provisions of this Section shall | Page 13 of 21 be incorporated, as relevant, into any contract the CONTRACTOR makes with any subcontractor or agent performing work hereunder. c. The CONTRACTOR'S obligations here under shall include, but are not limited to, investigating, adjusting and defending all claims alleging loss from action, error or omission, or breach of any common law, statutory or other delegated duty by the CONTRACTOR, the CONTRACTOR'S employees, agent s or subcontractors. 9. INSURANCE a. Professional Legal Liability : The CONTRACTOR, if he is a licensed professional, shall maintain Professional Legal Liability or Professional Errors and Omissions coverage appropriate to the CONTRACTOR'S profession a nd shall be written subject to limits of not less than $___________ per loss. The coverage shall apply to liability for a professional error, act or omission arising out of the scope of the CONTRACTOR'S services defined in this Contract. Coverage shall no t exclude bodily injury or property damage. Coverage shall not exclude hazards related to the work rendered as part of the Contract or within the scope of the CONTRACTOR'S services as defined by this Contract including testing, monitoring, measuring opera tions, or laboratory analysis where such services are rendered as part of the Contract. b. Workers' Compensation (Industrial Insurance): The CONTRACTOR shall maintain workers' compensation insurance as required by Title 51 RCW, and shall provide evidence of coverage to the Thurston County Risk Management Division. The CONTRACTOR shall send to Thurston County at the end of each quarter written verification that premium has been paid to the Washington State Department of Labor and Industries for Industrial Insurance coverage. Alternatively, the CONTRACTOR shall provide certification of approval by the Washington State Department of Labor and Industries if self -insured for Workers Compensation. c. Commercial General Liability : The CONTRACTOR shall maintain Commercial General Liability coverage for bodily injury, personal injury and property damage, subject to limits of not less than $___________ per loss. The general aggregate limit shall apply separately to this Contract and be no less than $___________. i. The CONTRACTOR shall provide Commercial General Liability coverage which does not exclude any activity to be performed in fulfillment of this Contract. Specialized forms specific to the industry of the CONTRACTOR will be deemed equivalent provided covera ge is no more restrictive than would be provided under a standard Commercial General Liability policy, including contractual liability coverage. ii. The CONTRACTOR'S Commercial General Liability insurance shall include the COUNTY, its officers, officials, employees and agents as additional insureds with respect to performance of services, and shall contain no special limitations on the sc

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