City and County of San Francisco
Human Services Agency
Request for Proposals #591 for
Behavioral Health Case Management Roving Team Services
Date issued: Monday, April 7, 2014
Pre-proposal conference: 10:00 a.m., Wednesday, April 16, 2014
Proposal due: 3:00 p.m., Friday, May 2, 2014
P-590 (3-07) Page 1 of 14 [revise as necessary]
Request for Proposals #591 for Behavioral Health Case Management Roving Team Services
Table of Contents
Page
I. Introduction, Schedule, and Definitions 1
II. Scope of Work 2
III. Submission Requirements 5
IV. Evaluation and Selection Criteria 7
V. Pre-proposal conference and Contract award 9
VI. Terms and Conditions for Receipt of Proposals 9
VII. Contract Requirements 12
VIII. Protest Procedures 14
IX. Standard Forms 15
X. San Francisco Human Services Agency RFP Checklist 17
XI. San Francisco Human Services Agency RFP Cover Page 18
XII. San Francisco Human Services Agency Page Number Form – 19
XIII. San Francisco Human Services Agency Budget Forms and Instructions 20
P-590 (11-07) i April 2014
Request for Proposals #591 for Behavioral Health Case Management Roving Team Services
I. Introduction, Schedule, and Definitions
A. General
The San Francisco Human Services Agency (HSA) announces its intent to seek proposals from organizations interested in contracting to provide outreach, engagement, assessment, short-term case management, and treatment for clients who present with either or both mental health and substance abuse needs. The tenants served, whether referred by Roving Team interaction at the site, on-site staff or tenant self-referral, are triaged based on housing stability, the primary focus of this program, and urgency of need. These behavioral health services will be delivered in residential hotels designated by the HSA and coordinated with on-site hotel staff and delivered cooperatively with the medical portion of this roving team made up of medical staff from San Francisco Department of Public Health.
The roving team currently provides support across 22 sites (about 2,200 units of adult housing) in cooperation/coordination with the on-site case managers. The relationship and connections with the site staff are critical to this success of this program. Clients are prioritized based on a focus on maintaining housing stability and services are focused on short-term engagements that assist clients to establish on-going service connections within the community.
This grant shall have an original term of four years, effective from July 1, 2014 to June 30, 2018. In addition, the Human Services Agency shall have one option to extend the term for a period of two years, which the Human Services Agency may exercise in its sole, absolute discretion.
The source of funding for these services will be a combination of Federal, State and City funds.
B. Schedule
The anticipated schedule for selecting a provider is:
Proposal Phase Date
RFP is issued by the City April 7, 2014
Pre-proposal conference April 16, 2014, 10:00 a.m.
Deadline for submission of written questions
or requests for clarification April 22, 2014, 12:00p.m.
Proposals due May 2, 2014, 3:00 p.m.
Dates and times subject to change
C. Definitions
CAAP / County Adult Assistance Programs including:General Assistance (GA), Personally Assisted Employment Services (PAES), Social Security Income Pending (SSIP), County Assistance Linked to MediCal (CALM)
DBI / San Francisco Department of Building Inspection
DHS / Department of Human Services Within HSA
DPH / San Francisco Department of Public Health
Grantee / The agency that becomes a contractor for HSA regarding one or more specific programs related to this RFP by submitting a successful proposal and completing the negotiations with the approval of the Human Services Commission.
HAT / HSA’s Housing Access Team
HSA / Human Service Agency, City and County of San Francisco
MPP / Modified Payment Program
Referral Process / HSA established process for outreach, identification and referral of a potential tenant to a vacancy in a specific housing program serviced by this contract
SFFD / San Francisco Fire Department
SRO / Single Room Occupancy
Subcontractor / Property Management, MPP provider or other services performed by other entities on behalf of the supportive housing Grantee.
Tenant / Any individual, couple or family who are legal residents in the building and units covered by this proposal. There is a lease agreement between the tenant and property management that defines tenancy.
D. Target Population
The grantee will serve residents of the Housing First Master Lease Program identified by on-site staff, the staff of the grantee of this program, or tenant self-referral as having significant unmet behavioral health needs that could, if not addressed, lead to eviction and future episodes of homelessness.
II. Scope of Work
The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project. Selected respondent will be required to report data on services provided and contract service and outcome objectives to be determined by the Human Services Agency. A sample of the service and outcome objectives is also included in this section of the RFP.
The Housing First Master Lease Program provides housing for formerly homeless individuals and provides on-site services designed to help residents achieve long-term housing stability. The Housing First Master Lease Program currently offers about 2,479 units of housing in twenty-eight sites. 2,100 units in twenty-two sites are related to this program.
The team funded by this grant will consist of two Licensed Clinical Supervisors (LCSW or MFT), four senior level Case Managers (MSW or MA/MS), and a Substance Abuse Specialist (B.A. level). The team will augment the work of on-site staff by working with residents who require intensive short-term case management intervention due to unmet behavioral health needs that could pose a threat to housing stability. The team will also work in tandem with staff at the Department of Public Health (DPH)’s Housing and Urban Health Primary Care Clinic to provide comprehensive primary and behavioral health care to residents of the Housing First Master Lease Program. In addition, the team will refer residents as needed to an array of treatment resources.
A. Work with on-site staff to identify residents in need of intensive short-term behavioral health treatment. Maintain close coordination with building management, on-site support services, the DPH Housing and Urban Health Clinic staff, and other providers involved with individual clients to provide well-coordinated services that move clients to on-going support as needed.
B. Perform comprehensive psychosocial and substance abuse assessments completed in conjunction with medical assessments by the DPH primary care staff.
C. Formulate short-term treatment plans to address difficult behaviors and preserve housing stability. Work within the Harm Reduction model of the overall SRO Master Lease program.
D. Provide a full range of treatment intervention to individual clients, including (but not limited to): crisis intervention (including 5150 services as needed); supportive individual or group psychotherapy; substance abuse counseling (including harm reduction strategies); intensive case management, and daily living skill building.
E. Offer transitional dual diagnosis groups in various Housing First Master Lease sites aimed at introducing harm reduction principles, strategies and resources to residents who are not yet willing or able to access drug treatment.
F. Provide referrals and linkages to appropriate entitlements and resources to enhance and strengthen residents’ support systems on a long-term basis.
G. Provide discharge planning and termination as the resident is either no longer in need of intensive services, established with on-going services or leaves the hotel.
H. Participate in individual case conferences, team coordination meetings and in-service trainings with DPH medical staff as necessary.
I. Track all client interactions and outcome data.
J. Ensure completion of required time-keeping documentation for CSBG (Title XIX) reimbursement.
K. Maintain client and service charting systems that document Medi-Cal services, support billing Short-Doyle Medi-Cal for eligible mental health services, case management/brokerage and crisis intervention. Provide DPH with eligible records and documentation to draw on this funding source to support the services of this grant. This charting system will also be HIPPA compliant.
A. Sample Service Objectives
1. Behavioral Health Roving Team will maintain an active case load of 125 unduplicated clients with short-term treatment plans, providing a full range of treatment interventions.
2. Staff will perform behavioral health and substance abuse assessments for at least 85% of clients referred.
3. Staff will coordinate at least 2000 referral and linkage episodes per year.
4. Staff will facilitate dual diagnosis pre-treatment/early recovery and social skills groups at least twice per week, for a total of at least 150 groups per year.
B. Sample Outcome Objectives
1. Of the clients referred to the team who are at risk of eviction due to unmet behavioral health needs, at least 70% will maintain their housing for six months or more following engagement.
2. 50% of residents seen by the team will link with health/substance abuse, or mental health providers as evidenced by at least two visits.
III. Submission Requirements
A. Time and Place for Submission of Proposals
Proposals must be received by 3:00 p.m., on May 2, 2014. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person and left with:
Cori McGovern, Contract Manager
Office of Contract Management
San Francisco Human Services Agency
1650 Mission Street, Suite 300
San Francisco, CA 94103
Proposers shall submit three (3) hard copies and one (1) electronic pdf copy of each proposal in a sealed envelope clearly marked
Request for Proposals #591 for Behavioral Health Case Management Roving Team Services
Proposals shall be submitted to the above location. The electronic PDF proposals should be e-mailed to: . Proposals that are submitted by fax will not be accepted. Late submissions will not be considered.
B. Format
Please print double-sided to the maximum extent practical, and bind the proposal with a binder clip, rubber band, or single staple. Please do not bind your proposal with a spiral binding, glued binding, or anything similar. You may use tabs or other separators within the document.
For word processing documents, the department prefers that text be unjustified (i.e., with a ragged-right margin) and use a serif font (e.g., Times Roman, and not Arial), and that pages have margins of at least 1” on all sides (excluding headers and footers), and each page is numbered. Font should be no smaller than 12 pt.
C. Content
Organizations interested in responding to this RFP must submit the following information, in the order specified below. An RFP Checklist (Section X) has been provided to assist Respondents with organizing their proposal.
1. Table of Contents
Each proposal package should contain a complete table of contents showing page numbers. All pages in the package must be numbered consecutively, and major sections must be indexed.
2. Response Cover Letter – (use form provided in Section XI)
Submit the cover page signed by a person authorized to obligate the organization to perform the commitments contained in the proposal. Submission of this document will constitute a representation by the organization that the organization is willing and able to perform the commitments contained in the proposal.
3. Minimum Qualifications –up to (3) pages
All agencies submitting proposals for funding must provide a Minimum Qualifications Narrative describing in detail how the proposing agency meets each of the aforementioned Minimum Qualifications. Any proposals failing to demonstrate these qualifications will be considered non-responsive and will not be eligible for proposal review or award of grant. (refer to section IV, Item A)
4. Contracts (both public and private) –up to (2) pages
Agencies should submit a statement listing relevant contracts with a description of the services which have been completed during the last five (5) years. The statement must also list any failure or refusal to complete a contract, including details and dates.
5. Program Narrative –up to (20) pages
All proposals for funding must be developed using the format below. This is necessary so that all proposals can receive fair and equal evaluation. Proposals not following the required format will not be considered for funding. Information must be at a level of detail that enables effective evaluation and comparison between proposals by the Proposal Evaluation Panel. The Agency must ensure that each Program Narrative addresses the Selection Criteria.
A. Describe the general service operations and the specific service components to be provided (be sure to address all applicable items listed in Section II.B, Scope of Work).
B. Describe the program model for coordination with housing staff and DPH medical staff in the delivery of a comprehensive program of services.
C. Describe the methods to be used to outreach and engage residents in accessing support services, and describe how these outreach methods will be documented by staff.
D. Describe how the program works to transition clients to on-going services. Provide a list of the agencies, their location and the services they will provide to residents.
E. Describe the organization’s experience with Medi-Cal documentation and reimbursement and describe current operations.
F. List and explain the specific service and outcome objectives to be accomplished through the proposal.
G. Describe methods for data collection, documentation, and reporting service and outcome data. Describe the method(s) by which service and outcome objectives will be evaluated.
H. Describe the proposed model for tenants/clients to offer input to and quality of the services offered under this program.
I. Describe in detail the various components of the program and the services to be provided (refer to Section II. Scope of Work). Describe the planning phase, if any, prior to program start-up. Identify where services will be provided. Identify linkages to services provided by other entities, if any, that may be appropriate based upon the needs of the target populations. Identify the entities and the types of services they would likely provide. Provide MOUs to verify relationships with other agencies. If a joint venture, identify the roles of the partnering organizations.
J. Describe how the respondent will work with and interact with Departmental staff on a regular basis.
K. Provide a staffing pattern and describe the staff and their responsibilities regarding services, evaluation, administration, and other activities. Provide Job descriptions for all positions including vacant positions that would work directly on this program. For each staff, describe maximum caseloads, hours committed to this program, specifying the program component. For staff that is less than full time, please describe their other responsibilities and how their contribution to the services will be ensured. Resumes of staff that will provide services should be included in the proposal. Please note any bilingual/bicultural capability of proposed staff. The Agency expects that the persons identified in this proposal will be involved in the implementation and administration of the proposed services.