Res RFP by stariya


									               March 3, 2003


           Department of Health

Division of Alcohol and Drug Abuse Programs

           Request for Proposal




        March 3, 2003

                           GENERAL PROVISIONS


The Vermont Department of Health, Division of Alcohol and Drug Abuse
Programs is the single state agency responsible for the oversight of substance
abuse prevention, intervention, treatment and recovery programs in Vermont.

This document outlines the process for submitting a proposal and for agency

The Division of Alcohol and Drug Abuse (ADAP) is part of the Department of
Health and is currently developing a comprehensive response to child,
adolescent and family substance use and abuse. The adult and adolescent
treatment system includes a continuum of care that ranges from prevention to
residential services. At present, services are offered statewide through a
preferred provider system.

This RFP seeks agencies, experienced in substance abuse treatment, to develop
a statewide intensive residential treatment program for adolescents and adults
whose substance abuse treatment and behavioral issues cannot be met in a less
intensive or community based setting.

This program is funded with a combination of state general fund, Medicaid, and
Department of Education special education dollars administered by DOE and
ADAP. More information will be available about costs, possible federal funding,
and responsible payers at the Bidders Conference.

This document outlines the process for submitting a proposal and for agency

March 3, 2003     Public Notice of Bid

March 17, 2003    RFP Mailed to identified agencies providing
                  substance abuse residential treatment

March 25, 2003    Bidders Conference (10:00 – 12:00)
                  Division of Alcohol and Drug Abuse Programs
                  Department of Health
                  108 Cherry St.,
                  Burlington, VT

April 7, 2003     Deadline for Letter of Intent

April 28, 2003    Deadline for Receipt of Written Proposals
                  Public Bid Opening – Division of Alcohol and
                  Drug Abuse Programs Department of Health
                  108 Cherry St.,
                  Burlington, VT

May 12, 2003      Presentations by selected bidding agencies

May 19, 2003      Apparently Successful Bidder Notified

June 30, 2003     Contract Executed


The Proposal Packet

A proposal packet is the entire package of information sent by one agency in
response to this RFP. Each agency may participate in only one proposal packet.
Multiple agencies may participate with one agency designated as the lead

Your proposal packet must contain:

       One Letter of Submittal, signed by a person authorized to bind your
        organization to a contract.

        The Letter of Submittal must include:

       Identifying information about your organization and any subcontractors.
        Name of the organization, names, addresses, telephone numbers, and
        address of principal officers and an identified project/program leader to
        respond to questions about the proposal.

       A detailed list of all materials and enclosures being sent in the proposal

       Any other statements you wish to convey to ADAP.

       Any alternative contract language you wish to propose.

       One copy of the signed Certifications and Assurances, found in Appendix
        B, signed by a person authorized to bind your agency to a contract.

       Five copies of the program proposal (described in Appendix A)

       One copy of completed Financial Forms (see Schedules A-D in Appendix
       One copy of the most recent audited financial statement for your agency.

Proposal Format

   Use standard 8.5” X 11” white paper. Documents must be single-spaced and
    use not less than a twelve-point font. Pages must be numbered. (It is
    requested that agencies include a floppy disk with this information to facilitate
    proposal reviews and final contract development with the apparently
    successful bidder.)

   The program proposal should not exceed 50 pages, excluding Attachments,
    Required Schedules or Forms

   State your organization’s name on each page of your program proposal and
    on any other information you are submitting.

       Write the program proposal in the order given in Appendix A. Organize
        the technical proposal in a manner that clearly identifies the required
        components of the program (e.g., title each item in the same way it
        appears in the specifications, to the extent possible).

       Each bidder may submit only one proposal per program.

Delivery Of Proposals

       Send the proposal packet to:
                    Department of Health
                    Office of Alcohol and Drug Abuse Programs
                    108 Cherry St.,
                    Burlington, VT 05402-0070
                    RE: Response to RFP – Residential Treatment
                    ATTN: Peter W. Lee

       Your proposal, whether mailed or hand delivered must arrive at ADAP not
        later than 3:00 PM, local time by April 28, 2003. Late responses shall not
        be accepted and shall automatically be disqualified from further

       The method of delivery shall be at your discretion, and shall be at your
        sole risk to assure delivery at the designed office.

       ADAP does not take responsibility for any problems in mail or delivery,
        either within or outside ADAP. Receipt by any other office or mailroom is
        not equivalent to receipt by ADAP.

Bidder’s Conferences

There will be a formal bidder conference for this RFP on March 25, 2003 from
10:00 – 12:00, Division of Alcohol and Drug Abuse Programs, Department of
Health, 108 Cherry St., Burlington, VT. (Telephone 802-651-1550)

Letter Of Intent – Pre-Requisite

In order to ensure all necessary communications with the appropriate bidders
and to prepare for the review of proposals, one letter of intent to bid must be
submitted per bidding agency.

   Letters of Intent must be submitted by April 7, 2003 by 4:30 P.M. to:
              Division of Alcohol and Drug Abuse Programs
              Department of Health
              108 Cherry St.,
              Burlington, VT 05402-0070
              RE: Residential Treatment Program
              ATTN: Peter W. Lee

Facsimile Communication

You may use facsimile communication (FAX) for any communication required in
this RFP – EXCEPT for your proposal and protest, if any. You may not send
your proposal or protest by facsimile communication.

Public Disclosure

      All proposals shall become the property of ADAP.

      All public records of ADAP are available for disclosure, except for RFPs
       prior to the release to potential bidders; and proposals and bids received
       in response to the RFP, until the Contractor and the Department have
       executed the contract.

      ADAP will not disclose RFP records until execution of the contract(s). At
       that time, all information about the competitive procurement is disclosed
       except those portions specifically marked by the bidder as falling within
       one of the exceptions of 1 VSA Sec. 317.

Costs Of Proposal Preparation

ADAP will not pay any bidder costs associated with preparing or presenting any
proposal in response to this RFP.

Receipt Of Insufficient Competitive Proposals

If ADAP receives one or fewer responsive proposals as a result of this RFP,
ADAP reserves the right to select a Contractor, which best meets ADAP's needs.
The Contractor selected need not be the sole bidder but will be required to
document their ability to meet the requirements identified in this RFP.

Non-Responsive Proposals/Waiver Of Minor Irregularities

Read all instructions carefully. If you do not comply with any part of this RFP,
ADAP may, at its sole option, reject your proposal as non-responsive.

ADAP reserves the right to waive minor irregularities contained in any proposal
or to seek clarification from bidding agency.

RFP Amendments

ADAP reserves the right to amend this RFP. ADAP will mail any RFP
amendments to all bidders who were sent the RFP.

Right To Reject All Proposals

ADAP may, at any time and at its sole discretion and without penalty, reject any
and all proposals and issue no contract as a result of this RFP.

Authority To Bind ADAP

The Commissioner is the only person(s) who may legally commit the Department
of Health, Division of Alcohol and Drug Abuse Programs to personal services,
client service, and information service contracts. The Contractor shall not incur,
and ADAP shall not pay, any costs incurred before a contract is fully executed.

    Section II


                               PROPOSAL REVIEW

Members of the ADAP staff and employees from other state agencies will review
proposals for compliance with RFP procedural requirements. If the procedural
instructions are not followed, the proposal shall be considered non-responsive.
Non-responsive proposals will be eliminated from further evaluation or returned
to bidding agency to address minor irregularities.

Proposals will be reviewed for content by a team of individuals from ADAP and
other Agency of Human Services /Departments with relevant technical,
managerial and financial backgrounds.


Proposals will be scored by individual team members. The sum of the scores of
the members will become the proposal’s preliminary score.

   The following weight is assigned to each component of the RFP:

              (1)    TECHNICAL PROPOSAL                                 25

              (2)    AGENCY QUALIFICATIONS                              20

              (3)    AGENCY CAPACITY                                    25

              (4)    PROGRAM COST                                       30

              (5)    FACILITY DESIGN AND LOCATION                      15

                                   Total Maximum Individual Scores 115


The Review Team will complete the scores and determine the rank order of the
proposals. The Team will identify the number of proposals to invite back for
presentation and will select the highest ranked proposals equal to that number.
Agencies will be notified in writing of their proposal’s status, either unsuccessful
or finalists.


A limited number of agencies will be invited to present their proposal to an
expanded review team. This process will allow the State to assess more
comprehensively the selected proposals as well as the qualifications and
capacity of the finalists. Agencies invited to present their proposals will receive

additional information at that time, regarding dates, time allowed and highlighted
areas to address.


The expanded review team will present a summary and recommendation to the
Director of the Division of Alcohol and Drug Abuse Programs. This summary will
include the final score and a narrative for each finalist, indicating the reasons for
recommending one Apparently Successful Bidding Agency.


ADAP will notify all bidders of selection of the Apparently Successful Bidding
Agency. ADAP will notify all bidding agencies when the contract resulting from
this RFP is signed. Both notices will be made in writing.


Any unsuccessful bidder may appeal the contract award made under this RFP by
following the procedures described below. ADAP will not consider any appeal
that does not follow these procedures. No additional recourse is available within

ADAP shall consider only those appeals concerning a matter of bias,
discrimination or conflict of interest, errors in tabulation, or failure to follow
procedures stated in the RFP or agency policy.

ADAP shall not accept any appeal before unsuccessful bidders have been
notified of the selection of the Apparently Successful Bidding Agency. The
Commissioner of Health must receive an appeal within ten (10) business days of
the mailing of the notice of the selection of the Apparently Successful Bidding
Agency, or within ten (10) business days of the mailing of information to the
unsuccessful bidder as stated below. The Commissioner will then consider all
the information available to her and render a written decision within ten (10)
business days of receipt of the appeal, unless additional time is required. ADAP
shall notify the appealing party in writing.

Any bidder may request copies of RFP documents or may inspect RFP
documents to obtain information on which to base a protest. Such a request
must be in writing and must be received within ten (10) business days of the
mailing of the notice of selection of the Apparently Successful Bidding Agency.
The information, if disclosable, will be sent to the requesting party within ten (10)
business days of receipt of the request by ADAP (see public disclosure section).

Upon receipt of a valid appeal, the Department of Health will conduct an appeal
review. The purpose of the review is to assure agency policy and procedures

were followed, all requirements were met and all bidders were treated equally
and fairly. The appeal review will not contain a review of bids or scores assigned.

A appeal must be written, signed by the protesting bidder or an authorized
representative, and mailed or hand delivered. Telegrams, facsimiles or similar
transmittals will not be considered. The appeal must state all facts and
arguments on which the appealing party is relying.

              Address Appeal to:

              Thomas E. Perras, Director
              Division of Alcohol and Drug Abuse Programs
              108 Cherry St.
              Burlington, VT 05402-0070

ADAP will notify any bidder(s) whose interests may be affected by appeal. ADAP
will give any such bidders an opportunity to submit facts and opinions about the
appeal to the Commissioner.


      The projected contract period as a result of this RFP is July 1, 2003
       through June 30, 2004. ADAP expects to renew this contract with the
       successful bidder pursuant to this RFP for an additional two years. See
       sample contract in Appendix D.

      Either party may propose additional contract terms and conditions during
       negotiation of the final contract.

      If two or more organizations’ joint proposal is apparently successful, one
       organization must be designated as the Lead Agency. Lead Agency will
       be ADAP's sole point of contact and will bear sole responsibility for
       performance under any resulting agreement.

      The State reserves the right to request additional information to assist in
       contract finalization and contract renewal.

If the Successful Bidder(s) refuses to sign the agreement within ten (10)
business days of delivery, ADAP may cancel the selection and award to the
next highest-ranked bidder(s).

       Section III



Program Specifications

The goal of this RFP is to develop an additional Vermont residential treatment
facility. This program will provide ASAM Level III-7-D detoxification services, will
serve adolescents ages 14 to 18, and men and women over the age of 18,(Level
III residential programming) whose substance abuse behaviors have a
significantly detrimental impact on their safety, permanence, well-being and
judgement. Persons referred to this program will be authorized by a licensed
Medical Doctor, a licensed Alcohol and Drug Abuse Counselor, or a Licensed
Psychologist (with a Rider granted by APA) for this level of care (Level III or
Level III-7-D of the criteria established by the American Society of Addiction
Medicine (ASAM)), most likely a clinically managed medium/high intensity
residential treatment setting, or medically monitored detox setting. The majority
clients served in these settings will have dependency diagnoses and co-
occurring issues. The majority of persons served in this program may have also
experienced sexual abuse, physical abuse, school problems, emotional
difficulties, relationship problems, running away or juvenile detention.

The length of stay for women in this program is expected to vary depending on
their needs and social situation from short term (5 days of detoxification services)
to longer term (up to 90 days). The length of stay for men is expected to average
30 days, after detox is complete. While length of stay for youth will vary
depending on individual need, the program will be designed to serve youth for up
to 90 days.

This program will offer a safe and therapeutic setting that provides effective
substance abuse treatment designed to address the specific abuse challenges
and other special needs of all residents. This treatment will be integrated into
other clinical interventions designed to address the full range of emotional,
behavioral, and family issues. Clear expectations, positive role models, and
appropriate supervision will be essential components of a successful program.
The ongoing use of ASAM criteria for progress delineation and movement
between levels of care ie detox (Level III-7-D) to residential (Level III) is an
additional expectation for the program

Please be advised that Methadone Maintenance Treatment will not be offered at
this facility.


ADAP considers aftercare for this group of people to be an absolutely essential
and critical component of the application. Many of the persons served will be

poly-substance abusers with opiate use and dependence as a primary addiction.
In addition, many of the persons served, especially the female population will
have Department of Corrections involvement. It is essential that your application
detail how your program will interface, beginning at the time of the client's entry
into the program, with Department of Corrections, SRS, and community aftercare
providers to insure that the necessary community follow-up is achieved.


The primary goal for youth completing this program is sustained abstinence. In
addition, reduction or elimination of behaviors associated with co-occurring
issues is expected. While at the program, youth should improve their skills and
independence in daily living functions. It is also expected that the program will
provide education that earns academic credit toward high school graduation.
Discharge planning begins at the time of intake so that no adolescent will be
discharged without a comprehensive continuing care plan.


      Detox Level of Care (Level III-7-D): The primary goal for adults being
       admitted to the program for detoxification is medical stabilization which
       includes a comprehensive evaluation with recommendations made for
       continuing care that supports their continued abstinence.

      Residential Level of Care (Level-III): The primary goal for adults being
       admitted to the program is sustained abstinence from mind altering
       substances and improved mastery of life coping skills as well as
       management of any co-occurring disorders. Discharge planning begins at
       the time of intake so no woman will be discharged without a
       comprehensive continuing care plan.

Please see Appendix A for more detail that should help applicants fully
describe their programs.

This program will serve the entire state of Vermont. The contractor shall not be
prohibited from accepting clients from outside Vermont.


Agency will place the facility in a Vermont location affording residents reasonable
access statewide to enhance family involvement. Capacity for single and double
rooms is preferred.

The facility and grounds should be designed with safety and supervision as
paramount and should also consider the following:

      Indoor and outdoor space and materials for sports, arts, hobbies, crafts,
       and to enable residents to participate in recreation and leisure activities.

      A common living room area for residents to relax which offers materials
       like books, magazines, stereos, plants and flowers to create a homelike

      A common dining area (The dining area would be used at different times
       for different populations)

      Bedrooms which afford the resident access to privacy and quiet time away
       from other residents,

      Common room for private and group therapeutic space, family visitations,

      Sufficient classroom and other educational space.

      Different populations, such as adolescents, must be segregated from the
       adult population at all times.

It is expected that this will be a smoke-free environment.


The adolescent portion of the program will be a secure program ensuring safety
at all times. This should be reflected in the staff to youth ratio, the program’s
policies responding to runaways, community relations with public safety officials,
and the layout, technology, and equipment of the facility.

Scope Of Services To Be Provided


The program will accept adolescents of both sexes who are 14-18 years of age,
adult women 18 and older for possible extended care, and persons of both sexes
in need of medically monitored detoxification services and short-term treatment.
The program will collect all relevant clinical and social information from any
previous state agency, medical, or substance abuse treatment facility with which
the client has interacted or received services.
Please see Appendix A for more detailed information regarding admissions

Substance abuse treatment services shall be provided by qualified alcohol and
drug abuse counselors (certified, licensed, or the equivalent in ADAP guidelines).
Other therapeutic interventions shall be provided by qualified individuals who
also have training and experience with substance abuse treatment for
adolescents and adults as well as specific issues related to chemically
dependent women. As it is expected that many of the clients will have primary
opiate dependence, training and experience in the latest treatment modalities for
opiate dependence is essential. Integrated psychiatric services shall be
coordinated by a psychiatrist and an on-site clinical manager, who is actively
involved in the daily program. Smoking cessation services will be provided to
any person entering the program with nicotine dependence.


The successful bidder shall provide the full range of educational services to the
youth in residence through the operation of an independent school approved by
the Vermont Department of Education for the provision of general and special
secondary education. The program will work with the local school of the district
of parents’ residence during the placement and with the district where the student
will live during the transition period following discharge to assure consistent,
effective, educational programming. This will include participating in the
development of an individualized educational plan (IEP), where applicable, that
will meet the youth’s needs and utilize his/her strengths.


   The program shall:

      be knowledgeable about the referral and service practices of Vermont
       Medicaid programs

      have an on-going relationship with a local primary care practice that is an
       established Medicaid provider (in particular, in regards to emergency
       health, mental health, and detoxification services)

      provide access for all residents to a comprehensive health assessment at

      be approved by all relevant Federal and State agencies for all forms of
       pharmacological detoxification services

   In addition, ongoing healthcare services will be available, as follows:

      On-going assessment, medical intervention, and education around

      Preventive health services (including screening, immunizations, and
       counseling recommended by the American Medical Association and
       American Academy of Pediatrics)

      Routine health and mental health services

      Access to specialized clinics and hospitals

      HIV, STD, and blood borne pathogen prevention

      Guidance concerning good nutrition and the benefits of daily exercise and
       self care

      A healthcare curriculum including nutrition, sexuality education, accessing
       and using healthcare services, and healthy lifestyles.

Documentation in the resident's record of these services shall include initial
medical assessment, regular examinations, and notation of the administration of
any medications including prescription and non-prescription drugs used for
medical or behavioral purposes.


The program will provide residents with regular physical and recreational
activities that support fitness, develop strength, and coordination. These
activities should be designed to teach “life sports” which youth and adults could
pursue lifelong.


The program will conduct a diligent and pro-active effort to contact and engage
every family. This effort will be conducted in a manner that is knowledgeable and
respectful of the issues of the family including those presented by being the
parent of a youth placed in a residential treatment setting. Involvement may also
include foster parents or others in the event that the resident will not be returning
to his/her family’s home after placement. It is also expected that the program will
assist in the development and support of post placement resources in cases
where they are not present at intake.
Women with dependent children will be encouraged to have visitation with their
children while in residence and be involved in parenting classes.


The program will have the capacity to involve the community treatment team in
the youth's or woman's local area. The program will be expected to participate in
local treatment team meetings, administrative review meetings, and court
hearings, by phone or in person and insure the client's attendance at such

The program will be proactive in maintaining a partnership with the community.
Good relationships can be established through regular communication and
attendance at important town events and through other positive contributions to
the community.


The successful bidder will design and manage the program in compliance with
SRS Licensing Regulations for Residential Child Care Facilities. Contractor will
be required to comply with SRS Policies and Procedures for Private Non-Medical
Institutions (PNMI) and the PNMI Regulations of the Division of Rate Setting.
Current ADAP Adolescent Standards shall be utilized as core components of the


The program will provide a curriculum based, gender-specific, social skills
training program. The curriculum should include relationships, refusal skills,
conflict resolution, assertiveness, self-advocacy, and the basic elements of pro-
social behaviors.


Some individuals will enter the program with additional court orders that require
specific activities (e.g. payment of restitution, community service). The program
will be responsible to work in coordination with the court to insure that
opportunities for compliance with these conditions exist during the individual's
stay in the program.


The agency shall be prepared to offer community re-integration services as
described in the sample contract (Appendix C: Attachment A – section I H). This
requires knowledge of the State’s community treatment programs. Persons
discharged from this program should receive community-based outpatient
substance abuse services within five business days of discharge.


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