Specialized Residential Services - newaygocmh.org · Provide qualified and credentialed staff...

NEWAYGO COUNTY MENTAL HEALTH REQUEST FOR PROPOSAL

Specialized Residential Services

July 2015

Specialized Residential Services RFP Purpose and Scope of 16

SPECIALIZED RESIDENTIAL REQUEST FOR PROPOSAL

GENERAL INFORMATION

A. General Information Newaygo County Mental Health (herein known as the Board) is a public agency under contract with the Michigan Department of Health and Human Services (MDHHS) and Mid-State Health Network Prepaid Inpatient Health Plan (PIHP) to manage and provide publicly funded mental health services to persons identified in the Michigan Mental Health Code. The Board is obligated to comply with all of the provisions of its contracts with DCH and the PIHP, all rules and sections of Public Act 258 of the Public Acts of 1974, as amended, and applicable state and federal laws governing the expenditure of funds and the provision of services. The Board manages and provides, both directly and through existing contracts, a continuum of services to persons with intellectual and developmental disabilities who are located within the County of Newaygo. B. Request Summary The Board is seeking a provider to operate three (3) small group residential homes currently operated by a Provider in our Provider Network. Each resident in these homes has a developmental disability and requires support, training and guidance in meeting the demands of daily living. Many of the residents currently have a Habilitation Supports Waiver (HAB) slot. Some of the individuals are also challenged by active mental illness and may, therefore, display various types of anti-social and/or inappropriate behavior. The settings are the long-term homes of many of those living therein. Each setting will require continued licensure by the State of Michigan’s Department of Human Services. The Board owns one home and has current lease agreement with the owner of the other two homes. The selected provider will provide qualified staffing trained in compliance with State of Michigan standards, administrative services, and will conduct an appropriate schedule of activities to benefit the residents of the home. Each home is located in neighborhoods within Newaygo County and receive various supportive services from Board staff. All homes, staffing will be in full compliance with the Michigan Statewide Transition Plan for Home and Community Based Waivers. The primary goals of the residential settings will be:

1. To assist individuals to enjoy an adult life experience that is rewarding, well-balanced, personally enriching, growth-promoting and dignifying.

2. To help individuals to develop functional skills related to social relationships,

community participation and membership, self-expression and the responsibilities associated with adult living.

3. To support individuals in developing work and leisure activities based on personal

preference.


4. To aid individuals in developing a network of valued and supportive personal relationships.

The Board expects to contract with the provider selected through this process for FY16, beginning October 1, 2015. The Board expects the selected provider to assist in any transitional activities required. Item #11 in Section IV.A.of this RFP requests a description of respondents’ experiences in such transitional activities.

Section ll

DESCRIPTION OF THE HOMES

1. Rex Street Home, 1034 Rex Street, Fremont, MI 49412 Capacity: 6. This is a one story residence with 4 bedrooms. All residents require hands on assistance with all personal care, feeding, dressing, grooming, accessing the community, and assurance of safety in their home and in the community. 2. Countryside Home, 6116 W. Pat, Fremont, MI 49412 Capacity: 6 This is a one story residence with 4 bedrooms. All residents require varying degrees of hands on assistance with all personal care, feeding, dressing, grooming, accessing the community, and assurance of safety in their home and in the community. 3. Morgan Street Home, 104 E. Morgan, White Cloud, MI 49349 Capacity 6 This is a one story residence with 4 bedrooms. All residents require hands on assistance with all personal care, feeding, dressing, grooming, accessing the community, and assurance of safety in their home and in the community.

PURPOSE AND SCOPE

These specifications cover the contract for Specialized Residential Services (i.e. Personal Care, Community Living Supports, and Room and Board) to be provided for up to eighteen (18) individuals with IDD (Intellectual and Developmental Disabilities), mental illness, chronic debilitating and progressive, complicated health issues and challenging behaviors in three (3) six (6) bed licensed Adult Foster Care Homes certified to provide specialized residential care with 24-hour awake staff in Newaygo County, The individuals placed in these homes will have a high need for the structure, support, and supervision provided in a Specialized Residential setting. The specialized residential needs of these individuals can best be met by accredited providers who:

Provide qualified and credentialed staff trained in the use of CPI, Positive Behavior Supports, and Relationship Building in a number sufficient to fully implement the treatment plans for all residents in the home.

Utilize flexibility in programming, and staffing patterns to minimize cost and staff turnover.


Demonstrate implementing flexible, meaningful, and creative community inclusion activities with residents, routine use of community resources to minimize the cost of care and to strengthen and support the integration of residents in the community.

The provider will: a. Be experienced in the concept and implementation of Gentle Teaching treating all residents with

respect and dignity. b. Demonstrate evidence of successfully supporting individuals with IDD, challenging physical

conditions, and challenging behaviors. c. Demonstrate evidence of implementing flexible, meaningful, and creative community inclusion

activities with residents. d. Demonstrate evidence of developing and implementing skill-building, job readiness, and/or

recreational activities per the needs of the individual’s Plan of Service. e. Demonstrate evidence of having implemented other behavioral treatment supports in a residential

setting. f. Demonstrate evidence of having staff that are immediately responsive in a supportive and

mentoring manner to helping residents learn more appropriate ways of interacting. The successful bidder will provide staffing and administrative services necessary to run the day to day operation of the home and to implement service plans for all residents in the home. Newaygo County Mental Health will ensure that treatment and support services such as (but not limited to) behavior plans, psychological testing and supports coordination and will be available to all residents in the home as described in their individual service plans. Placement and discharge of residents in the home will be at the sole discretion of Newaygo County Mental Health.

General In the following, Newaygo County Mental Health will be referred to as “CMH” and the Provider as “Contractor.” Responsibilities: The Contractor shall be in conformance with the general and specific requirements set forth in this Request for Proposal (RFP). All personnel, materials, services, and facilities necessary to perform the required service must be furnished by the Contractor unless otherwise specified. Period of Contract: This contract will be effective October 1, 2015 through September 30, 2016. CMH reserves the right to renew this contract for additional years at its discretion. Contract Cancellation: This contract may be canceled by either party, without penalty, with thirty (30) days written notice of cancellation.

Requirements 1. Accreditation – Accreditation by JCAHO, CARF, or COA in the provision of residential

services is preferred but not required. 2. Service Provision – With respect to the provision of services, the Contractor will be expected

to:


a. Obtain and maintain a license and certification to operate an Adult Foster Care Home Certified by the State of Michigan to provide Specialized Residential Care for each home.

b. Provide properly credentialed staff sufficient to run the home and implement each individual resident’s Person-Centered Plan of Service (PCP).

c. Maintain a Treatment Model milieu in the home. d. Provide any transportation required by residents of the home for treatment purposes which

occur in the geographic area and is not reasonably provided by other sources/funding. The Contractor agrees the agency has no obligation for transportation costs not prior authorized by CMH.

e. Maintain on premises complete and current resident records and any other records required to document the delivery of each resident’s PCP including personal care services. All records required of the Contractor by CMH in the performance of this contract shall be maintained for seven (7) years.

f. Participate with CMH in a Person-Centered Planning process in accordance with Michigan Department of Health and Human Services (MDHHS) or CMH technical requirements.

3. Personnel – With respect to personnel, the Contractor agrees:

a. To provide a minimum of one (1) – three (3) staff-to-client ratio, awake staff, twenty-four (24) hours a day, seven (7) days a week, and a full time (forty hours a week) Home Supervisor for each home.

b. To provide a sufficient number of qualified staff trained in Gentle Teaching, Positive Behavioral Support, and Relationship Building in the home at all times to fully implement the residents’ Plans of Service.

c. The Contractor rather than CMH is the sole employer and the sole supervisory authority of the staff that the Contractor employs in furtherance of the terms of this contract. Their agents and staff employed in furtherance of this contract shall meet all applicable licensure and/or certification rules and standards. All staff who work independently with the residents shall be fully qualified to do so.

5. Standards – The following is a list of standards that will be required of the Contractor upon

award, but not limited to:

A. Michigan Mental Health Code: Act 258 of 1974 with all subsequent amendments, established to codify, revise, consolidate and classify the laws relating to mental health; to prescribe the powers and duties of certain State and local agencies and officials and certain private agencies and individuals; to regulate certain agencies and facilities providing mental health services; to provide for certain charges and fees; to establish civil admission procedures for individuals with mental illness or developmental disability; to establish guardianship procedures for individuals with developmental disabilities; to establish procedures regarding individuals with mental illness or developmental disability who are in the criminal justice system; to provide for penalties and remedies; to repeal acts and parts of acts.

B. Person-Centered Planning: The Michigan Mental Health Code establishes the right

for all individuals to have their Individual Plan of Service developed through a person-centered planning process regardless of age, disability, or residential setting. In essence, this means that the individual will direct the treatment planning process with an emphasis on their expressed needs and desires. Professionally trained staff will facilitate the planning and delivery of mental health treatment and supports.


C. Recipient Rights: Based upon the public mental health’s obligation, under the Michigan Mental Health Code, is the assurance that an individual’s rights and responsibilities, as a citizen of the United States, the State of Michigan, and as a consumer of public mental health services, are protected and supported.

D. Cultural Competency: It is the policy of the CMH Board that all providers, whether

facility, program, or individual shall assure that its network will create and maintain a secure delivery system which has assessed the special and cultural needs and preferences of its consumers.

E. Level of Care Guidelines: The Michigan Department Health and Human Services

(MDHHS) Service Selection Guidelines (SSGs) and Medical Necessity Criteria provide utilization management criteria for inpatient and partial hospitalization services. These guidelines are a framework for the determination of what conditions are appropriate for which service, at what level of intensity, and for what duration.

F. Health and Safety: It is the policy of the CMH Board that all providers shall provide a

safe, accessible, supportive, effective, and efficient environment for individuals served, staff members, and others in the organization.

G. Quality Improvement Guidelines: The vendor shall have a fully operational quality

improvement system in place, a description of which will be submitted with the RFP.

Evaluation Criteria

All proposals received will be evaluated on, but not limited to, the following criteria:

1. Cost – the per diem/total budgeted costs estimated by the Bidder.

2. Experience – The Bidder’s history of working with the target population and providing the

services requested.

3. Expertise – The education, experience, and qualifications of the Bidder’s staff being proposed to deliver the services requested.

4. Understanding of, and ability to deliver the services requested – The completeness of the Bidder’s submission including the demonstration of their understanding of and their ability to deliver the services requested.

5. Accreditation and Quality Management– Documentation of the Bidder’s accreditation

(including length of accreditation and any corrective actions required) for the type of service requested; Recipient Rights records, consumer satisfaction surveys and other indicators of the quality of services.

SPECIALIZED RESIDENTIAL REQUEST FOR PROPOSAL SUBMISSION REQUIREMENTS


Specialized/Residential Services Request for Proposal (RFP) submission requirements – prospective providers responses should follow the outline below (Current Providers under contract with Newaygo County Mental Health who have previously submitted any of the requested information as part of their annual network reapplication may note “already on file” for the item in their response in lieu of resubmitting the specific information requested.):

A. RATE

1. Estimated per diem cost/total annual budget for all beds in each home (the per diem cost should be broken out, if possible, by Personal Care, Community Living Supports, and Room and Board rates).

2. Vehicle/insurance is provided by the CMH. Budget should reflect fuel/maintenance. 3. Utility/rent costs should be calculated using the attached proposed budget costs. 4. Complete formula used to determine the per diem/annual budget proposal. 5. Proposed annual budget for the home. 6. Narrative of the budget being submitted.

B. VENDOR DESCRIPTION 1. Formal name and address of organization.

2. Transmittal letter signed by the individual capable of binding the organization to the terms of the proposal. Letter must state the vendor’s understanding of the work to be done, commitment to perform the work in the specified time, and a statement that the proposal is a firm commitment to begin services on or before a certain date.

3. Copy of last Accreditation report including any plans of correction. 4. Incorporation status (i.e., 501C3, L.L.C., etc.). 5. Disclosure of any potential conflicts of interest. 6. Disclosure of any exclusion, debarment, malpractice or other lawsuit or action filed

against the organization or any of its managers, administrators or other persons with an ownership or controlling interest in the organization for the last five (5) years.

7. Proof of insurance(s) (professional, general, and vehicle liability and worker’s compensation).

8. List of last five (5) years of substantiated Recipient Rights claims and corrective action taken.

9. Copies of policies of Recipient Rights, Health and Safety, Cultural Competency, Person Centered Planning, and Appeals and Grievance Process.

10. A description of your management information system. 11. A description of your compliance with HIPAA and Corporate Compliance regulations.

C. DEMONSTRATED COMPETENCE

1. Current programs being run by the Contractor. 2. Experience providing similar types of programs or services as those proposed. 3. Experience with the identified target population. 4. Experience developing and sustaining collaborative relationships with other relevant

entities. 5. Experience in developing and implementing meaningful and creative community

inclusion activities with residents. 6. Experience providing Behavioral Treatment Supports to individual residents. 7. Ability to meet needs of special populations (i.e., Substance Abuse, MI/IDD, etc.). 8. A listing of unsuccessful placements in your program(s), and how you dealt with them.

9. Ability to provide enhanced staffing in the homes (with short notice) on demand.


10. Provide a minimum of three (3) of professional references, preferably other CMHSP’s with whom a current or recent contract is/was held.

D. ORGANIZATION AND MANAGEMENT 1. Organizational chart or administrative structure (proposed or current).

2. Key administrative staff to be involved in the proposed program/service with resume(s). 3. Experience providing services under a “net cost” contract.

E. PROGRAM DESCRIPTION 1. Program/services to be provided in each home.

2. A list of proposed staff with resumes. 3. A description of Contractor’s admission policies, i.e., does the Contractor have any

admission limitations or exclusions. 4. A description of how the Contractor will provide transportation to residents in the home.

(Vehicle is provided by CMH – Contractor pays for maintenance/fuel) 5. A description of how the Contractor will ensure the rights of recipients will be assured. 6. A description of how Contractor will ensure staff competency, supervision, and training. 7. A description of how Contractor will collect, maintain, and secure clinical and other

records related to this contract. 8. A description of how Contractor will promote Community Integration. 9. A description of how Contractor will assess and promote the residents quality of life in

the homes. F. PROPOSED STAFFING PATTERNS

1. Proposed staffing schedule for each home, including staff-to-client ratio in the home throughout the day for a typical week.

2. Staff qualifications: a. Education. b. Experience. c. Certification/licensure. 3. Credentialing/privileging process. 4. Method to recruit and maintain staff. 5. General responsibilities for each position. 6. Current and proposed staff orientation, training and development, and plan.

7. Personnel policies related to hiring, i.e., criminal background and drivers license checks.

8. Performance appraisal process. G. DESCRIBE HOW VENDOR UTILIZES COMMUNITY INVOLVEMENT AND CONSUMER

INPUT/PARTICIPATION IN: 1. Policy development. 2. Development and planning. 3. Routine decision-making. 4. Day to day operation of the home. H. PERFORMANCE INDICATORS


1. Describe tools used/or plan to be used to measure quality inputs, outputs, and

outcomes by the Contractor. 2. Summarize the results of data collected for the past five (5) years if available. 3. Describe the tools used or planned to be used to measure consumer services and

satisfaction by the Contractor. 4. Summarize the results of data collected regarding consumer satisfaction for the past

five (5) years if available. I. FINANCIAL INFORMATION

1. Provide copies of the last one (1) to three (3) years of financial statements/audits; or (for individual small providers) a copy of the organization’s most recently filed Form 990 tax form and a copy of the most recent State financial solvency report, if available.

J. PROPOSED TIMELINE Include a proposed timeline and narrative that describes how the bidder will obtain, license,

staff, and open the homes. K. OTHER

Include any additional information about the organization that speaks to its effectiveness and efficiency in providing this program/services and any further planning issues. Five copies of each proposal must be submitted in a sealed envelope. Proposals will be accepted until 4:00 p.m. Friday, August 7, 2015. The following should be noted on the outside of the envelope:

CONFIDENTIAL

Waiver Home Proposal

Newaygo County Mental Health Attention: Christi Tank

1049 E. Newell, PO Box 867 White Cloud, Michigan 49349

Interviews will take place August 10, 2015 through August 21, 2015.

Reference checking will take place August 24, 2015 through August 28, 2015.

Award of Contract

It is the intent of Newaygo CMH to enter into a contract with a provider(s) that will emphasize administrative efficiencies, and possess the capacity, infrastructure and organizational competence to perform required functions necessary under this proposal. Award recommendations are contingent upon an initial evaluation of the organizations qualifications to determine if the bidder is a quality service provider. The bidder’s policies and procedures may be evaluated to determine the quality of the services to be provided.


There are three types of evaluation to determine if a bidder meets quality standards. The first is an evaluation of the written response to the RFP. The second involves interviewing bidder’s staff. The third involves interviews with the bidder’s customers, organizations or consumers. The process of evaluation of each bidder’s proposal will involve random sampling of the satisfactions enjoyed by the bidder’s current and previous customers. Customers include direct recipients of service, and payors. The prospective bidder must provide unimpeded access to customers, although no compromise of anyone’s rights to confidentiality is to be inferred. In addition to access to customers, the evaluation process must be assured of unimpeded access to employees of the bidder (current and former), regulators, and other stakeholders. All bidders who meet the quality standards will then be evaluated to determine the lowest bid. Newaygo CMH reserves the right to award contract(s) to bidders whose rates or total cost are within reason of the lowest bidder. This decision would be based on enhanced quality of specialty services. It is anticipated that contracts will be awarded on or before September 1, 2015.


HOME BUDGET FISCAL YEAR 2015-16 REX STREET

PROPOSED UTILITY COSTS

SCHEDULE C: ANNUAL notes

UTILITIES

Telephone $315

Electricity $4,350

Heat $2,600

Water/Sewer $1,075

Septic $0

Sanitation $500

Other Utility $2,300

SUBTOTAL: $11,140

INSURANCE

CONSUMABLES

Food/Food Stps.

Household

Clothing

Medical/RX

Household Equip

SUBTOTAL:

TRANSPORTATION

Lease/license /misc

Fuel/Milage/Misc.

Maintenance

SUBTOTAL:

ACTIVITY MAT'LS

ROUTINE MAINT.

TOTAL C: $11,140

LEASE: $9,000

ADMINISTRATION

TOTAL EXPENSES: #REF!


ANNUAL

SSI

FS

CMH

Proposed funding


HOME BUDGET FISCAL YEAR 2015 - 16 MORGAN

ESTIMATED COSTS FOR UTILITIES


UTILITIES

Telephone $1,000

Electricity $3,800

Heat $2,600

Water/Sewer $3,000

Septic $0

Sanitation $1,650

Other Utility $1,550

SUBTOTAL: $13,600

INSURANCE

CONSUMABLES

Food/Food Stps.

Household

Clothing

Medical/RX

Household Equip

SUBTOTAL:

TRANSPORTATION

Lease/license /misc

Fuel/Milage/Misc.

Maintenance

SUBTOTAL:

ACTIVITY MAT'LS

ROUTINE MAINT.

TOTAL C: $13,600

LEASE: $18,250

ADMINISTRATION

TOTAL EXPENSES:


ANNUAL

SSI

FS

CMH

Proposed funding $0


HOME BUDGET FISCAL YEAR 2015-16 COUNTRYSIDE

PROPOSED ANNUAL UTILITY COSTS


UTILITIES

Telephone $1,250

Electricity $4,350

Heat $5,000

Water/Sewer $325

Septic $2,350

Sanitation $350

Other Utility $550

SUBTOTAL: $14,175

INSURANCE

CONSUMABLES

Food/Food Stps.

Household

Clothing

Medical/RX

Household Equip

SUBTOTAL:

TRANSPORTATION

Lease/license /misc

Fuel/Milage/Misc.

Maintenance

SUBTOTAL:

ACTIVITY MAT'LS

ROUTINE MAINT.

TOTAL C: $14,175

LEASE: $21,600

ADMINISTRATION

TOTAL EXPENSES:


ANNUAL MONTHLY

SSI

FS

CMH

Proposed funding $0 $0

Specialized Residential Services - newaygocmh.org · Provide qualified and credentialed staff...

Documents

Transcript of Specialized Residential Services - newaygocmh.org · Provide qualified and credentialed staff...