RFP #1819.07

COUNTY OF VENTURA

HUMAN SERVICES AGENCY

Presents a Request for Proposals

for

VETERANS PHOENIX PROGRAM: MENTAL HEALTH SERVICES

(RFP #1819.07) RELEASE DATE: June 5, 2019

DUE DATE: June 28, 2019, 5:00 p.m. BIDDERS CONFERENCE*: June 12, 2019, 3:30 – 5:00 p.m.

Human Services Agency, Cottonwood Room 855 Partridge Drive Ventura, CA 93003 *RSVP requested

REVISION DATE: June 18, 2019 (Revisions shown in red)

RFP #1819.07

TABLE OF CONTENTS SECTION I: PROGRAM INFORMATION

Section Item Page

A Introduction/Background 1

B Program Overview 1

C Revenue Source 2

D Rate of Reimbursement 3

E Period of Service 3

F Scope of Work 3

G Performance Outcomes 3

H Bidders Conference/Technical Assistance 4

I Award Process Timetable 4

SECTION II: RFP GUIDELINES

Section Item Page

A Responsive Bidder 5

B Acceptance of Proposal Content 5

C Rejection of Proposals 5

D Evaluation and Selection Process 5

E Protest Rights 6

F Award and Commencement of Work 6

G Limitations 7

H Method of Payment 7

I Prohibition of Collusion 7

J Proposals Property of County 7

K Addenda and Supplement to RFP 8

L Additional Requirements 8

SECTION III: SUBMISSION PACKAGE

Item Page

Application Instructions 10

Attachment 1 – Executive Summary 11

Attachment 2 – Narrative Section 12

Attachment 3 – Program Budget 13

Attachment 4- Financial Audit 13

Attachment 5- Other Attachments 13

Attachment 6- References 13

Application Checklist 13

EXHIBITS

Item Page

Exhibit 1: Hourly Rate Budget Template 14

Exhibit 2: County of Ventura Standard Contract (General Services Agency) 15

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SECTION I – PROGRAM INFORMATION

The County of Ventura-Human Services Agency (HSA) Adult & Family Services (AFS) is releasing this competitive solicitation to secure one vendor contractor to provide mental health and substance abuse services to local veterans involved in Veterans Court who are not eligible for U.S. Department of Veterans Affairs (VA) services. Respondents to this RFP will compete for a purchase order contract by complying with the requirements contained herein. The County intends to award one contract under this RFP. A. INTRODUCTION/BACKGROUND

The County of Ventura is seeking bidders to provide mental health and substance abuse services in an efficient and cost-effective manner. Services will be directed to veterans not eligible for US Department of Veterans Affairs (VA) services and who are involved in the Ventura County Superior Court’s Veterans Court. Ventura County, located along the coast of southern California just north of Los Angeles is home to about 42,383 veterans and about 10,000 active-duty military personnel (Navy Base Ventura County), National Guard, Air National Guard (146 Air Wing, Channel Islands ANG station), and Reserves (Navy Operational Support Center – Ventura County). In November 2011, Ventura County Superior Court in coordination with the Department of Veterans Affairs (VA), and the County of Ventura Offices of the District Attorney, Public Defender, and Probation Agency, established the Veterans Court. The goal of the Veterans Court is to provide needed services to those U.S. Military Veterans who are justice involved and who would otherwise be sentenced to county jail or state prison and who committed a criminal offense as a result of post-traumatic stress disorder, traumatic brain injury, substance abuse, or psychological problem stemming from military service. This innovative and collaborative court model connects veterans to treatment and services, that includes mental health care, drug and alcohol treatment, disability compensation, health care and local resources. Since its inception, the Veterans Court has helped over 800 veterans. The program has been an outstanding success with an extremely low 6% recidivism rate especially in comparison to that of other courts who average a 50% recidivism rate. This is largely due to the dedication of the Veterans Court Team, their management and support structure, the treatment programs made available to the veterans and how responsive and engaged the veterans have been in accomplishing their treatment programs. Over 150 veterans are typically involved in Veterans Court annually, with an estimated 35% on probation, another 35% on diversion, and the remainder in the screening process. Of those screened, 15% are ineligible for VA services that include substance abuse and mental health treatment and diagnosis. These veterans are the target beneficiaries of the proposed Ventura County Veterans Phoenix Program. Target participants are those ineligible for VA services such as veterans with less than an honorable discharge, those not meeting minimum active duty service requirements, non-combat veterans who do not have a VA disability compensation rating and/or are over income, members of the National Guard and Reserves who have not been called to active duty on a Federal Executive Order, and any other veteran deemed ineligible. B. PROGRAM OVERVIEW The Ventura County Veterans Phoenix Program (VCVPP) proposes to address the lack of access to mental health and substance abuse resources for 25 veterans who are justice involved or Vet Court involved and not eligible for VA services. The program would provide each veteran with

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mental health and substance abuse support services. The program will also connect veterans with other resources and services necessary to meet court, probation, and treatment team requirements and lead a healthier and more productive lives. The Ventura County Veterans Phoenix Program is a new program funded through the Proposition 63 grant from the California Department of Veterans Affairs (CalVet). The Phoenix Program will be administered by the Veterans Services Office (VSO), in the AFS division of HSA, in partnership with the Public Defender’s Office (PD). Direct client services will be provided by a purchase order contract through the County’s General Services Agency following the County’s procurement policies. The preferred contractor must have expertise in providing direct individual, family counseling services and wrap around supportive services. The preferred contractor will have experience working with veterans and an understanding of local resources available to help veterans receive mental health and substance abuse treatment. The contracted agency will be expected to monitor client progress and report to administration and/or the Vets Court Team whenever the updates are requested. All information and client data will be entered in a safe and secure data system operated by the contractor. The contractor staff should have experience working with military-related Post Traumatic Stress Disorder (PTSD) and other mental health related training to provide targeted care and treatment. If the contractor staff do not have such experience they must obtain training. The successful contractor must:

• Be an organizational applicant (non-profit organization, registered business or governmental entity).

• Possess, or assign staff who possess, a license to practice Therapy, Social Work or Counseling (ex. LMFT, LCSW, etc.)

• Have demonstrated the ability to directly support clients

• Use the trauma informed approach as best practice within substance abuse and mental health services

• Plan, implement and monitor client progress and treatment

• Collaborate with community-based service providers

• Enhance the access to mental and physical healthcare by providing direct clinical support or referrals

• Work collaboratively with a “non-treatment” program/team The County seeks to further develop and strengthen the leveraging of the community continuum of services that veterans, especially those who are justice involved. Contractors must likewise be able to meet the service requirements for the program and have broad-based community support, and demonstrated effectiveness and experience in mental health/substance abuse treatment, ideally, in military-related PTSD treatment. C. REVENUE SOURCE

We currently estimate that a maximum of $97,500 will be available at this time to provide services under this procurement. The funding source is a CalVet 2019/2020 Proposition 63 Grant Program, and final contract approval is contingent upon receipt of CalVet funding contract. The source of the CalVet grant is Mental Health Services Act (MHSA, aka. Proposition 63). The purpose of the MHSA program is to expand and enhance the county mental health services for veterans, including treatment and other related recovery programs, in California communities where they reside, or return to after military service. CalVet must ensure all funds provided to our

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Department through the MHSA are expended in an effective manner, and ensure the services provided are in accordance with recommended best practices in order to reduce the long-term, adverse impact of an untreated, serious mental illness.

D. RATE OF REIMBURSEMENT The contractor should provide their fee structure (proposed hourly rate of service) and associated administrative fees (if any) as part of their application. The maximum contract value is up to $97,500. E. PERIOD OF SERVICE The purchase order contract is expected to be awarded in July 2019, with a base performance period of July 1, 2019 through June 30, 2020. The contract(s) may be renewed for additional option years in 12-month increments upon continued CalVet funding, with budgets and service levels to be mutually determined on an annual basis. Should the contract be renewed for subsequent option years, the County reserves the right to contract with the selected contractor for this service without the need for further competitive procurement for up to five years, subject to HSA and General Services Agency approvals, the availability of sufficient funds and satisfactory performance by the contractor. F. SCOPE OF WORK The Veterans Phoenix Program Mental Health Services Provider will:

• Serve an average of 25 veteran participants who are justice or Veterans Court-involved, as referred by the VSO in an open entry, open exist referral process

• Provide a thorough assessment of veteran needs

• Monitor and evaluate service plan and treatment progress

• Link participants to local veteran’s resources including mental health and substance abuse treatment

• Collaborate with the Vet Court Team to discuss treatment plans, progress and updates

• Provide support and education to veterans on treatment process and expectations

• Provide short-term psychotherapy to veterans when appropriate

• Provide consultation to the Vet Court Team regarding substance abuse and mental health issues

G. PERFORMANCE OUTCOMES The successful bidder must have the ability to maintain accurate and current data and report on client status and progress to the VSO monthly. Such data may include quantitative and qualitative information regarding program participation, service provision and how those services relate to the veteran’s planned goals and outcomes. Bidders will assess veteran functioning and monitor their progress. Bidders shall describe their technological capacity to collect and report appropriate data on each veteran served. Bidders shall include in their proposal a description of performance outcome measures that address anticipated outcomes in the following areas:

• Number of VCVPP eligible veterans

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• Number of VCVPP eligible veterans linked to services

• Number of VCVPP veterans receiving services

• Number of VCVPP veterans refused services

• Number of VCVPP veterans completing program H. BIDDERS CONFERENCE/TECHNICAL ASSISTANCE A Bidders’ Conference to answer questions about the RFP, the application process, program specifications, and contract requirements will be held from 3:30 – 5:00 p.m. on June 12, 2019 at Human Services Agency Offices at 855 Partridge Drive, Ventura, CA 93003. Please RSVP attendance to Bidder’s Conference via e-mail to Holly.Shaw@ventura.org, with your name, agency name and number attending. If, as a result of the Bidders’ Conference, there are any significant interpretations, direction, or revisions to the RFP, such changes will be posted to the HSA web page along with the questions and answers from the Bidder’s conference. Attendance at the Bidder’s Conference is optional, but strongly recommended. All inquiries regarding this RFP must be submitted in writing no later than 5 p.m. on June 14, 2019 to allow sufficient time for preparing responses. Submit questions to Tina Knight, HSA Contracts & Grants Manager at the address specified above, by e-mail at tina.knight@ventura.org or by fax at (805) 477-5490. I. AWARD PROCESS TIMETABLE

Activity Date Bidders’ Conference* June 12, 2019, 3:30 – 5:00 a.m. Last Date to Submit Questions June 14, 2019, 5:00 p.m. Proposal Submission Deadline* June 28, 2019, 5:00 p.m. Notification to Selected Contractors July 2019 Purchase Order (PO) Approval by the General Services Agency (tentative)

July 2019

Contract Start Date August 1, 2019 * Human Services Agency, Administrative Offices, 855 Partridge Dr., Ventura, CA 93003

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SECTION II – RFP GUIDELINES

A. RESPONSIVE BIDDER A "responsive bidder" means one whose bid or proposal substantially complies with all requirements of the RFP and shows evidence that the bidder will adhere to all required State and County regulations, insurance requirements, contract conditions and reporting requirements governing the proposed activity. Any proposal may be declared non-responsive if it fails to conform to the technical submission requirements of the RFP listed in Section III. The bidder agrees to provide the County with responses to questions or provide additional information the County determines as necessary for an accurate determination of the prospective contractor's qualifications to perform services. B. ACCEPTANCE OF PROPOSAL CONTENT The contents of a successful proposal will become contractual obligations if procurement action ensues. Failure of a successful bidder to accept these obligations in a contractual agreement may result in cancellation of the award. The County of Ventura reserves the right to negotiate additional provisions to those stipulated in the proposal, recommend and/or award in amount(s) more or less than stated in the RFP and negotiate a reduction or increase in service levels commensurate with funding availability. The successful bidder must have the ability to negotiate the terms of the contract agreement with the County within thirty days following selection. Final Purchase Order contract approvals will be managed through the County of Ventura General Services Agency.

C. REJECTION OF PROPOSALS Failure to furnish all information requested in this RFP, or to follow the proposal format requested, may disqualify the proposal. Any exceptions to the Scope of Services required by this RFP must be justified in the proposal. The County reserves the sole and exclusive right to reject any or all proposals received in response to this RFP, or to cancel this RFP, in whole or in part, with or without cause, if it is in the best interest of the County to do so. A bidder’s submitted proposal may be withdrawn by written request prior to the proposal submission deadline. D. EVALUATION AND SELECTION PROCESS All proposals will be subject to a standard review process. County staff will conduct an initial review of all proposals received to determine if they are complete, in the required format and comply with all requirements of this RFP. Failure to meet all of these requirements may result in a rejected proposal.

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Each proposal that passes the initial review will be evaluated and scored by a selection panel. The selection panel will review and score each proposal on the basis of a 100- point scale, using the assigned weights listed below.

Evaluation Criteria Point Value Administrative Capability 15 Program Design/Scope of Services 35 Performance Measures and Program Outcomes

20

Qualifications of Staff and Staffing Plan 20 Fiscal Responsibility and Budget 10 Total 100 Points

Narrative responses to each of the sections and the completed budget forms will be reviewed to determine compliance with the requested information and the feasibility and reasonableness of proposed program design, cost, and expected outcomes. Each evaluation criterion is described in full in Section III-Submission Package, Narrative section. It is County of Ventura policy that evaluators will not solicit or receive any communication from any potential contractor regarding any proposal under consideration.

E. PROTEST RIGHTS Upon written request, any unsuccessful bidder is entitled to an explanation as to why its proposal may have been irregular and/or the basis for the award of the contract to the successful bidder. Protests shall be in writing and received within ten (10) calendar days following the announcement of an intent to award contract. It is the bidder’s responsibility to ensure receipt by County at the designated address. A postmark will NOT be accepted as meeting the deadline requirements. No extensions may be provided to this protest provision. Protests shall be addressed to:

Tina Knight, Contracts & Grants Manager County of Ventura

Human Services Agency 855 Partridge Dr.

Ventura, CA 93003 Tina.Knight@ventura.org

The protest shall state the reason for the protest, citing the law, rule, regulation, or practice on which the protest is based. A written response will generally be sent to the protester within ten (10) business days after receipt of the written protest. Prior to the award of a contract, if any bidder files protest against the awarding of the contract, the contract may not be awarded until either the protest has been withdrawn or HSA has decided the matter. F. AWARD AND COMMENCEMENT OF WORK Recommendation for award is contingent upon successful negotiation of the contract and resolution of any protests. The successful bidder shall be required to sign the negotiated contract, which will be in the form and content as approved by County.

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The final authority to award a contract rests solely with the County of Ventura. The successful bidder shall not be allowed to begin work under any negotiated contract until such time as the contract has been approved by the County of Ventura. The successful bidder must agree to all terms, insurance coverage provisions, and conditions of the contract with HSA. If only one proposal is received and it is deemed that such proposal meets requirements for funding, County reserves the option to award such entity a contract on a sole-source basis. In the event no proposals are received, or proposals received do not meet requirements for funding under this RFP, County reserves the right to be the contractor of last resort, or to designate another qualified entity to operate the program on a sole-source basis. G. LIMITATIONS The County of Ventura does not pay for any costs incurred in the preparation of a proposal or to procure or contract for services or supplies in advance of the contract term start date. The County reserves the sole and exclusive right to accept or reject any or all proposals received as a result of this RFP, to negotiate with all qualified sources, or to cancel in part or in its entirety this RFP, with or without cause, or to issue a new RFP, if it is in the interest of the County to do so. A bidder may be required to enter into negotiations and to submit any price, technical or other revisions of the proposal as may result from negotiations.

H. METHOD OF PAYMENT A cost reimbursement vendor purchase order contract will be developed. The contractor will be reimbursed monthly in arrears for approved and allowable contract costs incurred and paid in accordance with a detailed line item budget approved by the County. The County may choose to negotiate other contract payment methods. Applicants must have the ability to maintain sufficient cash flow (i.e. lines of credit, cash reserve on hand) to meet ongoing financial obligations of program operation, pending reimbursement monthly from the County, in arrears net 30 days, of approved and allowable claims for services rendered. No cash advances are provided.

I. PROHIBITION OF COLLUSION Respondents to this Request for Proposals shall not engage in any actions, conversations or agreements with other parties that would be considered in restraint of free and open competition. Such activities that are intended to limit open competition by deceiving, misleading, or attempting to otherwise divide the market for the services being requested through this RFP are prohibited. If collusion is determined, it may be grounds for disqualification from the competitive process. J. PROPOSALS PROPERTY OF COUNTY All proposals become the property of the County of Ventura upon opening and shall not be returned to the bidder. All materials received relative to this RFP will be kept confidential, until such time an award is made, or the RFP is canceled, at which time all materials received will be made available to the public. Proposals received will be subject to Government Code §6250, the Public Information Act. Offerors should mark information they consider proprietary or confidential in the event it is exempt from the requirements of the Act.

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K. ADDENDA AND SUPPLEMENT TO RFP If revisions or additional information to this RFP become necessary, HSA will provide addenda or supplements to bidders, as needed.

L. ADDITIONAL REQUIREMENTS 1. The selected contractor(s) shall operate the project continuously throughout the term of the contract with HSA. Personnel shall be qualified in accordance with the applicable requirements of the agreement and any future amendments thereto. 2. All bidders responding to this RFP are specifically prohibited from soliciting letters of support from HSA staff. Bidders are hereby notified that HSA maintains a policy that prohibits its employees from providing letters of support, recommendations or advocacy for an outside agency, firm, or individual engaged in a competitive procurement process managed by HSA. 3. The County shall have the right to review the work being performed by the Contractor(s) at any time during the Contractor’s usual working hours. 4. If a bidder is recommended for contract award under this RFP, they shall be required to certify and provide certain documents as identified below prior to contract award. Signed copies of each of the following forms:

• Drug Free Workplace certification pursuant to 20 CFR Section 667.200(d)

• Debarment and Suspension pursuant to regulations implementing Executive Order 12549

• Certification Regarding Prohibition on Lobbying using federal funds. 5. The recommended bidder will need to submit evidence of the following insurance requirements effective on or before start of the contract:

A. Commercial General Liability "occurrence" coverage, naming the County of

Ventura as additionally insured, in the minimum amount of $1,000,000 combined single limit (CSL) bodily injury & property damage each occurrence and $2,000,000 aggregate, including personal injury, broad form property damage, products/completed operations, broad form blanket contractual and $50,000 fire legal liability.

B. Commercial Automobile Liability coverage in the minimum amount of $1,000,000

CSL bodily injury & property damage, including owned, non-owned, and hired automobiles. Also to include Uninsured/Underinsured Motorists coverage in the minimum amount of $100,000 when there are owned vehicles. Contractor must have on file evidence of auto insurance in the minimum amount of $100,000 CSL bodily injury & property damage for all employees and volunteers associated with the contract.

C. Workers' Compensation coverage, including a Waiver of Subrogation in full

compliance with California statutory requirements, for all employees of Contractor and Employer's Liability in the minimum amount of $1,000,000.

D. Professional Liability coverage in the minimum amount of $500,000 each

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occurrence and $1,000,000 aggregate (if applicable). Additional information regarding insurance requirements can be found in the Human Services Agency Contracts Manual. A copy of the Contracts Manual is available at www.vchsa.org on the Request for Proposals page. Click on the Partners & Providers link on the navigation menu; then click on the Request for Proposals link for RFP-related items.

6. The recommended Contractor will be subject to the County of Ventura Living Wage Ordinance. The Ordinance requires the payment of a living wage and accompanying paid time off to all covered employees engaged in providing services pursuant to a service contract as defined in Sec. 4952(f) of the County’s Living Wage Ordinance. 7. Misrepresentation during the procurement or contracting process in order to secure the contract will disqualify a bidder or contractor from further consideration in the procurement or contracting process. Failure to comply with contract requirements once a contract has been awarded will constitute a material breach of the contract and may result in the suspension or termination of the affected contract and debarment from future County contracting opportunities for a period not to exceed three years. Other penalties may also apply. 8. As applicable, the successful bidder shall also submit to the County prior to contract award the following documents:

• Most recent Audit

• Articles of Incorporation or business license

• Grievance procedures for participants

• Handicapped Access Survey 9. The RFP and the submitted proposal response will become part of the Contract. 10. Offerors may be invited to make oral presentations to County personnel. 11. Any Offeror who wishes to make modifications to a proposal already received by County must withdraw their proposal in order to make the modifications and must resubmit the full proposal package to the County. Modifications must be signed by the Offeror’s authorized representative, and must conform to the terms and conditions of this solicitation. It is the responsibility of Offeror to ensure that modified proposals are resubmitted before the Submittal Deadline. Offerors may withdraw their proposals, at any time prior to the due date and time, by submitting notification of withdrawal signed by Offeror’s authorized agent. Proposals cannot be changed or modified after the proposal deadline has passed.

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SECTION III – SUBMISSION PACKAGE

APPLICATION INSTRUCTIONS Applications submitted in response to this RFP must include the items and be in the order as listed below. All of the items combined comprise your completed Application pursuant to this RFP. 1. Executive Summary: Please complete as indicated. 2. Narrative Section: Please provide a response to the narrative section that fully addresses each of the evaluation criteria listed. The narrative must be typed using 12 point font, 8½” x 11” white paper with each page clearly and consecutively numbered. Limit narrative section to 15 pages. 3. Hourly Rate Budget: Please provide your hourly rate, with details on cost composition. The budget template included in this RFP can be downloaded in Excel at

https://www.ventura.org/human-services-agency/requests-for-proposal-rfps-and-related-

solicitation-documents/). The hourly rate should be reasonable and accurate and provide a clear

and concise description of your costs making up the hourly rate. Applicants may provide supplemental information to further clarify their budget, as needed. 4. Financial Audit: Please submit one copy of your most recent financial audit prepared in accordance with the applicable requirements of your fund source(s). For example, compliance with the Single Audit Act and 2 CFR 200 may be for entities receiving over $750,000 in federal funds. If an audit has not been completed for the most recent fiscal year, you may submit your prior year’s audit and current IRS tax return (form 990). The audit will be reviewed to determine applicant’s financial position, compliance with regulatory requirements and documentation of solvency. If within the last three years there has been an audit exception, disallowed cost and/or questioned costs for the performance of any government (i.e., Federal, State, County) contract or grant, applicant must provide an explanation along with the audit. 5. Other Attachments, as applicable (optional): Please include only supplemental information that will provide further information about the proposal or your firm’s qualifications, as applicable (e.g. position descriptions, resumes, sample assessment tools, etc.). 6. References: Please provide three references who can speak to your organization’s capability to carry out the scope of work included in the contract and your ability to manage government contracts. Please include name, title, organization, phone number, and email address. It is the responsibility of the bidder to ensure the proposal is submitted by the time and date and to the location as specified. Postmarks will not be accepted in lieu of this requirement. Therefore, use of the U.S. Mail is at the bidder’s own risk. Proposals submitted to any other office or after the deadline will not be accepted. To be considered for funding, all proposals submitted in response to this RFP must be received no later than 5:00 p.m. on June 28 2019, with one (1) complete application package with original signature and nine (9) copies excluding audit documents, either delivered in person or mailed to:

Tina Knight, Contracts & Grants Manager Human Services Agency

855 Partridge Drive, Ventura, CA 93003

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Attachment 1 - EXECUTIVE SUMMARY 1. Bidders Legal Name

Firm Name

Address

Telephone

E-mail Address

2. Program Name: 3. Funding Requested: $

4. Briefly summarize your approach to the scope of work requested (700 character max):

5. Chief Executive Contact

Name of Chief Executive

Title

Telephone email:

6. Primary Application Contact

Name of Primary Contact

Title

Telephone

7. Legal Status Information

Federal Employer Identification Number (EIN)

DUNS # (if applicable)

California Tax I.D. No.

An unsigned proposal will be rejected

I certify that the information provided in this proposal is true and correct to the best of my knowledge and that I have been duly authorized by applicants’ governing body or other authority to file this proposal. This proposal is submitted as firm and fixed offer valid for 120 days of the submission date. Signature: Date: Printed Name and Title:

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Attachment 2 - NARRATIVE Please provide a written response to each section below. Your proposal will be reviewed and scored according to the following evaluation criteria. All proposals will be reviewed for demonstrated capacity to provide the services/activities sought through this solicitation. The narrative must be typed using 12 point font, 8½” x 11” white paper with each page consecutively numbered. Limit narrative section to 15 pages (2 pts deducted for each page over limit). 1. Administrative Capability (15 Points) Describe your agency’s experience, knowledge and ability to administer the project to ensure that the needs of the target population are met and the project objectives can be reached. Please note here your ability to abide by the County of Ventura Standard Contract attached as Exhibit 2 or note requested exceptions. Provide your plan for documenting hours of service to the County. 2. Program Design/Scope of Services (35 Points) Describe your proposed program design by addressing the Scope of Services as noted in Section I. E., above. Ensure that your narrative sufficiently addresses each of the following topics: purpose and scope of the program including the types of services and activities to be performed, staffing and ability provide culturally-competent and trauma-informed services to veterans. Please include your experience in providing mental health services to veterans, and describe in detail your experience working with military-related Post Traumatic Stress Disorder and substance abuse issues in veterans. Provide an overview of your understanding of Veterans Court the relationship between the mental health and substance abuse services you will provide and successful Veterans Court outcomes. An important requirement will be bidder’s ability to quickly respond to service requests and participant referrals. Identify and describe your process to ensure a timely, comprehensive feedback loop to notify the VSO of the status of referrals received and services provided to participants. Describe adequately serve the proposed 25 veterans annually. 3. Performance Measures and Program Outcomes (20 Points) Describe your capability to address each of the performance outcome measures identified in Section I.F. above. Describe the objective measures of success (outcomes) you plan to use to evaluate the program’s performance. Specify the monitoring, evaluation and quality assurance procedures you will use. Describe your data collection and reporting mechanisms, including any automated data collection and report systems to be utilized. 4. Qualifications of Staff and Staffing Plan (20 Points) Outline your staffing plan and qualifications of program staff. Please outline your staff’s ability to meet with clients in locations described in the RFP (Public Defender’s Office, other locations as needed by clients and legal counsel, etc.). Identify the number of counselors/employees allocated to the program and their respective duties, qualifications and ability to provide culturally competent trauma-informed services to veterans. Note: Job descriptions and resumes may be included in Other Attachments and do not count toward the narrative page limit. 5. Fiscal Responsibility and Budget (10 Points) Provide a budget narrative that outlines cost effectiveness and addresses your ability to maintain accountability for contract funds and carry out the scope of work within the proposed rate; outlines prior experience managing governmental contracts (including details on any previous failed procurements or cancelled contracts); justifies hourly rate and demonstrates that costs are reasonable and necessary; outlines any leverage or other resources (cash or in-kind services) to augment services; and your ability to adequately manage cash flow/financial resources to cover time for County reimbursement. Vendor financials are scores in this category. Total Points possible - 100

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Attachment 3 – HOURLY RATE BUDGET Complete the line item budget attached to this RFP. An electronic version of the budget is

available for downloading and use at https://www.ventura.org/human-services-agency/requests-

for-proposal-rfps-and-related-solicitation-documents/. Attachment 4 - FINANCIAL AUDIT Please attached one copy of your most recent audited financial statements prepared in accordance with the applicable requirements of your fund source(s). If an audit has not been completed for the most recent fiscal year, you may submit your prior year’s audit and current IRS tax return (form 990). These should be attached to the original proposal package. Attachment 5 - OTHER ATTACHMENTS Include only supplemental documents (resumes, job descriptions, letters of support, samples of assessment tools, etc.), as applicable to support your application. Attachment 6- REFERENCES Please provide three references who can speak to your organization’s capability to carry out the scope of work included in the contract and your ability to manage government contracts. Please include name, title, organization, phone number, and email address.

APPLICATION CHECKLIST

The following are required for a complete application package: One Original Master Packet includes:

□ Signed Executive Summary Cover Page- on required form □ Application Narrative □ Hourly Rate Budget □ Other Attachments (Optional) □ Audited Financial Statements □ References

Nine (9) Application Packet copies includes:

□ Signed Executive Summary Cover Page- on required form □ Application Narrative □ Hourly Rate Budget □ Other Attachments (Optional) □ Audited Financial Statements □ References

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EXHIBIT 1: HOURLY RATE BUDGET TEMPLATE

Program Year: 7/1/19-6/30/20 Program Activity: Veterans Phoenix Program Mental Health Services

From: July 1, 2019 To: June 30, 2020

Approx. Number of Veterans to be Served

Annually 25

Hourly Rate $0.00

Cumulative Number of Hours of Service

Proposed to Be Provided #DIV/0!

Proposed Contract Maximum -$

OBJECT CLASS CATEGORIES Narrative Detail of Cost Total1. Personnel (add rows as needed)

$0.00

$0.00

$0.00

2. Fringe Benefits $0.00

3. Travel $0.00

4. Equipment $0.00

5. Supplies $0.00

6. Other $0.00

TOTAL $0.00

Total Max Fixed Price Contract $97,500

Vendor:

Budget Summary- Fixed Price Cost Basis

County of Ventura

HOURLY RATE BASIS

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EXHIBIT 2: COUNTY OF VENTURA STANDARD CONTRACT

COUNTY OF VENTURA CONTRACT NUMBER # ______

C O N T R A C T

This Contract entered into this day of , 201__, by, and between, the County of

Ventura, a political subdivision of the State of California, hereinafter called "County"

and COMPANY, hereinafter called "Contractor."

W I T N E S S E T H

WHEREAS, pursuant to Section 3 item f of the County of Ventura Ordinance #4084, the

Purchasing Agent of the County has the authority to engage independent contractors

to perform services for the County, with or without the furnishing of material; and (if this

is a board-approved contract that exceeds $200,000, then remove this paragraph.)

WHEREAS, it is necessary and desirable that Contractor be engaged by County for the

purpose of performing services hereinafter described:

NOW, THEREFORE, IT IS HEREBY AGREED by the parties as follows:

1. SERVICES TO BE PERFORMED BY CONTRACTOR

In consideration of the payments hereinafter set forth, Contractor will perform

services for County in accordance with the terms, conditions and specifications

set forth herein and Exhibit A, attached hereto.

2. PAYMENTS

In consideration of the services rendered in accordance with all terms, conditions

and specifications set forth herein and in Exhibit A, County will make payment to

Contractor in the manner specified in Exhibit A.

3. INDEPENDENT CONTRACTOR

No relationship of employer and employee is created by this Contract, it being

understood that Contractor is an independent contractor, and neither Contractor

nor any of the persons performing services for Contractor pursuant to this Contract,

whether said person be member, partner, employee, subcontractor, or otherwise,

will have any claim under this Contract or otherwise against County for sick leave,

vacation pay, retirement benefits, social security, workers' compensation,

disability, unemployment insurance benefits, or employee benefits of any kind.

It is further understood and agreed by the parties hereto that, except as provided

in this Contract, Contractor in the performance of its obligation hereunder is

subject to the control or direction of County merely as to the result to be

accomplished by the services hereunder agreed to be rendered and performed

and not as to the means and methods for accomplishing the results.

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If, in the performance of this Contract, any third persons are employed by

Contractor, such persons will be entirely and exclusively under direction,

supervision and control of Contractor. All terms of employment, including hours,

wages, working conditions, discipline, hiring and discharging or any other terms of

employment or requirements of law, will be determined by Contractor, and

County will have no right or authority over such persons or the terms of such

employment, except as provided in this Contract.

The Contractor will comply with all of the provisions of the Worker’s Compensation

Insurance and Safety Acts of the State of California, the applicable provisions of

Division 4 and 5 of the California Labor Code and all amendments, thereto; and

all similar State and Federal acts or laws applicable; and will indemnify and hold

harmless the County from and against all claims, demands, payments, suits,

actions, proceedings and judgments of every nature and description, including

attorney’s fees and costs, presented, brought or recovered against the County,

for or on account of any liability under any of said Acts which may be incurred by

reasons of any work to be performed under this Contract.

4. NON-ASSIGNABILITY

Contractor will not assign this Contract or any portion thereof, to a third party

without the prior written consent of County, and any attempted assignment

without such prior written consent will be null and void and will be cause, at

County's sole and absolute discretion, for immediate termination of this Contract.

5. TERM

This Contract will be in effect from _______ , through________ subject to all the

terms and conditions set forth herein.

This Contract may, upon mutual agreement, be extended for up to two (2)

additional one (1) year periods. Delete if not applicable.

Time is of the essence in the performance of this contract.

Continuation of the Contract is subject to the appropriation of funds for such

purpose by the County’s Board of Supervisors. If funds to effect such continued

payment are not appropriated, County may terminate this project as thereby

affected and Contractor will relieve County of any further obligation therefor.

6. TERMINATION

The County Purchasing Agent may terminate this Contract at any time for any

reason by providing 10 days’ written notice to Contractor. In the event of

termination under this paragraph, Contractor will be paid for all work provided to

the date of termination, as long as such work meets the terms and conditions of

this Contract. On completion or termination of this Contract, County will be

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entitled to immediate possession of and Contractor will furnish on request, all

computations, plans, correspondence and other pertinent data gathered or

computed by Contractor for this particular Contract prior to any termination.

Contractor may retain copies of said original documents for Contractor's files.

Contractor hereby expressly waives any and all claims for damages or

compensation arising under this Contract except as set forth in this paragraph in

the event of such termination.

This right of termination belonging to the County of Ventura may be exercised

without prejudice to any other remedy which it may be entitled at law or under

this Contract.

7. DEFAULT

If Contractor defaults in the performance of any term or condition of this

Contract, Contractor must cure that default by a satisfactory performance within

10 days after service upon Contractor of written notice of the default. If

Contractor fails to cure the default within that time, then County may terminate

this Contract without further notice.

The foregoing requirement for written notice and opportunity to cure does not

apply with respect to paragraph 4 above.

8. INDEMNIFICATION, HOLD HARMLESS AND WAIVER OF SUBROGATION

All activities and/or work covered by this Contract will be at the risk of Contractor

alone. Contractor agrees to defend, indemnify, and save harmless the County,

including all of its boards, agencies, departments, officers, employees, agents and

volunteers, against any and all claims, lawsuits, whether against Contractor,

County or others, judgments, debts, demands and liability, including without

limitation, those arising from injuries or death of persons and/or for damages to

property, arising directly or indirectly out of the obligations herein described or

undertaken or out of operations conducted or subsidized in whole or in part by

Contractor, save and except claims or litigation arising through the sole

negligence or wrongdoing and/or sole willful misconduct of County. Contractor

agrees to waive all rights of subrogation against County for losses arising directly

or indirectly from the activities and/or work covered by this Contract.

9. INSURANCE PROVISIONS

A) Contractor, at its sole cost and expense, will obtain and maintain in full force

during the term of this Contract the following types of insurance: These are

Standard Risk requirements –amend as needed. Refer to Insurance Matrix for

more details.

1) General Liability "occurrence" coverage in the minimum amount of

$1,000,000 combined single limit (CSL) bodily injury & property damage

each occurrence and $2,000,000 aggregate, including personal injury,

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broad form property damage, products/completed operations, broad

form blanket contractual and $50,000 fire legal liability.

2) Workers' Compensation coverage, in full compliance with California

statutory requirements, for all employees of Contractor and Employer's

Liability in the minimum amount of $1,000,000.

3) Professional Liability coverage in the minimum amount of $1,000,000

each occurrence and $2,000,000 aggregate.

B) All insurance required will be primary coverage as respects County and any

insurance or self-insurance maintained by County will be excess of

Contractor’s insurance coverage and will not contribute to it.

C) County is to be notified immediately if any aggregate insurance limit is

exceeded. Additional coverage must be purchased to meet requirements.

D) The County, and any applicable Special Districts are to be named as

Additional Insured as respects to work done by Contractor under the terms of

this Contract for General Liability Insurance.

E) Contractor agrees to waive all rights of subrogation against the County, Its

Boards, Agencies, Departments, any applicable Special Districts, Officers,

Employees, Agents and Volunteers for losses arising from work performed by

Contractor under the terms of this Contract.

F) Policies will not be canceled, non-renewed or reduced in scope of coverage

until after sixty (60) days written notice has been given to the County of

Ventura, Risk Management Division.

G) Contractor agrees to provide County with the following insurance documents

on or before the effective date of this Contract:

1. Certificates of Insurance for all required coverage.

2. Additional Insured endorsement for General Liability Insurance.

3. Waiver of Subrogation endorsement (a.k.a.: Waiver of Transfer Rights of

Recovery Against Others, Waiver of Our Right to Recover from Others)

for Workers’ Compensation.

Failure to provide these documents will be grounds for immediate termination or

suspension of this contract.

10. NON-DISCRIMINATION

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A) General.

No person will on the grounds of race, color, national origin, religious

affiliation or non-affiliation, sex, age, handicap, disability, or political

affiliation, be excluded from participation in, be denied the benefits, or be

subjected to discrimination under this Contract.

B) Employment.

Contractor will insure equal employment opportunity based on objective

standards of recruitment, selection, promotion, classification,

compensation, performance evaluations, and management relations, for

all employees under this Contract. Contractor's personnel policies will be

made available to County upon request.

11. SUBSTITUTION

If particular people are identified in Exhibit A as working under this Contract, the

Contractor will not assign others to work in their place without written permission

from the County Purchasing Agent. Any substitution will be with a person of

commensurate experience and knowledge.

12. INVESTIGATION AND RESEARCH

Contractor by investigation and research has acquired reasonable knowledge of

all conditions affecting the work to be done and labor and material needed, and

the execution of this Contract is to be based upon such investigation and

research, and not upon any representation made by the County or any of its

officers, agents or employees, except as provided herein.

13. CONTRACT MONITORING

The County will have the right to review the work being performed by the

Contractor under this Contract at any time during Contractor's usual working

hours. Review, checking, approval or other action by the County will not relieve

Contractor of Contractor's responsibility for the thoroughness of the services to be

provided hereunder. This Contract will be administered by or his/her

authorized representative.

14. ADDENDA

County may from time to time require changes in the scope of the services

required hereunder. Such changes, including any increase or decrease in the

amount of Contractor's compensation which are mutually agreed upon by and

between County and Contractor will be effective when incorporated in written

amendments to this Contract.

15. CONFLICT OF INTEREST

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Contractor covenants that Contractor presently has no interest, including, but not

limited to, other projects or independent contracts, and will not acquire any such

interest, direct or indirect, which would conflict in any manner or degree with the

performance of services required to be performed under this Contract.

Contractor further covenants that in the performance of this Contract no person

having such interest will be employed or retained by Contractor under this

Contract.

16. CONFIDENTIALITY

Any reports, information, data, statistics, forms, procedures, systems, studies and

any other communication or form of knowledge given to or prepared or

assembled by Contractor under this Contract which County requests in writing to

be kept confidential, will not be made available to any individual or organization

by Contractor without the prior written approval of the County except as

authorized by law.

17. NOTICES

All notices required under this Contract will be made in writing and addressed or

delivered as follows:

TO COUNTY: County of Ventura

General Services Agency

Procurement Services

800 South Victoria Avenue, L#1080

Ventura, CA 93009

TO CONTRACTOR: ________________________________

________________________________

________________________________

Either party may, by giving written notice in accordance with this paragraph,

change the names or addresses of the persons of departments designated for

receipt of future notices. When addressed in accordance with this paragraph

and deposited in the United States mail, postage prepaid, notices will be deemed

given on the third day following such deposit in the United States mail. In all other

instances, notices will be deemed given at the time of actual delivery.

18. MERGER CLAUSE

This Contract supersedes any and all other contracts, either oral or written,

between Contractor and the County, with respect to the subject of this Contract.

This Contract contains all of the covenants and contracts between the parties

with respect to the services required hereunder. Contractor acknowledges that

no representations, inducements, promises or contracts have been made by or

on behalf of County except those covenants and contracts embodied in this

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Contract. No contract, statement, or promise not contained in this Contract will

be valid or binding.

19. ORDER OF PRECEDENCE

This Contract supersedes all previous agreements, understandings and

representations of any nature whatsoever, whether oral or written, and constitutes

the entire understanding between the parties hereto.

This Contract may not be altered, amended, or modified except by written

instrument signed by the duly authorized representative of both parties. In the

event of an inconsistency in this Contract, the inconsistency shall be resolved in

the following order:

1. This Contract;

2. County of Ventura RFP #

3. Contactor’s proposal dated ______________________

20. GOVERNING LAW

The validity of this Contract and any of its terms or provisions, as well as the rights

and duties of the parties under this Contract, will be construed pursuant to and in

accordance with the laws of the State of California.

21. SEVERABILITY OF CONTRACT

If any term of this Contract is held by a court of competent jurisdiction to be void

or unenforceable, the remainder of the Contract terms will remain in full force and

effect and will not be affected.

22. CUMULATIVE REMEDIES

The exercise or failure to exercise of legal rights and remedies by the County in the

event of any default or breach hereunder will not constitute a waiver or forfeiture

of any other rights and remedies, and will be without prejudice to the enforcement

of any other right or remedy available by law or authorized by this Contract.

23. COMPLIANCE WITH LAWS

Each party to this Contract will comply with all applicable laws.

24. CONSTRUCTION OF COVENANTS AND CONDITIONS

Each term and each provision of this Contract will be construed to be both a

covenant and a condition.

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25. ACCESS TO AND USE OF COUNTY TECHNOLOGY (REMOVE ENTIRE SECTION IF NOT

APPLICABLE)

As part of this Contract Contractor shall agree with and abide by the provisions

set forth in the Ventura County Non-Employee Information Technology Usage

Policy, which by this reference is made a part hereof. Any employee, sub-

contractor, or agent of the Contractor who will access (which shall include, but is

not limited to, the use, maintenance, repair or installation of) County information

technology in the course of his, or her, work for the County is required to sign the

Ventura County Non-Employee Information Technology Usage Policy before

accessing, using, maintaining, repairing or installing any County information

technology system or component. Information technology shall include, but is not

limited to, the network, Internet access, electronic mail, voice mail, voice message

systems, facsimile devices, or other electronic or telecommunication systems used

by the County.

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IN WITNESS WHEREOF the parties hereto have executed this Contract.

COUNTY OF VENTURA CONTRACTOR*

Authorized Signature Authorized Signature

Printed Name Printed Name

Title Title

Date Date

Tax Identification Number

Secretary of State Entity Number

CONTRACTOR*

Authorized Signature

Printed Name

Title

Date

* If a corporation, this Contract must be signed by two specific corporate officers.

The first signature must be from either (1) the Chief Executive Officer, (2) the Chairman of

the Board, (3) the President, or (4) a Vice President.

The second signature must be from either (a) the Secretary, (b) an Assistant Secretary,

(c) the Chief Financial Officer(or Treasurer), or (d) and Assistant Treasurer.

In the alternative, a single corporate signature is acceptable when accompanied by a

corporate resolution demonstrating the legal authority of the signatory to bind the

company for this Contract.

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EXHIBIT "A"

CONTRACTOR RESPONSIBILITIES

See RFP Scope of Work (Section F)

CONTRACTOR REPORTING & PERFORMANCE METRICS

See RFP Performance Outcome (Section G)

COMPENSATION SCHEDULE

To be determined per bidder proposed hourly rate

Payment terms are typically Net 30 Days, in arrears for services rendered or deliverables

based. Upfront payments are allowed in limited situations. Reimbursement for travel

and expenses are to be in accordance with the County’s expense reimbursement

policy (Administrative Manual).