MENTAL HEALTH AND SUBSTANCE USE ASSET MAPPING

RFP #012-2027
CITY OF SPRINGFIELD, MISSOURI
DIVISION OF PURCHASES
Cindy Scholten, Buyer Date Issued: 09/22/2026
City of Springfield Buyer's Email: cindy.scholten@springfieldmo.gov
Division of Purchases Telephone Number: 417-864-1594
218 E. Central
Springfield, MO 65802
REQUEST FOR PROPOSAL #012-2027
TITLE-SIGNATURE PAGE
The City of Springfield will accept electronically submitted proposals through its' e-bidding service provider, Euna OpenBids (formerly DemandStar),
from qualified persons or firms interested in providing the following:
MENTAL HEALTH AND SUBSTANCE USE ASSET MAPPING
PROPOSALS MUST BE UPLOADED INTO THE EUNA OPENBIDS (FORMERLY DEMANDSTAR) E-BIDDING SYSTEM PRIOR TO
3:00 P.M. (CST) ON October 20, 2026. Proposals will be opened by the Buyer listed above. Only the names of Offerors will be read aloud
publicly at the specified proposal opening date and time via teleconference. To participate, dial (605) 313-9683, then enter access code 3394500.
* Proposals shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to
legally bind the company. Offeror must complete, execute, and submit all Pages identified with "RETURN THIS PAGE" of this RFP document
to be deemed responsive and considered for award. Failure to do so may render your proposal non-responsive.
* Proposals received after the opening date and time shall not be considered.
* The attached Terms and Conditions shall become part of any contract resulting from this request for proposal.
* The cutoff for any questions pertaining to this RFP is October 2, 2026, at 3:00 P.M. (CST). Any questions shall be submitted in writing to
the buyer's email identified above.
* HAND DELIVERED, FAXED, OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.
The undersigned certifies that they have the authority to bind the Offeror in a contract to supply the service or commodity in accordance with all terms and
conditions contained herein. Please type or print the information below.
Offerors are REQUIRED to complete, sign, and return this form with their submittal.
NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter
number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter
number.
Company Name Authorized Person (Print)
Address Signature
City/State/Zip Title
Telephone # Fax # Date Tax ID #
Email Address State of Missouri Charter Number or Exemption Number
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RFP #012-2027
LEGAL NOTICE:
REQUEST FOR PROPOSAL #012-2027
The City of Springfield will electronically accept submitted proposals through its' e-bidding service provider, Euna OpenBids
(formerly DemandStar) from qualified persons or firms interested in providing the following: Mental Health and Substance Use
Asset Mapping
VENDOR NOTE 1: To register with Euna OpenBids (formerly DemandStar) go to: https://www.demandstar.com/registration
VENDOR NOTE 2: For information on how to navigate Euna OpenBids (formally DemandStar) go to:
https://network.demandstar.com/agency-support-2/
VENDOR NOTE 3: If you have issues registering or uploading a proposal, please contact Euna OpenBids (formerly DemandStar) toll-
free at (866) 273-1863. Euna OpenBids (formerly DemandStar) office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through
Friday. You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this
solicitation document between the hours of 8:00 A.M. to 5:00 P.M. Central Time, Monday through Friday.
It is strongly recommended that Offerors register with Euna OpenBids (formerly DemandStar) as soon as possible to ensure your ability
to provide a response to this solicitation by the due date and time.
Proposals must be received electronically in the City's e-bidding service provider Euna OpenBids (formerly DemandStar) by 3:00 P.M. (CST),
on October 20, 2026. Proposals will be read aloud publicly at the specified opening date and time via teleconference. To participate, dial
(605) 313-9683. Then, enter access code 3394500.
Proposal documents and any addendums are available via the following methods:
1. By accessing the City's e-bidding service, Euna OpenBids (formerly DemandStar):
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
2. By accessing the Division of Purchases' webpage: https://www.springfieldmo.gov/bids.aspx
For any contract for services greater than $5,000, the successful Offeror shall comply with 285.530, RSMo., as amended, and (1)
provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide
documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees
working in connection with this contract. The required documentation affirming enrollment must be from the federal work
authorization program provider. A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work
Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract.
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RFP #012-2027
TABLE OF CONTENTS
Cover Title-Signature Page
Legal Notice
Table of Contents
PART I
Description of Project and Services Required
1.0 Introduction
2.0 Scope of Services
3.0 City Provided Services
4.0 Additional Agreements
5.0 Timeline for RFP Process and Project Completion
PART II
Standard Instructions to Offerors and Conditions of Request for Proposal
1.0 Definitions and Interpretations
2.0 Preparation of Proposals
3.0 Submission of Proposals
4.0 Legal Name and Signature
5.0 Modifications, Corrections, or Withdrawal of Proposals
6.0 Clarification and Addenda
7.0 Responsive and Responsible Offeror
8.0 Reserved Rights
9.0 The Right to Audit
10.0 Right to Protest
11.0 Ethical Standards
12.0 Applicable Law
13.0 Jurisdiction
14.0 Collusion
15.0 Conflict
16.0 Debarment and Suspension Status
17.0 RFP Forms
18.0 Payment Terms
19.0 Regulations
20.0 Proposal Opening
21.0 Request for Additional Information
22.0 Contract Documents
23.0 Ownership of Documents
24.0 Confidentiality of Documents
25.0 Equal Opportunity Clause
26.0 Business License
27.0 Nonresident/Foreign Contractors
28.0 Certificate of Compliance with Section 34.600 RSMo., et seq. (Anti-Discrimination Against Israel Act)
29.0 Local Preference
PART III
Format, Content, and Submission of Proposals
1.0 Forms and Attachments
2.0 Proposal Due Date
3.0 Addenda
4.0 Selection Process
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RFP #012-2027
5.0 Awards
6.0 Budgetary Constraints
7.0 Order of Precedence
8.0 Affidavit for Service Contracts
9.0 Open Competition
10.0 Additional Purchases by Other Public Entities
11.0 Work Authorization Affidavit and E-Verify
12.0 Insurance
13.0 Compliance
14.0 Sample Contract
15.0 Renewal Option
16.0 Post Award Information
17.0 Prevailing Wage
18.0 Questions Regarding Specifications or Proposal Process
19.0 Criteria for Award
Enclosure I, Proposal Ranking Score Sheet
Enclosure II, Interview Ranking Score Sheet
Enclosure III, Table of Contents for Submittal
Form No. 1: Provider Profile
Form No.2: Key Outside Consultants
Form No. 3: List of References and Experience
Form No. 4: Personnel Qualifications
Form No. 5: Project Approach Narrative
Form No. 6A: Task/Personnel Breakdown
Form No. 6B: Fee Schedule
Form No. 6C: Service-Related Direct Expenses
Form No. 6D: Total Cost
Form No. 7 Affidavit of Compliance
Form No. 8 Certification Regarding Potential Conflicts of Interest
Form No. 9 Certification of Compliance with Section 34.600 RSMo., et. seq. Only Applicable to Contracts that may Exceed
$100,000.00. Exceptions: 1. If the value is potentially below $100,000.00; or 2. The contractor has fewer than ten (10)
employees.
Form No. 10 Certification of Signature Authority Form
Form No. 11 Statement of "No Proposal"
PART IV
Insurance Requirements
PART V
Standard Terms and Conditions
EXHIBITS
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RFP #012-2027
PART I
DESCRIPTION OF PROJECT AND SERVICES REQUIRED
1.0 INTRODUCTION/DESCRIPTION OF PROJECT/SERVICES:
The City of Springfield is seeking proposals from qualified firms/providers to: Provide Mental Health and Substance Use Asset
Mapping
1.1 Description of Operations or Background: According to the 2025 Community Health Needs Assessment, Greene County had
a drug overdose mortality rate of 37.06 per 100,000 (2018-2022), which is higher than both the state and the Southwest
Region. The City is looking for a consultant to conduct a comprehensive asset map. The total funding for this project is
$350,000.00. The Outcome is to better understand the capacity of substance-use services in our community and their
referral pathways to inform future decision making and improve mental healthcare access for the community.
2.0 SCOPE OF SERVICES
2.1 Statement of Need:
2.1.1 The Overdose Fatality Review (OFR) has reviewed over 30 cases of overdose deaths occurring in Greene County.
The group identified a need to better understand the landscape of mental health and substance-use services in
the community before providing further recommendations. The current challenge is understanding and
coordinating mental health and substance-use services. The asset map will drive informed decision making and
guide future recommendations.
2.2 Project Goals and Objectives:
2.2.1 Identify and document all mental health and substance-use related services
2.2.2 Map geographic distribution and service accessibility
2.2.3 Identify gaps, overlaps, and underserved populations
2.2.4 Provide recommendations for improvement and collaboration
2.3 Scope of Services
The consultant's scope of service shall include but is not limited to the following tasks. Offerors and encouraged to
propose innovative and evidence informed methodologies that meet the City's objectives
2.3.1 Project Initiation and Work Planning
2.3.1.1 Conduct a project kickoff meeting with City staff and stakeholder
2.3.1.2 Develop a detailed work plan, timeline, and communication strategy
2.3.1.3 Conduct interviews, focus groups, and/or surveys
2.3.1.4 Review existing data and resources
2.3.1.5 Build a comprehensive inventory of services and programs
2.3.1.6 Assess staffing and capacity of services and programs
2.3.1.7 Create mapping (GIS or Visual Dashboards)
2.3.2 Deliverables: Deliverables may include but are not limited to
2.3.2.1 Project work plan and timeline
2.3.2.2 Draft and final asset maps in editable and PDF Formats
2.3.2.3 Draft and final written report
2.3.2.4 Stakeholder engagement summary
2.3.2.5 Final Presentation to leadership and/or community stakeholders
2.4 Proposal to Include:
2.4.1 Total cost with budget breakdown
2.4.2 Proposed timeline from start to project completion
2.4.3 Narrative of how
3.0 CITY PROVIDED SERVICES:
3.1 The City may provide access to existing reports, assessments, and contact information for relevant known stakeholders as
available. However, the consultant shall be responsible for all resources required to complete this project.
4.0 ADDITIONAL AGREEMENTS: If applicable, any additional agreement(s)/contract(s) proposed by the Offeror shall be included
with the Offeror's proposal as an attachment and may become exhibits of an ensuing City contract.
5.0 TENTATIVE TIMELINE:
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RFP #012-2027
5.1 TENTATIVE TIMELINE FOR THE REQUEST FOR PROPOSAL (RFP) PROCESS: The tentative timeline listed below is the City's
estimation of time required to complete the RFP process. All efforts shall be made to abide by this schedule, but it may
change due to different circumstances.
Post RFP Notification September 22, 2026
Question Cutoff date October 2, 2026@3:00 P.M., (CST)
Receive Proposals October 20, 2026 @ 3:00 P.M. (CST)
Meet to review the following week after closing
Interviews the following week after review
Notice of Recommendation for Award approximately the week of November 9, 2026
Notice to Proceed contingent upon return of paperwork
5.2 TENTATIVE TIMELINE/MILESTONES FOR THE PROJECT: The City has developed the following general timeline below. Note
that invoices should align with the milestones stated below.
Month 1-2 - Project Initiation & Planning
* Kickoff meeting with City staff and stakeholders
* Develop detailed work plan and timeline
* Establish communication strategy
* Review existing data, reports, and resources
* Identify key stakeholders for engagement
Month 3-4 - Stakeholder Engagement Preparation & Initial Data Collection
* Finalize interview/survey instruments
* Begin scheduling interviews and focus groups
* Start gathering baseline data from providers
* Begin building the initial service inventory framework
Month 5-10 - Stakeholder Engagement & Data Collection
* Conduct interviews, focus groups, and/or surveys
* Continue collecting service inventory details
* Assess staffing and capacity of programs
* Refine inventory with ongoing stakeholder input
Month 11-12 - Mapping & Visualization Development
* Begin GIS or dashboard asset mapping
* Integrate collected service inventory data
* Develop preliminary geographic distribution visualizations
* Validate mapping accuracy with stakeholders
Month 13-14 - Gap Analysis & System Assessment
* Identify service gaps, overlaps, and underserved areas
* Analyze accessibility and capacity constraints
* Summarize major themes from stakeholder engagement
* Draft preliminary findings
Month 15-16 - Draft Deliverables
* Develop draft asset maps (editable + PDF)
* Draft written report
* Draft stakeholder engagement summary
* Submit drafts to City for review
* Incorporate City feedback
Month 17 - Revisions & Finalization
* Refine final report based on City comments
* Finalize asset maps and visual dashboards
* Finalize engagement summary
* Ensure all materials meet RFP format requirements
Month 18 - Final Presentation & Delivery
* Present findings and maps to City leadership and/or community stakeholders
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* Deliver final written report
* Deliver final asset maps (both editable and PDF formats)
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PART II
STANDARD INSTRUCTIONS TO OFFERORS AND CONDITIONS OF REQUEST FOR PROPOSAL
1.0 DEFINITIONS AND INTERPRETATIONS: For the purposes of this solicitation and any resulting contract, the terms "Contractor,"
"Service Provider," "Consultant," "Third Party," "Vendor," or "Supplier" may be used interchangeably. All terms refer to the
individual, partnership, corporation, or entity awarded the contract to furnish the supplies, services, or construction required
herein. Any obligation, restriction, or right applied to one term shall apply equally to all.
2.0 PREPARATION OF PROPOSALS:
2.1 By submitting a proposal, the Offeror certifies that he has fully read and understands the proposal method and has full
knowledge of the scope, nature, and quality of the work to be performed.
2.2 All proposals submitted shall be binding for one hundred twenty (120) calendar days following the opening.
2.3 The City of Springfield does not pay federal excise and sales tax on direct purchases of tangible personal property. Missouri
tax ID #12493651.
3.0 SUBMISSION OF PROPOSALS:
A proposal submitted by an Offeror must (1) be manually, electronically, or digitally signed by the authorized agent of the Offeror
on the Division of Purchases Request For Proposal (RFP) Affidavit of Compliance form; (2) contain all information required by the
RFP; (3) be priced as required; (4) be uploaded into the City's e-bidding service provider, Euna OpenBids (formerly DemandStar),
no later than the exact time and date specified in this RFP via the following link:
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
(5) include a security deposit if one is required.
3.1 Incurred Expenses: The City is not responsible for any expenses that Offerors may incur in preparing and submitting
proposals called for in this Request for Proposal.
3.2 Late Proposals: Proposals received by the City after the time specified for receipt will not be considered. Offerors shall
assume full responsibility for the timely uploading of the proposals to the location designated for receipt of proposals. All
proposals will be received at the time and place specified and made available for public inspection when a fully executed
contract is in place.
3.3 Completeness: All information required by the Request for Proposal must be supplied to constitute a responsive proposal.
The City of Springfield reserves the right to use any and all information presented in any response to the Request for
Proposal. Acceptance or rejection of the RFP does not affect this right. Offerors are to submit all pages of this RFP identified
with "RETURN THIS PAGE" stated on the bottom right corner of said pages. Failure to do so may render your proposal
non-responsive.
3.4 Errors in Submittals: Offerors or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications of this solicitation before submitting their proposals; failure to do so will be at
the Offerors' own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. Said unit
price shall be utilized by the City to calculate the correct extended price for determining the potential award.
4.0 LEGAL NAME AND SIGNATURE: Proposals shall clearly indicate the legal name, address, e-mail address, and telephone number
of the Offeror (company, firm, corporation, partnership, or individual). The Offerors' legal company name must be identified as
the SAME on their submitted W-9 and Certificate of Insurance (COI). Proposals may be manually, electronically, or digitally signed
above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to legally
bind the company to the submitted proposal. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it
shall not be considered for award.
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5.0 MODIFICATIONS, CORRECTIONS, OR WITHDRAWAL OF PROPOSALS:
5.1 A proposal may only be withdrawn by the following method prior to the official opening date and time specified:
5.1.1 A proposal may be withdrawn via e-mail to the buyer identified on page one of this document, by the Offeror or
its' authorized representative.
5.2 A proposal may only be modified by the following method prior to the official opening date and time specified:
5.2.1 A proposal that has already been uploaded may be modified by uploading another proposal and identify
"MODIFICATION" on your proposal submittal.
5.3 All modified proposals shall not be opened until the official opening date and time to preserve the integrity of the RFP
process. Telephone or electronic requests to modify a proposal/solicitation shall not be honored. No modification or
withdrawal of any response will be permitted after the RFP specified official opening date and time.
6.0 CLARIFICATION AND ADDENDA:
6.1 Each Offeror shall examine the Request for Proposal documents and shall judge all matters relating to the adequacy and
accuracy of such documents. Any inquiries or suggestions concerning interpretation, clarification, or additional information
pertaining to the Request for Proposal shall be made through the Division of Purchases in writing. The Division of Purchases
shall not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of
written addenda is the official method whereby interpretation, clarification, or additional information can be given. Receipt
of an addendum to an RFP by an Offeror must be acknowledged by signing and uploading the addendum with your proposal
to https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to the opening time
and date.
6.2 It shall be the responsibility of each Offeror, prior to submitting their proposal, to check the Division of Purchases e-bidding
service Euna OpenBids (formerly DemandStar) at:
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 to determine if addenda were
issued and to make such addenda a part of their proposal.
7.0 RESPONSIVE AND RESPONSIBLE OFFEROR: To be considered a responsive Offeror, the Offeror shall submit a proposal that meets
the minimum requirements set forth in the Request for Proposal. To be a responsible Offeror, the Offeror shall have the capability
in all respects to perform fully the minimum requirements, and the tenacity, perseverance, experience, integrity, reliability,
capacity, facilities, equipment, and credit that will ensure good faith performance.
8.0 RESERVED RIGHTS:
8.1 The City reserves the right to make such investigations as it deems necessary to determine the Offeror's responsiveness
and responsibility. Such information may include but should not be limited to current financial statements, verification of
availability of equipment and personnel, past performance records, and any additional documentation as deemed
necessary by the City.
8.2 The City reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed
most advantageous to the City.
9.0 THE RIGHT TO AUDIT: The Offeror agrees to furnish supporting detail as may be required by the City to support charges or
invoices, to make available for audit purposes all records covering charges pertinent to the purchase, and to make appropriate
adjustments in the event discrepancies are found. The cost of any audit will be paid by the City. The City shall have the right to
audit the Offeror's records pertaining to the work/product for a period of three (3) years after final payment.
10.0 RIGHT TO PROTEST:
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RFP #012-2027
10.1 Appeals and remedies are provided for in the Springfield City Code and Purchasing Policy. Protestors shall seek resolution
of their complaints with the City Purchasing Agent.
10.2 Any protest shall state the basis upon which the solicitation or award is contested and shall be submitted within thirty (30)
calendar days after such aggrieved person knew or could have reasonably been expected to know of the facts giving rise
thereto.
11.0 ETHICAL STANDARDS: With respect to this RFP, if any Offeror violates or is a party to a violation of the general ethical standards
stated in the City Purchasing Policy or the State of Missouri Statutes, such Offeror may be disqualified from furnishing the goods
or services for which the proposal is submitted and may be further disqualified from submitting any future proposals. A copy of
the City's General Ethical Standards is located in section 30.0 of the City Purchasing Policy. The following is the link to the City
Purchasing Policy: https://www.springfieldmo.gov/DocumentCenter/View/7604/Purchasing-Manual-PDF
12.0 APPLICABLE LAW: All applicable laws and regulations of the State of Missouri and the City of Springfield, Missouri including the
City's Procurement Regulations and Procedures stated in the City Purchasing Policy shall apply to any resulting agreement,
contract, or purchase order. Any involvement with City Procurement shall be in accordance with the City Purchasing Policy. The
following is the link to the City Purchasing Policy:
https://www.springfieldmo.gov/DocumentCenter/View/7604/Purchasing-Manual-PDF
13.0 JURISDICTION: This RFP and every question arising hereunder shall be construed or determined according to the laws of the
State of Missouri. Should any part of this contract be litigated, venue shall be proper only in the Circuit Court of Greene County,
Missouri.
14.0 COLLUSION: By offering a submission to this Request for Proposal, the Offeror certifies it has not divulged, discussed, or
compared the proposal with other Offerors and has not colluded with any other Offeror or parties to this RFP whatsoever. Also,
the Offeror certifies, and in the case of a joint proposal, each party thereto certifies as to their own organization, that in
connection with this RFP:
14.1 Any prices and/or cost data submitted have been arrived at independently, without consultation, communication, or
contract for the purpose of restricting competition, as to any matter relating to such prices and/or cost data, with any other
Offeror or with any competitor.
14.2 Any prices and/or cost data for this proposal have not knowingly been disclosed by the Offeror and will not knowingly be
disclosed by the Offeror prior to the scheduled official opening date directly or indirectly to any other Offeror or to any
competitor.
14.3 No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a
proposal.
14.4 The only person or persons interested in this proposal, principal, or principals are named therein and that no person other
than therein mentioned has any interest in this proposal or in the contract to be entered into.
14.5 No person or agency has been employed or retained to solicit or secure this contract upon a contract or understanding for
a commission, percentage, brokerage, or contingent fee exempting bona fide employees or established commercial
agencies maintained by the Purchaser for the purpose of doing business.
15.0 CONFLICT: By submission of its response, the Offeror certifies that they are in compliance with items 15.1 through 16.4.
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