RFP 133: DMH Pre-Admission Screenings/Resident Reviews (PASRR) Services and Coordination

Location:	Vermont
Posted:	Dec 2, 2025
Due:	Jan 12, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Department of Mental Health

166 Horseshoe Drive | Waterbury VT 05671-20110

802-241-0090 phone |802-241-0100 fax

SEALED BID

REQUEST FOR PROPOSAL

FOR

RFP 133: DMH Pre-Admission Screenings/Resident

Reviews (PASRR) Services and Coordination

ISSUE DATE

BIDDERS CONFERENCE

QUESTIONS DUE

RFP RESPONSES DUE BY

December 1, 2025

December 10, 2025 – 11:00AM (ET)

December 17, 2025 – 4:00 PM (ET)

January 12, 2026 – 4:00 PM (ET)

All proposals are to be submitted via VT Buys

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

Public Solicitations: Vermont Buys

And

Vermont Business Registry and Bid System - Home

STATE CONTACT:

E-MAIL :

Jennifer Rowell

AHS.DMHSubmissions@vermont.gov

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK VT

BUYS FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH

THIS RFP.

If you speak a language not listed on the website below or require additional help, we offer free language

assistance services. The State of Vermont contracts with several Translation Services organizations you

can visit this page for more information Language Access | Department of Mental Health.

If you require assistance with technology, access, or have other issues with being able to complete your

proposal, reach out to the single point of contact.

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the

Department of Mental Health (DMH, hereinafter the “State”) seeks to contract with an

organization experienced in mental health Pre-Admission Screenings and Resident

Reviews (PASRR) in accordance with state and federal Mental Health PASRR

requirements. The contractor will provide, coordinate, and oversee PASRR pre-

admission (PASRR Level I) screenings and mental health assessments (PASRR level 2)

of individuals identified through the pre-admission screening to ensure individuals with

serious mental illness seeking admission to Medicaid-certified nursing facilities are

appropriately identified and placed in the least restrictive, clinically appropriate setting.

1.1.1. DESCRIPTION OF ORGANIZATION: The Vermont Agency of Human Services

(AHS) strives to improve the conditions and well-being of Vermonters by ensuring all

Vermonters have the opportunity to thrive in inclusive, equitable, and resilient

communities. The scope of AHS is profound. Through its six departments, twelve

district offices, and a network of community partners and providers, it is responsible

for the implementation and delivery of all human service programs within the state.

Each department has a distinct area of focus and responsibility and contributes to

the creation and sustenance of an entire system of human service supports.

The Department of Mental Health (DMH) resides under AHS and has the same

critical mission in mind. DMH promotes mental health as a vital part of overall well-

being by advancing prevention, early intervention, and recovery-focused care. Our

vision is that mental health serves as a cornerstone of health in Vermont, where

inclusive communities respond with compassion and respect, enabling all

Vermonters to thrive and participate fully in their lives. This work is guided by our

core values of compassion, equity, integrity, collaboration, and accountability.

1.2 CONTRACT PERIOD: Contracts arising from this RFP are intended to be for a period of two

(2) years with an option to renew for up to three (3) additional years. The State anticipates

the start date for such contract(s) will begin in the spring of 2026.

1.3 SINGLE POINT OF CONTACT: All communications concerning this RFP are to be

submitted through VT Buys. In the event that a bidder is experiencing system issues with

submitting a question through VT Buys, communications should be addressed in writing to

the State Contact listed on the front page of this RFP. Actual or attempted contact with any

other individual from the State concerning this RFP is strictly prohibited and may result in

disqualification.

1.4 BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held virtually

1.4.1 The virtual Applicant Briefing will be held via Microsoft Teams:

Teams meeting link

Call-in (audio only option): +1 802-828-7667,,533762963#;

1.5 QUESTION AND ANSWER PERIOD: Any bidder requiring clarification on any section of this

RFP or wishing to comment on any requirement of the RFP must submit specific questions in

VT Buys no later than the deadline for question indicated on the first page of this RFP. As

noted in 1.3, If a bidder is experiencing system issues with VT Buys, questions can be e-

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mailed to the single point of contact listed on the front page of this RFP. Questions or

comments not submitted on or before the last day of the question period are thereafter

waived.

At the close of the question period a copy of all questions or comments and the State's

responses will be posted to this solicitation on the DMH website under the Careers and

Opportunities tab (https://mentalhealth.vermont.gov/RFP) and may also be posted to this

solicitation on VTBuys (Public Solicitations: Vermont Buys). Every effort will be made to post

this information as soon as possible after the question period ends, contingent on the

number and complexity of the questions. All information provided by vendors during this

process will be public and bidders shall not provide confidential information, except as

described in 4.1 below.

1.6 CHANGES TO THIS RFP: Any modifications to this RFP will be made in VT Buys by the

State through the issuance of an Addendum to this RFP and posted online at Public

Solicitations: Vermont Buys and Vermont Business Registry and Bid System - Home

Modifications from any other source are not to be considered.

1.7 SOURCE OF FUNDS: The Department anticipates using state and federal funding for the

resulting contract(s). The Department may choose to modify the source of funding contingent

upon the availability of funds at the time of award. Any selected Vendor will be subject to the

requirements in the Assistance Listing Number (ALN) #93.778, U.S. Department of Health

and Human Services, Centers for Medicare and Medicaid Services (CMS).

Please note that when procurements are supported by federal funds, SOV business users

must take affirmative steps that include at least the following Socioeconomic affirmative

steps per 2 C.F.R. § 200.321:

1. Placing qualified small and minority businesses and women’s business enterprises

on solicitation lists;

2. Assuring that small and minority businesses and women’s business enterprises are

solicited whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or

quantities to permit maximum participation by small and minority businesses, and

women’s business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage

participation by small and minority businesses, and women’s business enterprises;

5. Using the services and assistance, as appropriate, of such organizations as the

Small Business Administration and the Minority Business Development Agency of

the Department of Commerce; and

6. Requiring the prime/general contractor, if subcontracts are to be let, to take the

same affirmative steps as listed in numbers 1 through 5.

This project is being funded in whole or in part using federal monies. If a bidder requires assistance

in preparing their proposal or needs guidance on socioeconomic certifications, the bidder may

contact the VT APEX Accelerator. The APEX Accelerator specializes in helping small businesses

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navigate the documentation associated with State and Federal procurement. Their website is:

http://apex.vermont.gov

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1 The State of Vermont is interested in obtaining bids to meet the following business

need(s): Coordination and Provision of Pre-Admission Screenings and Mental Health

Assessments for Pre-Admission Screenings/Resident Reviews (PASRR). If a suitable offer is

made in response to this Request for Proposal (RFP), the State may enter into a contract

(the Contract) to have the selected offer (the Contractor) perform all or part of the work.

2.2 The State of Vermont seeks to achieve the following Business Values:

2.2.1 Customer Service Improvement: The new solution will provide new or improved

customer service or services.

2.3 Scope of Work & Expected Activities

Respondents shall address each of the following:

2.3.1 Pre-Admission Screening (PASRR Level 1): The contractor will work with

hospitals, nursing facilities and other health care entities to ensure that the PASRR

Level 1 screen is completed for all potential nursing facility admissions. The

contractor will review Level 1 information to ensure proper compliance with the law

and provision of PASRR Level 2 evaluation as indicated. If an evaluation is

indicated, the contractor will ensure that an evaluation is provided by a qualified

psychiatric nurse evaluator.

2.3.2 Pre-Admission Resident Review (PASRR Level 2): The contractor will ensure that

individuals who are seeking nursing home admission and have been initially

screened as having a major mental illness through the PASRR screening process

(PASRR Level 1), will undergo a detailed assessment (PASRR Level 2). The

contractor is responsible for provision of a psychiatric nurse evaluator to complete

a standardized PASRR Level 2 evaluation which includes (a) mental health and

functional assessment for referred individuals, (b) determination of whether the

individual has a major mental illness, (c) recommendation of what specialized

services are necessary and where the treatment should be provided. The contractor

coordinates with the PASRR psychiatrist (contracted separately by DMH) for the

final treatment recommendations and notifies providers. Evaluators provided by the

contractor will be expected to travel as needed, regionally or statewide, to provide

timely assessments. The contractor agrees to gather the information, prepare

documentation, and submit a complete evaluation as outlined above for each

individual reviewed within four working days of completion of the evaluation.

2.3.3 Hiring, Training, and Management of PASRR psychiatric nurse evaluators: The

contractor will hire and train licensed nurses to provide timely mental health

assessments (PASRR Level 2) to individuals initially screened as having a major

mental illness through the PASRR screening process). The evaluators will be

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registered nurses possessing a B.S. or M.S in nursing with a background in or

specialization in providing care and treatment services to individuals with major

mental illness. They will have experience in assessment and rendering a mental

health diagnosis consistent with criteria outlined in the Diagnostic and Statistical

Manual of Mental Disorders (DSM). The training of PASRR team members will

include review of federal mandates and the PASRR standards, regulations,

processes, timelines, etc. The contractor is responsible for ensuring the timeliness

and quality of the mental health evaluations.

2.3.4 Liaison with DMH contracted Psychiatrist: The contractor will liaison with DMH’s

contracted psychiatrist for review and coordination of medical and/or psychiatric

treatment recommendations included in the mental health assessment (PASRR

Level 2).

2.3.5 Communication, education and consultation to Vermont hospitals, nursing

facilities, and other health care entities: The contractor will provide general

oversight and consultation to Vermont hospitals and extended care facilities to

ensure the appropriate identification and assessment of mental health treatment

requirements for individuals with major mental illness are completed in compliance

with federal law. The contractor will educate discharge planners and nursing facility

staff regarding the PASRR process through trainings, in-service education, manual

publication, and communications with those who have questions around compliance

with the process. The contractor will be available by phone during normal business

hours (7:45 a.m. to 4:30 p.m.) Monday through Friday, for immediate consultation

to hospitals or extended facilities for questions pertaining to PASRR Level I

screenings and Level II assessments.

2.3.6 Collaboration with DMH to fulfill SAMHSA’s data and reporting requirements.

The contractor will collaborate with DMH to collect and maintain data as needed

from the PASRR screenings and evaluations and compile the data for reports. The

contractor will be familiar with 42 CFR Part 483 which pertains to state mental health

authority oversight and responsibilities for the PASRR process.

2.3.7 Maintaining compliance with federal PASRR requirements: The contractor will

be knowledgeable of federal regulations regarding PASRR requirements and review

and revise statewide processes, including updating forms, as necessary.

2.3.8 PASRR Manual: The contractor will work with DMH to maintain a manual describing

the requirements and procedures related to PASRR in Vermont.

3. GENERAL REQUIREMENTS:

3.1. Prospective bidders must be registered as a supplier in Vermont’s Procurement system,

VTBuys https://vtbuysprocurement.vermont.gov/suppliers-bidders. Registration in this

system is important for future steps related to the RFP such as contracting and invoicing.

3.2. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and

all costs that Bidder wishes the State to consider must be submitted for consideration. If

applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No

request for extra delivery cost will be honored. All equipment shall be delivered

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP 133: DMH Pre-Admission Screenings/Resident Reviews (PASRR) Services and Coordination	12/17/2025 04:00PM		01/12/2026 04:00PM

RFP 133: DMH Pre-Admission Screenings/Resident Reviews (PASRR) Services and Coordination

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See also