RFP #26-8001 - Behavioral Health System Evaluation

County Of Siskiyou
Request for Proposals (RFP)
RFP # [26-8001] - Health and Human Services Agency,
Behavioral Health Division
for
Behavioral Health System Evaluation
Proposals may be mailed, delivered, or emailed to:
Sarah Collard, Ph.D.
Director
County of Siskiyou, Health and Human Services Agency
2060 Campus Drive Yreka, CA 96097
rfp_rfb_submissions@co.siskiyou.ca.us
Proposals Due by:
August 03, 2026
4:00pm
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County of Siskiyou
Request for Proposals
for System Evaluation Service Provider
The following schedule of events will be followed to the extent achievable; however, the
County reserves the right to adjust or make changes to the schedule as needed.
Estimated Timeline of Events
Date Activity
07/20/2026 Release of Request for Proposals (RFP)
07/27/2026 Deadline to Submit Questions
Submission of Proposals due by 4:00
08/03/2026
PM
08/10/2026 Review of Proposals
TBA Notification of Final Selection
Professional Service Agreement
TBA
Processed
Professional Service Agreement Start
TBA
Date
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1.0 Preface
The County of Siskiyou Health and Human Services Agency (HHSA), Behavioral Health
Division, is seeking proposals from qualified contractors to provide system development,
integration, evaluation, training, and sustainability services related to behavioral health
reporting and data coordination initiatives associated with Proposition 36 and other County
behavioral health priorities.
Siskiyou County is a large, rural Northern California county with diverse geographic
regions and unique service delivery challenges. The County Behavioral Health Division
provides a broad continuum of behavioral health, substance use disorder, justice-involved,
and community-based services to children, youth, adults, and families throughout the
County. As statewide behavioral health initiatives continue to evolve, including
implementation efforts associated with Behavioral Health Services Act (BHSA) reforms, 42
CFR compliance, forensic service coordination, and Proposition 36-related activities, the
County seeks to strengthen its data infrastructure and reporting capabilities to support
coordinated care, program evaluation, operational decision-making, and regulatory
compliance.
The purpose of this Request for Proposals (RFP) is to identify a qualified contractor with
demonstrated experience in behavioral health data systems, reporting integration, program
evaluation, and stakeholder training to support the County in developing and implementing
coordinated reporting and data management solutions. The selected contractor will work
collaboratively with County staff and partners to improve data collection, integration,
analysis, and reporting processes across behavioral health and forensic-related programs.
Details of specific services and deliverables expected from the proposer are listed in
Section 2, Scope of Work.
The County is seeking proposals from contractors capable of providing practical, scalable,
and sustainable solutions that support improved coordination, accountability, and data-
informed decision-making while remaining responsive to the operational realities of a rural
county behavioral health system.
2.0 Scope of Work
The contractor shall provide comprehensive system evaluation, integration
planning, technical specification development, and training services to support
the County of Siskiyou Health and Human Services Agency, Behavioral Health
Division. The work shall focus on coordinated behavioral health and forensic data
systems, with CalMHSA SmartCare serving as the County's primary electronic
health record (EHR) and reporting platform. The contractor must demonstrate
deep expertise in SmartCare's configuration, functionality, reporting capabilities,
and integration potential.
System Evaluation and Gap Analysis
a. Evaluate SmartCare's current configuration, workflows, data architecture,
reporting tools, user practices, and security settings.
b. Assess gaps between SmartCare and the systems used by partner
agencies, including forensic, justice-involved, and community service providers.
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c. Analyze interoperability barriers, data flow challenges, and cross-system
discrepancies involving applications, software platforms, and reporting systems.
d. Produce a Pre-Project System Evaluation Report summarizing findings and
outlining initial recommendations.
Software and Application Recommendations
a. Identify software, applications, modules, or configuration changes needed to
meet the data, reporting, compliance, and coordination needs of participating
agencies.
b. Provide written recommendations for procurement, upgrades, integrations,
or workflow modifications.
c. Develop a Data Crosswalk and Data Dictionary defining standardized data
elements, mappings, terminology, and reporting structures across agencies.
Technical Specification Development
a. Draft technical specifications required for future software development or
integration work.
b. Develop specifications suitable for internal County review and external
partner review, specifically CalMHSA.
c. Support staff and external partners by explaining specifications, answering
questions, and refining documents including feedback from system partners.
d. The contractor will not code or build software; instead, they will create
documentation needed for future development efforts.
Mid-Project and Post-Project Evaluations
a. Conduct a Mid-Project Evaluation assessing progress, outstanding gaps,
system readiness, and integration feasibility.
b. Conduct a Post-Project Evaluation measuring improvements, remaining
needs, and overall system performance.
c. Produce written reports for each evaluation stage.
Sustainability and Long-Term Planning
a. Develop a Sustainability Plan outlining staffing, system configuration
maintenance, reporting infrastructure, and long-term integration strategy.
b. Recommend continued improvements, technology governance processes,
and data security considerations.
System Documentation and User Support
a. Create system user guides, workflow instructions, and technical
documentation tailored to SmartCare and related systems.
b. Develop training materials, including written manuals, slide decks, and
recorded trainings.
c. Ensure all materials include guidance for secure and efficient system use by
forensic and justice-involved populations.
Training and Technical Assistance
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a. Facilitate and record up to four structured system training sessions for
County staff and partner agencies.
b. Provide ongoing technical assistance related to implementation,
specification interpretation, data workflows, and system functionality.
Collaboration and Communication
a. Work collaboratively with the County's EHR team to support internal system
integration and SmartCare optimization.
b. Coordinate with external partner agencies.
c. Prepare presentations, communication materials, and status updates for
administration, supervisory staff, and partner agencies.
Required Deliverables
1. Pre-Project System Evaluation Report
2. Data Crosswalk & Data Dictionary
3. Mid-Project Evaluation Report
4. Post-Project Evaluation Report
5. Sustainability Plan
6. Training Materials and Recorded Training Sessions (#1-#4)
7. System User Guide
8. External System Development Tracker
9. Internal Integration Development Tracker
10. Presentations, communications, and materials developed for the grant
Deliverable timelines shall follow Attachment B or as modified by the Program
Manager.
The County is seeking proposals from contractors capable of providing practical,
scalable, and sustainable solutions that support improved coordination,
accountability, and data-informed decision-making while remaining responsive to
the operational realities of a rural county behavioral health system.
Proposers should feel free to include any other services not specified that they
deem necessary to achieve the goals of this RFP.
3.0 Submission Requirements
Proposal Format: Proposals must contain the following:
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1. Cover Letter
a. Please provide the Proposer's name, address, and telephone number. The
letter must be signed by a representative authorized to enter into contracts on
behalf of the Proposer.
2. Qualifications
a. Provide specific information concerning the Proposer's experience with the
services specified in this RFP. Examples of completed projects, as current as
possible, should be submitted as appropriate.
b. Please specify any projects that required 42 CFR engagement
3. Company Profile
a. Provide a brief description of your company, including business structure,
address, the total number of employees, overall industry experience,
certifications, affiliations, and relevant experience. Support your capacity to
perform the services detailed in this RFP.
4. Approach:
a. Provide an analysis of the methodology developed to perform all required
services and your response to the scope of work as referenced above.
5. References:
a. Please include at least three (3) references, including name, address,
telephone number, and Email, for whom similar services have been provided.
6. Price Proposal:
a. Provide a transparent fee schedule that outlines all of the costs associated with
the required services, broken down by category of products and services, and
all on-going costs for recommended or required services.
The proposal must include all requirements as listed and correlate to the Scope of Work outlined
under this RFP.
Conflict of Interest: Proposer(s) shall disclose to the County any interest, direct or indirect,
which could conflict in any manner or degree with the performance of service required. At the
County's discretion, a potential conflict of interest, to the extent it is waivable, may be waived
or factored into the final award decisions and/or a modified Scope of Work.
4.0 Selection Process
The proposals received in response to this RFP will be screened by a selection committee.
The selection committee will consider only the proposals which have been considered
responsive to the RFP. Any proposal that fails to meet the RFP's requirements will be regarded
as non-responsive and may be rejected. A proposal, which is in any way incomplete, irregular
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or conditional, at the County's discretion, may be rejected. The following criteria will be used in
the evaluation of the potential consultants:
1. Qualifications
2. Approach
3. Experience and references
4. Proposed costs
The County may meet or interview any or all of the proposers during the evaluation process. A
contract will be negotiated with one or more qualified entities selected during the evaluation
process. Proposals not selected in the evaluation process may be awarded a contract should
negotiations with the selected Proposer(s) prove unsuccessful. The County reserves the right to
reject any and all proposals and reserves the right to waive any non-substantive defects in the
proposals.
5.0 General Information
Proposals must be submitted by way of mail, hand delivery, and/or electronic means, as
described below:
* Hand Delivery: Hard copy proposals submitted by hand delivery must be received at
Siskiyou County Behavioral Health 2060 Campus Drive Yreka, CA 96097 on or before
08/03/2026 (ATTN: Sarah Collard, Director). Please note "RFP # 8001" on front of
envelope.
* Mailing: Hard copy proposals by way of mail must be mailed to County of Siskiyou
HHSA, 2060 Campus Drive Yreka, CA 96097 and received by 08/03/2026 . Please
note "RFP # 8001" on front of envelope.
* Electronic Copy Submittal: Submit an electronic copy of the proposal via email.
Electronic copies shall be emailed to rfp_rfb_submissions@co.siskiyou.ca.us and
must be received by 4:00 PM on 08/03/2026. Please include "RFP # 8001" in subject
line.
Proposers shall provide One (1) original copy with signature and Three (3) exact copies of the
original by hand or mail delivery, as instructed above.
Proposers submitting proposals electronically will only be required to send one signed copy.
Proposers are asked to direct all inquiries related to the project(s) to Sarah Collard, Ph.D. by
email, scollard@co.siskiyou.ca.us, or by phone at 530-841-4802.
The County will provide the following to assist the selected entity(s):
* Designate a person to act as the County's point of contact with respect to the work
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performed under the contract.
* Information, as legally allowed and reasonably attainable, in possession of the County
that relates to the requirements of the project(s) or which is relevant for the project(s).
* Facilitate coordination with other entities, local agencies, organizations, and
individuals if necessary.
* Advice on the project scope of work.
* Review and validation of project deliverables.
A contract award resulting from this RFP will be made without discrimination on any basis
prohibited under state or federal law.
6.0 Attachments
Attachment A: Contract Example
Attachment B: Deliverables Timeline Estimation
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