OhioMHAS Assertive Community Treatment (ACT) Fidelity Review Entity

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

SRC0000027362

2/11/2025 2:00:00 PM

1. PURPOSE

OhioMHAS is seeking proposals from qualified contractors to provide annual fidelity reviews of Ohio behavioral health providers that are certified by OhioMHAS for the behavioral health focused evidence-based practice of Assertive Community Treatment (ACT).

1. BACKGROUND

ACT is a team-based intervention for adults with serious and persistent mental illness. OhioMHAS Ohio Administrative Code governing this service sets eligibility requirements for providers that include adhering to certain clinical and practice standards in order to achieve predictable health improvements for clients served. This is demonstrated via annual fidelity reviews to assure that each ACT team is following the evidence-based practice that is shown to result in the desired outcomes of stability in community settings and improved health status for clients.

1. SCOPE OF WORK AND DELIVERABLES

Contractor will conduct up to fifty (50) fidelity reviews of ACT teams, including existing and new teams applying to OhioMHAS for ACT service certification.

1. Contractor will utilize the Dartmouth Assertive Community Treatment Scale (DACT Scale), or other tool designated by OhioMHAS in the completion of ACT provider fidelity reviews.

1. Contractor will perform annual fidelity reviews for existing ACT teams, no more than twelve (12) months from the report date of the previous fidelity review.

1. Contractor will perform initial fidelity reviews for new ACT teams within sixty (60) days of a provider’s request.

1. Contractor will perform an ad hoc fidelity review on an existing team upon request by OhioMHAS.

1. Contractor will ensure each fidelity review includes an on-site visit to the provider’s location. The on-site visit component of fidelity reviews may be completed via a virtual visit (video conference such as Zoom, Teams, GoToMeeting, etc.) when the virtual visit is prior approved by OhioMHAS.

Contractor will conduct regular training sessions and provide technical assistance to existing ACT teams and to providers preparing to establish an ACT team;

1.  Contractor will offer webinars:
a.  Up to four, 120-minute ACT webinars per month, as determined by OhioMHAS;
b.  Other trainings such as Specialized ACT Training events and in-person events on a rotating basis, as determined by OhioMHAS. Contractor shall be responsible for procuring and providing physical space for in-person events; provided, however, that the location of any such in-person events is subject to OhioMHAS’ prior written approval.
2.  Contractor will develop up to three (3) new webinars annually based on ACT team needs, as determined by OhioMHAS.
3. Contractor will alert OhioMHAS at least thirty (30) days in advance of scheduled webinars with topics that are relevant for OhioMHAS staff and make those webinars available at OhioMHAS' request.
4.  Contractor will offer targeted, team-based ACT consultation and training to existing ACT teams and to new providers that are preparing for an ACT fidelity review.
5.  Contractor will host six (6) one hour specialist calls per month. Each call will focus on a specific team member and their role and responsibilities or a specific topic germane to an ACT team.
6.  Contractor shall be available by phone or email during standard business hours (Monday through Friday from 8am to 5pm except on recognized State of Ohio holidays) to provide technical assistance to ACT teams. Response to inquiries shall be made within forty-eight (48) hours of receipt; provided, however, that such response time shall be tolled to the next business day should a response become due on a weekend or recognized State of Ohio holiday.
7.  Contractor will serve as an Ohio subject matter expert on ACT in order to offer education, training and technical assistance, at the direction of OhioMHAS, to provider agencies interested in becoming providers of ACT with the goal of increasing the number of ACT teams in Ohio.

Provide technical assistance and consultation to OhioMHAS staff regarding ACT.

1.  Contractor will participate in meetings or phone calls at OhioMHAS's request for technical assistance or consultation services and will perform independent research and consultation activities at OhioMHAS's request, up to one hundred twenty (120) hours annually.
2.  Contractor shall be available by phone or email during standard business hours (Monday through Friday from 8am to 5pm except on recognized State of Ohio holidays) to provide technical assistance. Response to inquiries shall be made within forty-eight (48) hours of receipt; provided, however, that such response time shall be tolled to the next business day should a response become due on a weekend or recognized State of Ohio holiday.
3. Contractor will, as a part of research and consultation services, assist the Ohio Department of Medicaid (ODM) in any client fair hearings related to denials of prior authorization. The contractor will review de-identified clinical information from the ACT team and provide a written opinion to ODM as to whether the client appeared to meet the ACT eligibility criteria.
4.  Contractor will, as a part of research and consultation services, assist OhioMHAS in the development of quality and outcome measures for consumers who have received ACT services.

Reporting activities

1.  Contractor will submit a status report to OhioMHAS at least monthly of existing ACT teams with data elements that include provider name, ACT team contact information, provider NPI and Medicaid ID, dates of initial, most recent, and next due fidelity reviews, DACTS score, and caseload size. This monthly report will also include status of any outreach or planned fidelity reviews for potential new ACT teams.
2.  Contractor will submit to OhioMHAS a copy of an ACT team's fidelity review report within three days of OhioMHAS request.
3.  Contractor will provide a status report to OhioMHAS at least quarterly to include
a.  Date and titles of webinars that were hosted, and number of attendees
b.  Dates and titles of training events that were hosted, and number of attendees
c.  Summary of observations, trends, issues, and concerns

1. MINIMUM QUALIFICATIONS OF CONTRACTOR

The proposal must describe the contractor’s qualifications to conduct the identified scope of work activities, expertise, knowledge, and experience.

To accomplish the scope requested, the contractor will need to possess documented experience of performing fidelity reviews, conducting training, and providing technical assistance to organizations that have or are in the process of implementing Assertive Community Treatment.
Contractor will need to provide examples of conducting similar or related work and references to demonstrate their experience and ability to provide ACT fidelity reviews, trainings, and technical assistance.

Contractor shall not be subject to an “unresolved” finding for recovery under Section 9.24 of Ohio Revised Code.

EVALUATION PROCESS
MHAS’s evaluation process of responses submitted to this request may consist of up to four distinct phases:
1. MHAS’s initial review of all proposals for timely submission;
2. An evaluation committee review of the proposals for defects and scoring;
3. MHAS’s request for more information (clarifications, interviews, presentations, and/or demonstrations); and,
4. Negotiations or best offer requests.

At its sole discretion, MHAS will determine whether phases three and/or four are necessary under this RFP, reserving for itself the ability to eliminate or add phases three or four at any time during the evaluation process. MHAS may add or remove sub-phases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.

PROPOSAL EVALUATION CRITERIA
In the proposal evaluation phase, MHAS staff or reviewers selected by MHAS (the committee) will rate the proposals submitted in response to this RFP based on the following criteria and weight assigned to each criterion.

Evaluation Criteria	Weight	Rating	Extended Score
Proposer meets the minimum qualifications listed within the Minimum Qualifications of the RFP.	10
Proposer’s references and previous work demonstrate that Proposer has experience and ability to complete the outlined work.	25
Proposer has submitted a technical proposal that is complete, encompasses the requirements within the scope of work, and the quality of the proposal demonstrates proposer’s ability to successfully complete all deliverables in accordance with any timeframes specified.	40
Proposer has submitted a cost proposal that is complete, and the quality of the proposal demonstrates proposer’s ability to successfully complete all deliverables within a budget considered reasonable.	25
		Total	____/500