2026-0401-CSD Medicare/Medicaid Provider Consultant Services

SANTA FE COUNTY
COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSALS (RFP)
MEDICAID/MEDICARE PROVIDER
CONSULTANT SERVICES
NM Commodity Code(s):
91867, 91878, 91806
RFP NO. 2026-0401-CSD/TJ
SEPTEMBER 2026

RFP NO. 2026-0401-CSD/TJ
TABLE OF CONTENTS
PAGE NO.
I. ADVERTISEMENT .......................................................................................................4
II. INTRODUCTION ...........................................................................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL ............................................5
B. SCOPE OF WORK ................................................................................................7
C. INSURANCE REQUIREMENTS .........................................................................7
D. PROCUREMENT SPECIALIST SENIOR ...........................................................8
E. DEFINITION OF TERMINOLOGY.....................................................................9
III. CONDITIONS GOVERNING THE PROCUREMENT...............................................11
A. SEQUENCE OF EVENTS ..................................................................................11
B. EXPLANATION OF EVENTS ...........................................................................11
1. Issuance of RFP .........................................................................................12
2. Pre-Proposal Conference ...........................................................................12
3. Acknowledgement of Receipt Form Due ..................................................12
4. Deadline to Submit Additional Written Questions ...................................12
5. Response to Written Questions .................................................................12
6. Submission of Proposals ...........................................................................13
7. Proposal Evaluation ...................................................................................13
8. Selection of Finalists .................................................................................13
9. Best and Final Offers from Finalists (If applicable) .................................14
10. Oral Presentations by Finalists (If applicable) ..........................................14
11. Contract Negotiations ...............................................................................14
12. Contract Award .........................................................................................14
13. Right to Protest .........................................................................................14
C. GENERAL REQUIREMENTS ...........................................................................15
1. Acceptance of Conditions Governing the Procurement ............................15
2. Incurring Cost ............................................................................................15
3. Prime Contractor Responsibility ...............................................................15
4. Subcontractors ...........................................................................................15
5. Amended Proposals ...................................................................................16
6. Offerors' Rights to Withdraw Proposal ....................................................16
7. Proposal Offer Firm ..................................................................................16
8. Disclosure of Proposed Contents ..............................................................16
9. No Obligation ............................................................................................17
10. Termination ...............................................................................................17
11. Sufficient Appropriation ...........................................................................17
12. Legal Review ............................................................................................17
13. Governing Law .........................................................................................17
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RFP NO. 2026-0401-CSD/TJ
14. Basis for Proposal ....................................................................................17
15. Contract Terms and Conditions ...............................................................17
16. Contract Deviations .................................................................................18
17. Offeror Qualifications ..............................................................................18
18. Right to Waive Minor Irregularities ........................................................18
19. Change in Contractor Representatives .....................................................18
20. Notice .......................................................................................................18
21. County Rights ..........................................................................................18
22. Right to Publish .......................................................................................18
23. Ownership of Proposals .........................................................................19
24. Electronic Mail Address Recommended .................................................19
25. Preference in Procurement by Santa Fe County ......................................19
26. Double-Sided Documents ........................................................................21
27. Living Wage ............................................................................................21
IV. RESPONSE FORMAT AND ORGANIZATION ........................................................22
A. NUMBER OF RESPONSES ...............................................................................22
B. NUMBER OF COPIES .......................................................................................22
C. PROPOSAL FORMAT .......................................................................................22
1. Proposal Organization ...............................................................................22
2. Letter of Transmittal ..................................................................................23
V. SPECIFICATIONS .......................................................................................................24
A. INFORMATION .................................................................................................24
1. Time Frame ...............................................................................................24
B. EVALUATION CRITERIA ................................................................................24
1. Introduction ...............................................................................................24
2. Technical Competence and Specialized Experience .................................24
3. Evidence of Understanding Scope of Work ..............................................24
4. Capacity and Capability ............................................................................25
5. Past Performance .......................................................................................25
C. COST PROPOSAL ..............................................................................................25
VI. EVALUATION OF PROPOSALS ...............................................................................26
A. EVALUATION SCORING .................................................................................26
B. EVALUATION PROCESS .................................................................................27
APPENDICES
A. Acknowledgement of Receipt Form ....................................................................28
B. Campaign Contribution Disclosure Form ............................................................29
C. Resident Veterans Preference Certification .........................................................32
D. Cost Proposal .......................................................................................................33
E. Sample Agreement ...............................................................................................34
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RFP NO. 2026-0401-CSD/TJ
I. ADVERTISEMENT
SANTA FE COUNTY
MEDICAID/MEDICARE PROVIDER CONSULTANT SERVICES
RFP NO. 2026-0401-CSD/TJ
Santa Fe County requests proposals from a qualified provider to serve as an Consultant to guide
the County through the phased process of becoming a Medicaid/Medicare Service Provider. All
proposals submitted shall be valid for ninety (90) days subject to action by the County. Santa Fe
County reserves the right to reject any and all proposals in part or in whole. A completed proposal
shall be submitted in a sealed container indicating the proposal title and number along with the
Offeror's name and address clearly marked on the outside of the container. All proposals must be
received by 2:00 PM on Monday, October 5, 2026, at the Santa Fe County Purchasing Division,
102 Grant Avenue, (First Floor), Santa Fe, New Mexico 87501. The submission of Proposals will
also be accepted electronically utilizing a Dropbox. Please utilize this link to upload your proposal
submission: https://www.dropbox.com/request/c0h6a7lhzj52kjdei2fl.
By submitting a proposal for the requested services each Offeror is certifying that it is a qualified
firm and its proposal complies with the requirements stated within the Request for Proposals.
A Pre-Proposal Conference will be held at 10:30 AM on Monday, September 14, 2026 online via
Teams using the link provided below and meeting number 258 182 545 046 487 Passcode:
jR69Rg7r or by calling (773) 352-2011 meeting number: 571465533#, conference ID: 571 465
533#. Attendance is not mandatory but highly recommended.
https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting.
EQUAL EMPLOYMENT OPPORTUNITY: All qualified Offerors will receive consideration of
contract(s) without regard to race, color, religion, sex or national origin, ancestry, age, physical and
mental handicap, serious medical condition, disability, spousal affiliation, sexual orientation or
gender identity.
Request for Proposals will be available by contacting Tammy Jim, Procurement Specialist Senior,
102 Grant Avenue, (First Floor) Santa Fe, New Mexico 87501, or by telephone at (505) 986-6370
or by email at tjim@santafecountynm.gov or on our website at
https://www.santafecountynm.gov/finance/purchasing-division/current-bid-solicitations.
PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT
BE CONSIDERED AND WILL BE REJECTED BY SANTA FE COUNTY.
Santa Fe County
Published: September 6th & 7th
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RFP NO. 2026-0401-CSD/TJ
II. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
Santa Fe County is soliciting proposals from a qualified consultants to provide technical
assistance and implementation support for the County to become a Medicaid/Medicare
Providers. Services will include, but are not limited to, providing technical assistance and
implementation support to obtain.
Qualified offerors are invited to submit proposals demonstrating their capacity to fulfill the
requirements outlined in RFP 2026-0401-CSD/TJ. Offerors are expected to review and
understand all applicable terms, conditions, and specifications set forth in the Request for
Proposal.
B. SCOPE OF WORK
The Contractor will provide:
1. Governance, Planning and Project Management
a. Establish project governance and implementation team,
b. Facilitate kickoff and ongoing stakeholder coordination meetings,
c. Develop detailed implementation workplan aligned with County
priorities,
d. Track milestones, risks, and deliverables,
e. Provide ongoing strategic advisory support to County leadership.
2. Electronic Health Record (EHR) Strategy and Implementation
a. Assess current systems (Saphire, ImageTrend, and other tools),
b. Evaluate options for unified vs. hybrid EHR approach,
c. Support vendor selection and procurement process (if applicable),
d. Design standardized documentation templates (CCSS, therapy, re-entry,
MAT),
e. Advise on configuration of EHR for:
i. Medical necessity documentation,
ii. Treatment planning,
iii. Encounter tracking,
iv. Billing integration,
v. Reporting and analytics,
vi. Interoperability,
vii. Security.
f. Support staff training on EHR workflows and/or documentation
compliance,
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RFP NO. 2026-0401-CSD/TJ
g. Design centralized billing and coding structure,
h. Develop billing workflows and protocols.
3. Clinical Supervision and Workforce Infrastructure
a. Define clinical supervision model compliant with Medicaid
requirements,
b. Develop job descriptions for:
i. Clinical Director,
ii. Supervising clinicians,
iii. Administrative support.
c. Support recruitment process (as needed)
d. Develop supervision protocols
e. Establish policies for:
i. Scope of Practice,
ii. Documentation review and co-signature requirements,
iii. Clinical oversight and quality assurance.
f. Provide guidance on Treat First implementation.
4. Medicaid Enrollment, Contracting, and Certification (BHA 432 and CCSS)
a. Guide the County though Medicaid provider enrollment,
b. Support successful completion of Medicaid application for Behavioral
Health Agency (BHA 432) designation in online Medicaid portal,
c. Support CCSS certification process, including:
i. Policy and Procedure development,
ii. Staffing and Credentialing alignment,
iii. Documentation standards.
d. Prepare and submit required documentation to Behavioral Health
Services Division (NHSD) through online certification process for
CCSS certification process,
e. Assist with provider credentialing and enrollment of individual staff,
f. Support readiness for site reviews and certification audits.
5. 1115 Justice-Involved Waiver and Strategic Alignment
a. Support alignment with 1115 waiver requirements,
b. Provide guidance on billing for:
i. First 30 days of incarceration (non-inmate status),
ii. Pre-release waiver services.
c. Support development re-entry service models.
DELIVERABLES
1. Project workplan and timeline
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RFP NO. 2026-0401-CSD/TJ
2. Monthly progress reports
3. Standardized Medicaid-compliant documentation templates
4. Clinical Director and Superivising Clinician job descriptions and hiring framework
5. Clinical policy and procedures to include documentation templates
6. Staff Training & Compliance Materials
7. Treat First implementation toolkit
8. BHA 432 application submittal
9. CCSS certification toolkit and application submittal
10. 1115 Waiver Compliance Matrix
11. Audit readiness tool
12. Billing workflows, protocols and guidance
TIMELINE
1. Months 0 - 3: Planning, governance, EHR assessment, initial enroll work
2. Months 3 - 6: Clinical infrastructure, certification preparation, EHR configuration.
3. Months 6 - 9: Enrollment completion, billing system implementation, staff
training.
4. Months 9 - 12: Go-live support, audit readiness, and optimization.
C. INSURANCE REQUIREMENTS
The insurance required by Offeror are listed below.
1. General Conditions. Contractor shall submit evidence of insurance as is required
herein. Policies of insurance shall be written by companies authorized to write such
insurance in New Mexico.
2. General Liability Insurance, Including Automobile. Contractor shall procure and
maintain during the life of this Agreement a comprehensive general liability and
automobile insurance policy with liability limits in amounts not less than
$1,000,000 combined single limits of liability for bodily injury, including death,
and property damage for any one occurrence. Said policies of insurance shall
include coverage for all operations performed for County by Contractor; coverage
for the use of all owned, non-owned, hired automobiles, vehicles and other
equipment, both on and off work; and contractual liability coverage under which
this Agreement is an insured contract. County of Santa Fe shall be a named
additional insured on the policy.
3. Workers' Compensation Insurance. Contractor shall comply with the provisions
of the Workers' Compensation Act.
4. Increased Limits. If, during the life of this Agreement, the Legislature of the State
of New Mexico increases the maximum limits of liability under the Tort Claims
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RFP NO. 2026-0401-CSD/TJ
Act (NMSA 1978, Sections 41-4-1 through 41-4-29, as amended), Contractor shall
increase the maximum limits of any insurance required herein.
D. DESIGNATED PROCUREMENT SPECIALIST SENIOR
The County has designated a Procurement Specialist Senior who is responsible for the
conduct of this procurement whose name, address and telephone number are listed below.
All deliveries via express carrier should be addressed as follows:
Tammy Jim, Procurement Specialist Senior
Santa Fe County Purchasing Division
102 Grant Avenue, First Floor
Santa Fe, NM 87501
Phone: (505) 986-6370
Email: tjim@santafecountynm.gov
Any inquiries or requests regarding this procurement should be submitted to the
Procurement Specialist Senior in writing. Offerors may ONLY contact the Procurement
Specialist Senior listed above regarding the procurement. Other County employees
do not have the authority to respond on behalf of the County.
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RFP NO. 2026-0401-CSD/TJ
E. DEFINITION OF TERMINOLOGY
This section contains definitions and abbreviations that are used throughout this
procurement document.
This section contains definitions and abbreviations that are used throughout this procurement
document.
"BCC" means the Santa Fe County Board of County Commissioners
"Close of Business" means 5:00 PM Mountain Standard Time or Mountain Daylight Time,
whichever is in effect on the date given.
"Contract" or "Agreement" means a written agreement for the procurement of items of
tangible personal property or services.
"Contractor" means a successful offeror who enters into a binding contract.
"County" means Santa Fe County.
"Determination" means the written documentation of a decision by the Procurement
Manager including findings of fact supporting a decision. A determination becomes part of
the procurement file.
"Desirable" The terms "may", "can", "should", "preferably", or "prefers" identify a
desirable or discretionary item or factor (as opposed to "mandatory").
"Evaluation Committee" means a body appointed by the County management to perform
the evaluation of offeror proposals.
"Finalist" is defined as an offeror who meets all the mandatory specifications of this Request
for Proposals and whose score on evaluation factors is sufficiently high to merit further
consideration by the Evaluation Committee.
"Mandatory" The terms "must", "shall", "will", "is required", or "are required", identify a
mandatory item or factor (as opposed to "desirable"). Failure to meet a mandatory item or
factor will result in the rejection of the offeror's proposal.
"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.
"Procurement Specialist Senior" means the person or designee authorized by the County to
manage or administer a procurement requiring the evaluation of competitive sealed
proposals.
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RFP NO. 2026-0401-CSD/TJ
"Purchasing Division" means the Santa Fe County Purchasing Division, Finance
Department.
"Request for Proposals" or "RFP" means all documents, including those attached or
incorporated by reference, used for soliciting proposals.
"Responsible Offeror" means an offeror who submits a responsive proposal and who has
furnished, when required, information and data to prove that its financial resources, produc-
tion or service facilities, personnel, service reputation and experience are adequate to make
satisfactory delivery of the services or items of tangible personal property described in the
RFP.
"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms
in all material respects to the requirements set forth in the request for proposals. Material
respects of a request for proposals include, but are not limited to, price, quality, quantity or
delivery requirements.
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