RFP 139 Coordinated Specialty Care for First Episode Psychosis

Department of Mental Health
166 Horseshoe Drive | Waterbury VT 05671-20110
802-241-0090 phone |802-241-0100 fax
SEALED BID
REQUEST FOR PROPOSAL
RFP 139 Coordinated Specialty Care for First Episode
Psychosis
ISSUE DATE March 4, 2026
BIDDERS CONFERENCE March 19, 2026- 2:00 PM (ET)
QUESTIONS DUE April 1, 2026 - 4:00PM (ET)
All questions are to be submitted electronically via VT Buys
RFP RESPONSES DUE BY April 15, 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
DMH Careers and Opportunities
And
Vermont Business Registry and Bid System - Home
STATE CONTACT: Jennifer Rowell
E-MAIL : 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, and
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.
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1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the
Department of Mental Health (DMH, hereinafter the "State") is seeking to establish a
contract with a company that can develop an implementation plan for a Coordinated
Specialty Care (CSC) Program in Vermont for individuals experiencing First (early)
Episode Psychosis and their families based upon existing evidence-based CSC
program elements as defined by the Substance Use and Mental Health Services
Administration (SAMHSA).
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 will be for a period of one (1)
year with an option to renew for up to four (4) additional years. The State anticipates the
start date for such contract(s) will be in July 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
remotely at the date and time indicated on the front page of this RFP.
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,,570457824#
1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of 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, questions should be e-mailed to the single point of contact
on the front page of this RFP if a bidder is experiencing system issues with VT Buys.
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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 in VTBuys and on
the DMH website under the Careers and Opportunities tab.
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 as well as posted on the
DMH website and the Vermont Business Registry. Modifications from any other source
are not to be considered.
1.7. SOURCE OF FUNDS: The Department anticipates using State and Federal funds 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) and # 93.958, U.S. Department of Health and Human Services,
Department of Substance Abuse and Mental Health Services Administration.
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 navigate the documentation associated with State and Federal
procurement. Their website is: http://apex.vermont.gov
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2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business
need(s): develop a Coordinated Specialty Care (CSC) Program in Vermont for
individuals experiencing First (early) Episode Psychosis and their families.
2.2. The State of Vermont seeks to achieve the following Business Value:
2.2.1. Customer Service Improvement: The new solution will provide new or
improved customer service or services.
2.2.2. Compliance: The new solution meets a previously unmet State or Federal
compliance requirements.
2.3 Scope of Work & Expected Activities
Respondents will develop a Coordinated Specialty Care (CSC) Program as a first
phase toward statewide implementation. These activities will aim to serve the
target population, which is individuals ages 14-35 experiencing First Episode
Psychosis and their families with a caseload size in alignment with evidence-based
CSC practice.
2.3.1 SCOPE 1: Finalize and operationalize the CSC program design for
Vermont to support launch of an initial pilot team and phased regional
expansion. The proposed program design will conform to the evidence-
based practice endorsed by SAMHSA.
2.3.1.1 Finalize an implementation-ready CSC program structure for Vermont
through consultation with content experts, service providers, families,
and individuals who have experienced psychosis, and other
stakeholders, resulting in identification of the initial implementation site,
governance structure, defined roles and responsibilities, and a detailed
12-month implementation timeline with milestones.
2.3.1.1.1 Include CSC evidence-based practices, associated treatment
approaches (Open Dialogue; Individual Placement and Support,
Assertive Community Treatment, CBT for Psychosis; Integrated
Dual Disorders Treatment, etc.) and treatment team
configuration.
2.3.1.1.2 Use existing epidemiologic data to estimate amount and
distribution of the need for this service.
2.3.1.2 Identify opportunities to align existing Vermont resources and
partnerships to support future CSC implementation, including
coordination with Designated Agencies and related service providers,
supported employment and education services, and potential funding
pathways such as Medicaid and Mental Health Block Grant resources.
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Provide recommendations for partnership structure and funding
alignment to inform implementation planning. Deliver a comprehensive
implementation package that positions DMH to initiate launch of a CSC
pilot team as soon as practicable following completion of required
regulatory and funding approvals.
2.3.2 SCOPE 2: Engage community leaders and organizations to promote
support implementation of a CSC pilot team
2.3.2.1 Facilitate targeted engagement with identified implementation partners
in the proposed pilot region to confirm referral pathways, clarify roles
and responsibilities, and address operational considerations specific to
team launch.
2.3.2.2 Consult with providers experienced in supporting CSC programs and
individuals with lived experience of psychosis to provide guidance on
program implementation including training and best practice strategies.
2.3.2.3 Explore hub and spoke model of program delivery.
2.3.3 SCOPE 3: Develop operational supports for program delivery
2.3.3.1 Create program policies and procedures necessary to support CSC
implementation, including incoming and outgoing referral processes,
and admission and discharge criteria
2.3.3.2 Develop a staffing plan for a CSC pilot team that includes psychiatry
staff, clinical team leader, mental health and substance use disorder
clinician(s), case manager(s), peer specialist(s), and Supported
Employment and Education specialists, including recommended roles
and responsibilities.
2.3.3.3 Explore various funding and billing mechanisms including Medicaid.
2.3.3.4 Establish structure for ongoing advisory board composed of individuals
and families with lived experience, community providers members, and
other stakeholders, to support implementation and ongoing program
development.
2.3.4 SCOPE 4: Educational material development and training
2.3.4.1 Develop a comprehensive training curriculum for CSC teams using
materials and resources from existing national CSC programs and
aligning with established evidence-based practice standards.
2.3.4.2 Create program informational materials for use by providers, referral
sources, individuals, and families, including descriptions of services,
eligibility criteria, and referral processes to support program launch
and community awareness.
2.4 Proposal Requirements
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All bids for this RFP will be completed in VTBuys via the Questionnaire. Responses
must define:
2.4.1 Company overview
2.4.1.1 Form of Business Organization
Provide details concerning your form of business organization,
company size and resources
2.4.1.2 Bidder Experience Level
Describe your capabilities and particular experience relevant to
RFP requirements.
2.4.1.3 Experience working with State of Vermont
If you have experience working with the State of Vermont, identify all
current or past State projects. Provide the name of the Vermont
department or agency and the project title or a brief description of the
work. Do not include references or statements from State of Vermont
agencies or employees.
2.4.1.4 Subcontractors
Identify the names of all subcontractors you intend to use, the portions
of the work the subcontractors will perform, and address the
background and experience of the subcontractor(s), in response to the
questions described above in this section.
If you intend to use subcontractors (not 1099 independent contractor
staff) identify which portions of the work the subcontractors will
perform. If a subcontractor is already identified, include the name of
the subcontractor and address the background and relevant
experience of the subcontractor(s).
2.4.1.5 Exceptions to Contract Terms and Conditions
If a bidder wishes to propose an exception to any terms and
conditions set forth in the Standard Contract Form and its
attachments, such exceptions must be included in the cover letter to
the RFP response. Failure to note exceptions when responding to
the RFP will be deemed to be acceptance of the State contract terms
and conditions. If exceptions are not noted in the response to this
RFP but raised during contract negotiations, the State reserves the
right to cancel the negotiation if deemed to be in the best interests of
the State. Note that exceptions to contract terms may cause rejection
of the proposal, and that the State's non-rejection of a proposal on
this basis does not indicate acceptance of the exceptions. Services
to be provided and anticipated outcomes
2.4.2 Scope of Work & Expected Activities
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2.4.2.1 Respondents will address each of the items identified in section 2.3 of
this RFP.
2.4.3 Proposed budget
Bidders shall upload via attachment their costs and pricing breakdown for a
one (1) year period, with the potential to renew up to four (4) additional.
Bidders shall also submit their total annual cost per year proposed via the
Quotation form.
2.4.4 Proposed Timeline
2.4.5 Reporting and Compliance Requirements
2.4.5.1 Sample Reporting
Bidders will provide a sample of any reporting documentation that may
be applicable to the Detailed Requirements of this RFP
2.4.5.2 Certificate of Compliance
This form must be completed and submitted as part of the response for
the proposal to be considered valid.
2.4.6 References
Bidders will provide the names, addresses, and phone numbers of at least two
(2) companies with whom you have transacted similar business recently. You
must include contact names who can talk knowledgeably about performance.
Do not list a State of Vermont agency or employee as a reference.
3. GENERAL REQUIREMENTS:
3.1. 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 assembled, serviced, and ready for immediate use, unless otherwise
requested by the State.
3.2.1. Prices and/or rates remain firm for the initial term of the contract. The
pricing policy submitted by Bidder must (i) be clearly structured,
accountable, and auditable and (ii) cover the full spectrum of materials
and/or services required.
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3.2.2. Cooperative Agreements. Bidders that have been awarded similar
contracts through a competitive bidding process with another state and/or
cooperative are welcome to submit the pricing in response to this
solicitation.
3.3. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses
and select the Bidder(s) as may be determined to be in the best interest of the State
and consistent with the goals and performance requirements outlined in this RFP. The
State of Vermont reserves the right to obtain clarification or additional information
necessary to properly evaluate a proposal. Failure of bidder to respond to a request
for additional information or clarification could result in rejection of that bidder's
proposal. To secure a project that is deemed to be in the best interest of the State, the
State reserves the right to accept or reject any and all bids, in whole or in part, with or
without cause, and to waive technicalities in submissions. The State also reserves the
right to make purchases outside of the awarded contracts where it is deemed in the
best interest of the State.
3.3.1. Best and Final Offer (BAFO). At any time after submission of
Responses and prior to the final selection of Bidder(s) for Contract
negotiation or execution, the State may invite Bidder(s) to provide a
BAFO. The state reserves the right to request BAFOs from only those
Bidders that meet the minimum qualification requirements and/or have
not been eliminated from consideration during the evaluation process.
3.3.2. Presentation. An in-person or webinar presentation by the Bidder may
be required by the State if it will help the State's evaluation process. The
State will factor information presented during presentations into the
evaluation. Bidders will be responsible for all costs associated with
providing the presentation.
3.4. CONFLICTS OF INTEREST:
3.4.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a
bidder as a business entity has interests (for example, customers,
partners, contracts) that could undermine, or reasonably be perceived to
undermine, its faithful and unbiased performance of a contract with the
State that may result from this solicitation.
3.4.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest
held by an individual, agent or employee of a bidder could undermine, or
reasonably be perceived to undermine, its faithful and unbiased
performance of a contract with the State that may result from this
solicitation.
3.4.3. Requirements: The State does not seek to contract with any individual
or business entity having a conflict of interest which cannot be mitigated
to the State's satisfaction. To ensure the State's awareness of actual,
potential, or reasonably perceived PCOIs and OCOIs, bidders shall:
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a. Prior to submitting a proposal, conduct an internal review of its current
affiliations and activities and identify actual, potential, or reasonably
perceived PCOIs or OCOIs relative to a contract with the State that may
result from this solicitation.
b. Disclose in your proposal any actual or potential PCOI or OCOI or the
existence of any facts that may cause a reasonably prudent person to
perceive a PCOI or OCOI with respect to a contract with the State that may
result from this solicitation. Disclose, also, any actions proposed to mitigate
the PCOI or OCOI.
3.4.4. The State shall have sole discretion to determine whether a PCOI or
OCOI can be mitigated to the State's satisfaction and may discuss the
conflict with the bidder if and to the extent the State deems discussion
necessary to its determination. The State reserves the right to (a) reject
from further consideration any proposal having a PCOI or OCIO that
cannot be mitigated to the State's full satisfaction and (b) terminate a
contract upon discovery that a contractor failed to disclose facts
pertaining to a PCOI or OCOI in its proposal, or otherwise
misrepresented relevant information to the State.
3.5. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with
Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54),
Bidders must comply with the following provisions and requirements.
3.5.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall
complete the appropriate section in the attached Certificate of
Compliance for purposes of self-reporting information relating to past
violations, convictions, suspensions, and any other information related to
past performance relative to coding and classification of workers. The
State is requiring information on any violations that occurred in the
previous 12 months.
3.5.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00,
Bidders are hereby notified that upon award of contract, and prior to
contract execution, the State shall be provided with a list of all proposed
subcontractors and subcontractors' subcontractors, together with the
identity of those subcontractors' workers compensation insurance
providers, and additional required or requested information, as
applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply
to subcontractors providing supplies only and no labor to the overall
contract or project. This list MUST be updated and provided to the State
as additional subcontractors are hired. A sample form is available online
at http://bgs.vermont.gov/purchasing-contracting/forms. The
subcontractor reporting form is not required to be submitted with
the bid response.
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3.6. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE
PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate
Change Considerations in State Procurements Certification, which is included in the
Certificate of Compliance for this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices
that promote clean energy and address climate change as identified in the Certification,
shall be given favorable consideration in the competitive bidding process. Such
favorable consideration shall be consistent with and not supersede any preference given
to resident bidders of the State and/or products raised or manufactured in the State, as
explained in the Method of Award section. But, such favorable consideration shall not be
employed if prohibited by law or other relevant authority or agreement.
3.7. METHOD OF AWARD: Awards will be made in the best interest of the State. The
State may award one or more contracts and reserves the right to make additional
awards to other compliant bidders at any time if such award is deemed to be in the
best interest of the State. All other considerations being equal, preference will be given
first to resident bidders of the state and/or to products raised or manufactured in the
state, and then to bidders who have practices that promote clean energy and address
climate change, as identified in the applicable Certificate of Compliance.
3.7.1. Evaluation Criteria: Consideration shall be given to the Bidder's project
approach and methodology, qualifications and experience, ability to provide the
services within the defined timeline, cost, and success in completing similar
projects. Each proposal will be evaluated using a weighted scoring system. The
application is divided into the sections outlined in section 2.4 of this RFP that
reflect key evaluation criteria, with each section assigned a specific weight
based on its relative importance. Reviewers will rate each section on a 5-
point scale. Weighted scores for each section will be combined
to determine the total score, which will help to guide funding decisions. Weight
for each of the sections is set forth below:
Technical Proposal:
* Company overview: 20%
* Scope of Work and Expected Activities: 25%
* Proposed timeline: 20%
* Reporting and Compliance Requirements: 10%
Cost Proposal:
* Budget proposal: 25%
3.8. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State
may select one or more bidders with which to negotiate a contract, based on the
evaluation findings and other criteria deemed relevant for ensuring that the decision
made is in the best interest of the State. In the event State is not successful in
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