RFP 135 Re-Bid Children’s Crisis Stabilization Program Addendum 1

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 135 Re-Bid
Children's Crisis Stabilization Program
ISSUE DATE April 29, 2026
BIDDERS CONFERENCE May 8, 2026- 10:00AM - 11:00AM (ET)
QUESTIONS DUE May 18, 2026 - 4:00 PM(ET)
All questions are to be submitted electronically via VT Buys
RFP RESPONSES DUE BY June 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
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.
1

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
contracts with one or more entities that can provide a crisis stabilization treatment
program for up to 6 children of any gender, ages 5 years through 12 years of age,
experiencing an acute mental health crisis with the goal to stabilize and transition
children back to their home and community. DMH will fund a maximum of 6 beds.
Proposals must identify which scope the program will serve: 4-6 beds statewide or a
regional program with no fewer than 2 beds. Priority for program location in Central or
Northern Mid Vermont.
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 2 years
with an option to renew for up to 3 additional years. The State anticipates the start date
for such contract(s) will be in Quarter 1 of State Fiscal Year 2026, with start-up of
services in Quarter 2.
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): +1 802-552-8456,,35762897#
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
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on the front page of this RFP if a bidder is experiencing system issues and cannot
submit a question via VT Buys.
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 on the Funding Opportunities tab (Funding Opportunities | Department of
Mental Health). 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 on the DMH website under the Careers and
Opportunities tab. 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).
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
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helping small businesses 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): Provide a crisis stabilization treatment program for children, ages 5 years
through 12 years of age, of any gender, experiencing an acute mental health crisis
with the goal to stabilize and transition children back to their home and community. A
maximum of 6 beds will be funded through this opportunity. Proposals must be for one
of the following scopes: 1) a Statewide 5-6 bed program serving children from all
regions of Vermont; or 2) a Regional program with no less than 2 and no more than 4
beds serving a specified region of Vermont. Priority for program location in Central or
Northern Vermont.
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.
2.2.2. Risk Reduction: The new solution will reduce risk to the State
2.3 Scope of Work & Expected Activities
Bidder will provide a crisis stabilization program for children ages 5 years up through 12
years of age, of any gender, experiencing an acute mental health crisis with the goal to
stabilize and transition children back to their home and community.
The proposed program site must be reasonably accessible to families in the region to
be served (Scope 1 or Scope 2), with proximity to major transportation routes.
Respondents will indicate which scope they are responding to:
2.3.1 SCOPE 1: Statewide program serving children from all regions of Vermont with
5-6 beds.
a. Bidder will specify number of beds, no less than 5 and no more than 6
2.3.2 SCOPE 2: Regional program serving children from an identified region of
Vermont (e.g. county, hospital service area, designated agency/ certified
community-based integrated health center service area)
a. Bidder will specify number of beds, no less than 2 and no more than 4
The following elements are required for all proposals, regardless of whether a bidder
choses Scope 1 or Scope 2.
2.3.3 Program Description
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a. Target Population and Eligibility Criteria: The target population
includes children experiencing a mental health crisis, and their
families, representing diverse backgrounds and circumstances.
Services are available to children/youth from ages 5 through 12,
regardless of custody status (bio-family; adoptive family; kinship care;
or Department for Children and Families, Family Services Division
[FSD] custody). Children may present with internalizing or externalizing
behaviors such as physical aggression, suicidal ideation and
behaviors, self-harm, and elopement, but do not meet inpatient level of
care and are voluntary for crisis stabilization. Families have a range of
needs to improve their quality of life. While the child is the primary
focus of daily intervention, the family is an integral part of the treatment
to support successful transition back into the home/community.
i) Bidder will specify any exclusionary criteria for target
population; exclusionary criteria must be clinically justified
and may not be discriminatory.
b. Availability of Services: Crisis stabilization program will run 24
hours/day and will make available to all children the full array of
services for the entire contract period, 365/366 days per year, unless
clearly stated in the program's descriptions.
c. Length of Stay: Each child is intended to be served by the program
until such time that it has been determined that the child has made
sufficient progress toward meeting their goals as outlined in their Plan
of Care. The anticipated length of stay for the crisis stabilization
program will be no more than ten (10) days.
i) Program may request prior approval for extensions beyond
10 days for children funded by Medicaid from DMH if
continued stay criteria are met.
d. Location/ Geographical Area
i) Specify geographical area to be served, based on response to
Scope 1 or 2. Provide explanation for and familiarity with
selection.
ii) Indicate whether you currently operate an appropriate site that
will be used for this program or will need to identify and secure a
site and plans for doing so, including anticipated barriers and
solutions. For proposals that will need to identify a site, indicate
whether the location will be in Central or Northern Vermont.
iii) Proposals should demonstrate how the location ensures
equitable access for families and should include information on
average travel times from major population centers, access to
public transportation or major highways, and the feasibility of
family visitation. Proposals must demonstrate that the site is not
located in a geographically isolated area.
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e. Service Goals and Outcomes:
The primary goal of a crisis stabilization program is to provide brief intensive
trauma-responsive residential treatment for children experiencing a mental
health crisis, while partnering closely with their family and treatment team,
with the goal to safely return to their home and community. DMH is
interested in proposals that align with national standards for children's crisis
care, such as the National Guidelines for Child and Youth Behavioral Health
Crisis Care.
1. Describe how their proposed program will meet expected outcomes
during placement, including
i. Children are safe and secure.
ii. Children are connected and involved with family pursuant to the
Plan of Care.
iii. Children benefit from daily clinical, therapeutic intervention as
well as personal development and therapeutic recreational
activities.
2. Describe how program will meet expected outcomes at discharge,
including:
i. Children transition from brief residential stabilization to a
community-based setting that meets the best needs of the child
pursuant to their discharge plan. For most children, this is a return
to their home of origin.
ii. For those in custody of the State and/or whose clinical needs
warrant an out-of-home treatment setting, the child is supported
for a successful transition to the next setting.
f. Service Delivery and Activities
i) Physical Setting: The program will provide a physical setting that
meets the requirements of the program, the safety of the children
and staff, and is accessible to children and their families. Program
will describe how the physical setting is structured for the safety
of the children, including at minimum the following: all children will
have their own bedrooms; the physical setting will not be locked,
but may have alarms and/or delayed egress.
ii) Therapeutic Milieu: Describe the approaches used to create a
therapeutic milieu for all children in the program. Program will
offer clear daily structure and routines for children to participate in
a variety of educational, therapeutic and recreational activities.
Programming includes individualized and group activities.
iii) Clinical Services: Describe the approaches and evidence-based
practices used to address the acute mental health clinical needs
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for each child. Specify any screening and assessment tools that
may be used. Clinical services must be trauma-informed and
responsive to the developmental needs of the child. At minimum,
clinical services include:
* Initial assessment and diagnosis
* Individual, group and family therapies
* Psychiatric assessment, medication evaluation and
management
* Individual and group skills development, including crisis
and self-regulation planning
* Case management and extensive communication with
families and treatment teams
* Discharge planning and referral support
g. Crisis Management: Describe approaches and protocols used to
address imminent risk of harm to self or others, including approaches
and practices used for suicidal risk management, behavioral risk
management, and de-escalation, with intent to minimize or eliminate
the use of physical restraint and seclusion practices.
i. Identify nationally recognized crisis management training
for staff.
h. Educational Services: For children who receive crisis stabilization
services beyond ten (10) days, provider will consult with the State to
discuss how best to meet the child's educational needs during the
remainder of their stay.
i. Family Engagement: Describe how program will ensure that families
will be an integral part of treatment throughout the child's stay in the
crisis stabilization program. Describe family-based treatment
approach.
j. Staffing: Describe the proposed staffing plan in adherence with
residential licensing requirements, including specific anticipated FTE
per staffing type, planned staffing of shifts, staffing ratios, to ensure
that children are supervised 24 hours/day by trained mental health
staff and receive the necessary services for safety and stabilization.
i. Describe plan to ensure staff are qualified, trained and skilled
to provide crisis stabilization services and supervision to
children with social, emotional, behavioral, and mental health
concerns.
ii. Specify anticipated sub-contracted positions
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k. Admission: Admissions may occur on any day of the week. Children
must be assessed in person prior to being referred to crisis
stabilization program and assessments may be completed by a
clinician from a designated Emergency Services (ES) staff from one of
the Vermont Designated Agencies (DA), Certified Community-Based
integrated Health Center (CCBHC), or by a psychiatrist in a
Designated Hospital that has a psychiatrist on site. The Crisis
Screener is responsible for coordinating with the intake coordinator at
the crisis stabilization program to assure the client meets criteria for
admission.
Program may experience decreases and increases in referrals
depending on the time of year.
l. Discharge: Program provides planned discharges for children who
have stabilized, in coordination with their family and local team.
Discharges may occur on any day of the week. The authorization of
placement and Medicaid funding is for up to ten (10) calendar days.
i. Extensions: Prior to the 10th calendar day of authorization and if
there is no clear discharge date scheduled before the 10th day, the
Provider will contact DMH Children's Care Managers (CCM), who
are responsible for reviewing children's crisis stabilization
authorization extension requests for Medicaid funded placements.
The program must follow the established process to submit a
request for an extension of authorization in order to receive
reimbursement beyond the 10th day.
ii. Emergency Discharge: Describe criteria/circumstances for
emergency discharge. Emergency discharge from the program may
occur when a situation cannot be managed within the program as
described in the provider's emergency policies and procedures.
This may include a medical or psychiatric crisis that is determined
to necessitate a more intensive medical care setting and/or
inpatient level of care.
m. PROGRAM ADMINISTRATION AND EVALUATION
i. Program will be licensed by the Vermont Department for Children and
Families (DCF) Residential Licensing and Special Investigations (RLSI)
Unit as a residential treatment program and maintain good standing with
State Licensing Regulations. Licensing Regulations For Residential
Treatment Programs
ii. Describe the required governing body that has the ultimate authority for
the overall operation of the program and is responsible for ensuring the
organization's continued compliance with State Licensing Regulations
and the ensuing contract.
iii. Provider will be enrolled in Vermont Medicaid to provide crisis
stabilization services. The Contractor is responsible for ensuring
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appropriate billing and reimbursement processes. This includes verifying
payer status and billing commercial insurance or collecting self-pay for
non-Medicaid clients prior to billing any State funds.
iv. Adhere to Documentation and Reporting Requirements for individual
clinical case records, critical incident reports, financial records.
1. Program will provide timely and accurate information to
the DMH Bed Board https://bedboard-
dmh.ahs.state.vt.us/
2. Collect data on crisis resolution, user satisfaction, and
other outcomes, and review these data to develop quality
improvement plans
ii) Confirm program will exercise a reasonable and prudent parent
standard when determining whether to allow a child in State's
Custody to participate in extracurricular, enrichment, cultural, and
social activities as required by federal public law 113-183. Refer
to DCF Family Services Policy 75 for additional information and
guidance: Policy 75: Normalcy and the Reasonable and Prudent
Parent Standard (RPPS).
2.4 Proposal Requirements
All bids for this RFP will be completed in VTBuys via the Questionnaire. Responses
must define:
2.4.1 Company overview
a. Form of Business Organization
Provide details concerning your form of business organization,
company size and resources
b. Bidder Experience Level
Describe your capabilities and particular experience relevant to
RFP requirements.
c. 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.
d. Subcontractors
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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).
e. 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
a. 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 or a
two (2) year period, with the option to include a budget proposal for up to three
(3) subsequent renewal years.
Bidders shall also submit their total annual cost per year proposed via the
Quotation form (Item list in VTBuys)
2.4.4 Proposed Timeline
2.4.5 Reporting and Compliance Requirements
a. Sample Reporting
Bidders will provide a sample of any reporting documentation that may
be applicable to the Detailed Requirements of this RFP
b. Certificate of Compliance
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