RFP 143 Mental Health Peer Patient Representatives

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 143 Mental Health Peer Patient Representatives
ISSUE DATE September 4, 2026
QUESTIONS DUE September 25, 2026 4:00 PM (EST)
All questions are to be submitted electronically via VT Buys
RFP RESPONSES DUE BY October 16, 2026 4:00 PM (EST)
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
Funding Opportunities | Department of Mental Health
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
contracts with one or more companies that can provide patient representative services
pursuant to 18 V.S.A. 7253.
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 twelve-month periods. The
State anticipates the start date for such contract(s) will be in the Fall of 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 bidders' conference will not be held for this RFP.
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.
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
(https://mentalhealth.vermont.gov/RFP).
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.
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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 funding 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.
Instruction: At a minimum to meet the requirements identified in this section (2 C.F.R.
200.321), you will need to post a notice of solicitation on the
https://vermontbusinessregistry.com, and then also notify Vermont APEX Accelerator
(formerly VT Procurement Technical Assistance Center (PTAC)) at
ACCD.APEX@vermont.gov.
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.
This project is being funded using federal monies and shall require compliance with the
Davis-Bacon Act. Wages shall be paid using rates no less than those established under
the Davis-Bacon prevailing wage rates. Complete information related to Davis-Bacon
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and Related Acts is available at: Davis-Bacon and Related Acts | U.S. Department of
Labor.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business
need(s): provide Full Time Equivalent (FTE) Peer Patient Representative for youth and
adults in the designated hospitals, River Valley Therapeutic Residence (RVTR), the
Intensive Recovery Residential (IRR) programs, and the Psychiatric Residential
Treatment Facility (PRTF).
This RFP may result in multiple awards. Proposals are not required to cover all
facilities; bidders will need to clearly identify the facility or facilities to be served in their
proposal submission.
The Patient Representative shall provide education on patient rights, advocate for
patients, and foster communication.
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. Compliance: The new solution meets a previously unmet State or Federal
compliance requirement
2.3 Scope of Work & Expected Activities
The successful bidder or bidders for this contract will recruit, hire, and supervise peer
support providers to serve as Patient Representatives to individuals under the custody
of the State in the Designated Hospitals (Vermont Psychiatric Care Hospital, Brattleboro
Retreat, Rutland Regional Medical Center, the Windham Center, the University of
Vermont Medical Center, and the VA), River Valley Therapeutic Residence (RVTR), the
Intensive Recovery Residential (IRR) programs, and the youth Psychiatric Residential
Treatment Facility (PRTF) opening later this year.
I. The responsibilities and expectations of the Patient Representatives will
include:
a. Advocate for patients/residents and foster communication:
* Initial, voluntary meeting after admission, if agreed to by the individual,
to share information about the patient representative program, patient/
resident rights, and the facility's grievance process;
* Attend treatment planning and treatment team meetings, if requested by
the individual, to advocate alongside them and encourage self-advocacy
skills;
* If requested, help the individual understand the members and roles of
their treatment team;
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* If requested, connect individuals with peer support services that are
informed by the principles of Intentional Peer Support (IPS) and the
Code of Ethics for certified peer support providers in Vermont;
* Peer Support sessions can be offered to an individual or group
b. Treat all information as strictly confidential and not discuss with anyone
other than their supervisor/ co-workers when necessary, except at the
explicit request of the individual and with a signed release provided to the
facility and DMH;
c. Visit facilities in a designated area at an agreed upon time each week, and
thereafter by appointment at the request of individuals approved in advance
by the facility;
d. If requested, support and encourage individuals' self-advocacy;
e. If requested, discuss with the individual what they feel might be best for
them in the context of their stay/ treatment;
f. Offer one-to-one support if requested;
g. Participate in regularly scheduled staff meetings and supervision to
continuously improve skills, understanding, and approach to advocacy;
h. Abide by all instructions given by facility staff including, but not limited to,
which spaces they are allowed to access that day and which patients they
are allowed to interact with on that day;
i. If asked to leave the building, do so professionally and immediately;
j. Maintain fidelity to Intentional Peer Support and the Vermont Peer Support
Code of Ethics in all work and tasks completed;
k. Participate in on-going training on:
* Neutrality: Patient Representatives do not provide medical
advice, do not provide clinical opinions, and are encouraged to
explore individual worldviews with openness, curiosity, and the
principles of mutual learning without clinical opinions on topics
such as medications.
* Safety: Comply with staff instructions and unit access limits
during Patient Representative visits, including leaving
immediately when directed. Adhere to facility rules that govern
conduct.
* Privacy: Treat all information shared by individuals with the
utmost confidentiality.
l. Attend and engage in all training as required by individual facilities and
comply with all facility policies, procedures, and instructions (including
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scheduling and paying for fingerprint-supported background checks for
facilities to maintain on site);
m. Participate in trainings around Intentional Peer Support (IPS), WRAP /
Taking Action for Whole Health & Wellbeing, Ethics, the 80-hour Certified
Peer Support Provider Curriculum and other trainings (e.g. Hearing Voices),
which may be deemed useful in supporting the work of the Patient
Representatives;
n. For those patient/peer representatives serving youth at the PRTF, it is
highly recommended that they complete the youth and young adult peer
support training available through Pathways Workforce Development
Initiative (PWDI).
II. The responsibilities of the Contractor(s) will include:
a. Development of a written memorandum of understanding (MOU) between
the Contractor and each facility to outline roles, expectations, confidentiality,
responsibilities of the Patient Representatives, methods of communication,
and ways for individuals to access the Patient Representative at the facility.
DMH will provide the template to be used. The MOU must be fully signed
and approved by DMH before any Patient Representatives can enter a
facility to do work under the contract.
b. Requiring each Patient Representative to sign individual agreements with
the facilities (on a form provided by DMH) outlining expectations. These
agreements must be fully signed and approved by DMH before any Patient
Representative can enter a facility to do work under this contract.
III. The role and responsibilities of mental health patient representatives do NOT
include:
a. Providing any type of medical advice and/or providing or taking positions on
clinical decisions, including medications.
* When engaging in medication related discussions with an individual or in a
group setting, the patient representative will clarify that they are not part of
the treatment team and will help the individual think through questions and
prepare for conversations with their treatment teams but not provide any
medical advice or take a position on whether the individual should take
medication/engage in specific treatments.
b. Engaging floor staff in conversations about patient's personal information,
especially information about discharge, housing options, Orders of
Hospitalizations or Orders of Non-Hospitalizations, and medications.
* Any questions must be addressed at treatment team meetings or private
conversations with identified treatment team members.
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c. Accessing any resident/patient medical records without initiation and
permission from the resident/patient, along with a specific signed release
provided to the facility and DMH.
d. Taking any notes or otherwise documenting any information that includes PHI
(including an individual's name, birth date, social security number, patient MSR
number, and/or any identifying information) other than advocacy notes used
solely to assist their role in supporting self-advocacy.
e. Advocacy notes shall minimize the use of identifiers and use the least-
identifying information necessary. Notes must avoid including protected health
information as much as possible and shall not contain facility names,
diagnoses, medication lists, treatment details, or other clinical information.
Advocacy notes, if created, shall strictly comply with all requirements in the
Business Associate Agreement (BAA). Any other documentation (including
grievances) must not leave the facility without the patient's express written
permission on a release provided to the facility and must be safeguarded when
not in use in compliance with the BAA in the Grant Agreement.
f. Contacting external treatment providers, potential treatment providers,
designated agencies, and/or potential placements about the resident/patient
during or after expected discharge.
NOTE: the proposal response must specifically detail how the bidder plans to comply with
this section.
IV. Training and Supervision
The proposal must outline required staff trainings, including both one-time and recurring
requirements, and must also describe the planned supervision structure. As noted above,
please specifically address:
a. Intentional Peer Support (IPS), WRAP/Taking Action for Whole Health, Ethics, the
80-hour Certified Peer Support Provider Curriculum, and other training (hearing
voices, youth and young adult peer support) which may be deemed useful in
supporting the work of the Patient Representatives.
b. While it is not a requirement for the Patient Representative to be a Certified Peer
Support Provider (CPSP) in the State of Vermont, it is highly encouraged and
recommended.
V. Communication with DMH and Designated Facilities, Reporting and
Documentation:
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a. The Contractor will provide monthly written updates on activities to DMH and
facilities. Updates at a minimum will identify the number of youth and adults who
were provided services, the types of services, themes of challenges, and any next
steps needed when an issue arises with a patient.
b. Contractor will maintain a record of the number of contacts and services
performed.
c. The Contractor will report quarterly on the following performance measures:
i. Percentage of patients that request a session with the Mental Health Patient
Representative and those who receive a session.
ii. Average length of time between a request for a session with the Mental Health
Patient Representative and when a session is provided.
iii. Aggregate Satisfaction survey results from patients receiving these services.
3. GENERAL REQUIREMENTS:
3.1. Prospective 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.
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.
3.2.3. INSURANCE REQUIREMENTS:
a. In addition to the insurance required in Attachment C linked below in section 7.1.3,
before commencing work on this Contract and throughout the term of this
Contract, Contractor agrees to procure and maintain Sexual Abuse and
Molestation coverage for any and all services performed under this contract, with
minimum coverage of $1,000,000 per claim, $1,000,000 aggregate.
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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:
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
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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.
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
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