SCHOOL-BASED MENTAL HEALTH (CO-LOCATED) SERVICES

Memorandum from Purchasing Department
Letter of Instruction for RFP #251-27-91
To: Prospective Parties
Thank you for your interest in the Wake County Public School System. Please review the
following instructions prior to submitting your proposal.
* Prior to submitting and executing the proposal, please make sure you read and
understand the terms and conditions referenced. All proposals are subject to the
terms and conditions outlined herein. All responses will be controlled by such terms
and conditions and the submission of other terms and conditions, price lists, catalogs,
and/or other documents as part of an offeror's response will be waived and have no
effect either on this Request For Proposals or on any contract that may be awarded
resulting from this solicitation. The attachment of any other terms and conditions by
the Offeror may be grounds for rejection of that proposal. Offeror specifically agrees
to the conditions set forth in the above paragraph by signature to the proposal.
* Please read carefully the section titled CONFIDENTIALITY AND PROHIBITED
COMMUNICATIONS DURING THE RFP PROCESS. All questions should be directed to
bids-pgooding@wcpss.net.
* Offerors are cautioned that this is a request for offers, not a request to contract, and
WCPSS reserves the unqualified right to reject any and all offers when such rejection
is deemed to be in the best interest of WCPSS.
* In submitting a proposal, the Offeror agrees not to use the results there from as part
of any news release or commercial advertising.
* Submit one (1) signed, original executed proposal response and one (1) electronic copy
on a flash drive (emails not accepted) of your proposal simultaneously to the address
identified below.
* Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the
due date. Address the package(s) for delivery as shown in the table below. If Vendor
is submitting more than one (1) proposal, each proposal shall be submitted in separate
envelopes and marked accordingly. For delivery purposes, separate envelopes from a
single Vendor may be included in the same outer package. Proposals are subject to
rejection unless submitted with the information above included on the outside of the
proposal package.
* Bidders must be registered as a vendor in the North Carolina electronic Vendor Portal
(eVP). Vendors who are not already registered may do so at evp.nc.gov. There is no
cost to register.
1 | P age

Request for Proposal #251-27-91
1551 Rock Quarry Rd - Bldg. F SCHOOL-BASED MENTAL HEALTH (CO-LOCATED) SERVICES
AT SELECT WCPSS SCHOOLS
Raleigh, NC 27610 Contract Type: Agency Specific Term Contract
Refer ALL Inquiries to: Petra Gooding
Telephone No: 919-588-3456 DUE DATE: April 24, 2026 @ 2:00 pm
E-Mail: bids-pgooding@wcpss.net Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM
NOTICE TO VENDORS
Sealed proposals, subject to the conditions made a part hereof, will be received at this office (1551 Rock Quarry Road,
Building F, Raleigh, NC) until 2:00 p.m. on the day of opening and then opened, for furnishing and delivering the
commodity as described herein. Refer to page 2 for proper mailing instructions.
Proposals submitted via facsimile (FAX) machine or email in response to this Request for Proposal will not be acceptable.
Proposals are subject to rejection unless submitted on this form.
EXECUTION
In compliance with this Request for Proposal, and subject to all the conditions herein, the undersigned offers and agrees
to furnish and deliver any or all items upon which prices are proposed, at the prices set opposite each item within the
time specified herein. By executing this proposal, I certify that this proposal is submitted competitively and without
collusion.
Failure to execute/sign this page prior to submittal shall render bid invalid. Late proposals are not acceptable.
VENDOR: FEDERAL ID OR SOCIAL SECURITY NO.
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
(800)
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for 60 days from date of proposal opening unless otherwise stated here: ____ days Prompt Payment
Discount: _______ % __________________ days.
Submit one (1) signed, original executed proposal response and one (1) electronic copy on a flash drive (emails will not
be accepted) of your proposal simultaneously to the address identified below.
Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the
package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each
proposal shall be submitted in separate envelopes and marked accordingly. For delivery purposes, separate
envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection
unless submitted with the information above included on the outside of the proposal package.
2 | P age

MAILING INSTRUCTIONS: Mail only one fully executed proposal with copies, unless otherwise
instructed. Address envelope and include proposal number as shown below. It is the responsibility of
the Vendor to have the proposal in this office by the specified time and date of opening.
Bidders or their authorized representatives are expected to fully inform themselves as to the terms,
conditions, requirements, and specifications of this RFP before submitting bids. Failure to do so will be at
the bidder's own risk. The law makes no allowance for errors or omission or commission on the part of
the bidders; furthermore, the bidder cannot secure relief on the plea of error or ignorance concerning any
requirement included in the IFB.
Bidder presence is not required at the bid opening, and no weight or other consideration toward any
award decision will be given to any bidder's attendance or absence at the bid opening. Recaps of the
details of the bids received will be available to any interested party upon WRITTEN request. The form and
content of the bid recaps will be at the sole discretion of WCPSS. They may be in electronic form.
DELIVER TO:
PROPOSAL NO. RFP 251-27-91
Wake County Public School System
Purchasing Department, Building F
1551 Rock Quarry Road
Raleigh NC 27610-4145
RFP SCHEDULE
The table below shows the intended schedule for this RFP. WCPSS will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP WCPSS 3-10-26
Submit written questions to: Vendor 3-17-26 by 2:00 pm ET
bids-pgooding@wcpss.net
(Reference RFP # in the subject line)
Provide Responses to Questions WCPSS 3-20-25 by end-of-business
Submit Proposals Vendor 4-24-26 @ 2:00 PM ET
PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to
submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any
such questions, in written form by the above due date. WCPSS will not respond to questions via telephone or
telephone message(s). Written questions must be emailed to bids-pgooding@wcpss.net by the date and time
specified above. Vendors should enter "RFP #251-27-91 Questions" as the subject for the email. Questions
submittals should include a reference to the applicable RFP section and be submitted in the format below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
3 | P age

Questions received prior to the submission deadline date, WCPSS' response, and any additional terms deemed
necessary by WCPSS will be posted in the form of an addendum to the North Carolina Electronic Vendor Portal
(eVP): https://evp.nc.gov/solicitations/ and WCPSS Purchasing website: http://www.wcpss.net/domain/101,
and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally
by any WCPSS personnel, whether made in response to a question or otherwise in connection with this RFP,
shall be considered authoritative or binding. Vendors shall rely only on written material contained in an
Addendum to this RFP.
Vendors are subject to immediate disqualification at any stage of the selection process for the following:
* The submission of false or misleading information in the vendor's proposal.
* Any efforts to dissuade or discourage other vendors from submitting proposals.
* Any efforts to influence, dictate, or change the terms of another vendor's proposal.
* Any form of bid collusion or bid rigging.
METHOD OF AWARD
All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP
requirements and achieving the highest and best final evaluation which is best for WCPSS. Vendors SHALL
not be considered who are not approved or authorized by The State of North Carolina to do business with
The State of North Carolina. WCPSS reserves the right to waive any minor informality or technicality in
proposals received.
IMPORTANT: CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date proposals are opened through the date the contract is awarded-
each Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited
from having any communications with any person inside or outside of WCPSS regarding this solicitation. All
communication should be directed in written form to the WCPSS contact indicated on pages 1, 2, and 3.
PURPOSE
The Wake County Public School System (WCPSS) recognizes the importance of addressing the mental health
needs of students to provide the best opportunities for success. To support our families' efforts to obtain care for
youth, WCPSS is requesting proposals for school-based and teletherapy mental health services. Services expected
begin in the Fall of 2026 (tentatively August 3, 2026).
WCPSS has identified the following needs and seeks the following services:
Child and Adolescent service providers to serve as school-based mental health providers. This RFP is seeking
highly qualified providers/agencies to provide the following mental health services to WCPSS students:
Comprehensive Clinical Assessments
Individual Outpatient Therapy
Group Outpatient Therapy
Family Outpatient Therapy
Medication Management
Person-Centered Planning
On-site Training and Consultation with school staff
Collaboration with school staff to support student needs
Successful providers/agencies must have the capacity to establish in-school access to clinical outpatient treatment
services and be capable of providing mental health services at varying levels of intensity, based on the
4 | P age

individualized needs of the students and which are able to adjust as rapidly as the changing needs of the students.
Participating WCPSS schools will provide a counseling-friendly space (confidential, non-stigmatizing, etc.). Hours
of space availability will be determined between provider and school administrator based on school operating
hours and needs of students.
All financial obligations related to the provisions of mental services will be the responsibility of the provider.
Successful agencies/providers will be expected to enter into a Memorandum of Agreement (MOA) with WCPSS
outlining the terms and conditions under which WCPSS will allow the provider/agency to access WCPSS property to
provide services to WCPSS students.
Goals for School-Based Mental Health Services:
To increase access to mental health services for WCPSS students in need of these services in an easily
accessible location.
To provide mental health programs that address early intervention and prevention services for WCPSS
students in need.
To provide consultation and crisis support to administrators, teachers, and other school staff regarding
mental health and related issues.
BACKGROUND
For background purposes, The Wake County Public School System (WCPSS) is currently the largest school district
in North Carolina and the 14th largest in the United States. There are currently 204 schools serving a student
population of approximately 161,000, with approximately 20,000 staff. Wake County covers 854 square miles.
Additional information about the school system can be accessed via the internet site (www.wcpss.net).
MINIMUM QUALIFICATIONS:
Only organizations that meet the following minimum qualifications will be considered for this RFP:
All providers or applicants must be in good standing with all applicable oversight entities and continuously
meet Good Standing criteria. This means that the provider or applicant:
is in compliance with the standards and requirements of all applicable oversight entities;
has submitted all required documents, payments and fees to the U.S. Internal Revenue Service,
the N.C. Department of Revenue, N.C. Secretary of State, the N.C. Department of Labor, and the
N.C. Department of Health and Human Services and its Departments and Divisions;
has not filed for or is not currently in Bankruptcy; and
has not had any sanctions imposed against it, including, but not limited to the following:
Any LME/MCO: Contract Termination or Suspension, Referral Freeze, noncompliance
with a Plan of Correction, Past Due Overpayment, Prepayment Review, Payment
Suspension
N.C. Department of Health and Human Services
NC Medicaid/NC Division of Health Benefits: Contract
Termination or Suspension, Payment Suspension, Prepayment Review, Outstanding Final
Overpayment.
DMH/DD/SAS: Revocation, Unresolved Plan of Correction.
DHSR: Unresolved Type A or B penalty under Article 3, Active Suspension of Admissions,
Active Summary Suspension, Active Notice of Revocation or Revocation in Effect.
5 | P age

U.S. Internal Revenue Service: Unresolved tax or payroll liabilities.
N.C. Department of Revenue: Unresolved tax or payroll liabilities.
N.C. Department of Labor: Unresolved payroll liabilities.
N.C. Secretary of State: Administrative Dissolution, Revocation of Authority, Notice of
Grounds for other reason, Revenue Suspension; providers organized as a corporate entity
must have a "Current - Active" registration with the NC Secretary of State.
Boards of Licensure or Certification for the applicable Scope of Practice
Provider's Selected Accrediting Body
Providers and applicants are required to disclose any pending or final sanctions under the Medicare or
Medicaid programs including paybacks, lawsuits, insurance claims or payouts, and disciplinary actions of
the applicable licensure boards or adverse actions by regulatory agencies within the past five years or
now pending. The provider's or applicant's owner(s) and managing employee(s) may not previously have
been the owners or managing employees of a provider which had its participation in any State's Medicaid
program, or the Medicare program involuntarily terminated for any reason or owes an outstanding
overpayment to an LME/MCO or an outstanding final overpayment to DHHS.
For purposes of this procedure, WCPSS considers an action of DHHS, including its divisions and LME/MCOs
to be final upon notification to the provider, unless such action is under appeal. For actions by DHHS or
LME/MCO under appeal, WCPSS may, in its discretion, pending its award or enrollment for up to 90 days
to allow for a final resolution or final decision by the NC Office of Administrative Hearings (NCOAH). If no
final decision is rendered in that time period, then the provider or applicant is deemed not in Good
Standing.
Confidentiality of Health Records.
The parties recognize that certain health care records and transactions may be governed by the Health
Insurance Portability and Accountability Act (HIPAA). Records created and maintained by the Agency in
providing services to students pursuant to a MOA may be provided to WCPSS upon the receipt of written
consent from the parent/guardian and/or patient, if over the age of 18. Pursuant to the U.S. Department
of Education's and U.S. Department of Health and Human Services' November 2008 Joint Guidance on the
Applicability of [FERPA] and [HIPAA] to Student Records, it is anticipated that any records produced or
maintained by the parties in connection with the MOA will be education records subject only to FERPA,
and not HIPAA, while in the possession of WCPSS employees.
* To the extent that HIPAA may be applicable to any actions of the Agency or its affiliates in connection with
the MOA, the Agency shall be solely responsible for ensuring its compliance with that statute and any
related regulations. The Agency shall be responsible for the storage, maintenance, and confidentiality of
proper medical records for the patients pursuant to the MOA. The Agency shall be responsible for fulfilling
all requirements imposed by applicable law and its own medical records procedures with respect to the
preparation, maintenance, security, disclosure, and retention of such medical records.
* During the term of the MOA and thereafter, the Agency and WCPSS shall provide copies of medical
records, films, and reports to one another upon request to the extent appropriate consent of the patient
has been obtained or authorized by law. Each party shall maintain the confidentiality of any and all
records of the patients to which it may have access pursuant to the performance of its duties under the
MOA. Each party shall obtain, record, and preserve as required by relevant law, rule, or regulation any
and all specific consents as may be required for any procedures performed pursuant to or within the
contemplation of the MOA.
6 | P age

SCOPE OF WORK
Mental and behavioral services provided to WCPSS students in school should be based on the following principles
and guidelines:
Services will be provided by fully licensed or associate licensed professionals (LCMHC, LCSW, LMFT) who
are supervised and capable of consulting with other licensed professionals as needed. HSP-P may provide
services but must be fully licensed. Student interns or individuals without a completed and conferred
master's degree AND clinical mental health license cannot provide services.
Family engagement and active family involvement is critical at the initiation and throughout the
treatment process. Parent engagement is required monthly.
Services will only be provided to students who are younger than 18 years old following the receipt of
parental/guardian consent.
Students who are 18 years of age or older can provide consent to receive services without consent of
parent/guardian.
Providers/agencies agree to follow the process and protocol determined by WCPSS regarding referral for
services and to work with WCPSS to develop appropriate consent forms and information materials about
services offered.
Services should be proactive and positive, building on the strengths of the students and families.
Service providers should show willingness to build strong collaborations with school administrators,
student services and support staff, teachers, and other school staff.
Services must follow the mandate to be least intrusive, least restrictive, and responsive to the individual
needs of the child within the school setting.
All employees and contractors of the agency provider shall agree to follow all WCPSS rules, regulations,
procedures (including background checks and screening processes), and Board policies when providing
services to WCPSS students on school property.
Mental health providers must immediately inform school staff of student safety concerns that cannot be
kept confidential such as suicidality, self-harm, homicidal ideation, or psychosis.
Providers/agencies will be responsible for billing, paperwork, necessary signatures to begin services, and
for release of information.
It is preferred that services are provided during regular school hours and on the school's campus to
accommodate the schedules of parents and families, however, teletherapy is also able to be provided
during or after school hours only using Google Meet following established WCPSS Teletherapy
Requirements and Best Practices (attached).
Providers/agencies will be responsible for remaining accessible and continuing services to students during
periods of time when school is not in session (winter and summer break).
Service providers must work in close partnership with WCPSS and school staff at assigned location(s).
Special Conditions:
WCPSS anticipates the need for at least five additional providers with opportunity for this need to grow as
school staff and families gain awareness of this service.
7 | P age

Eligible Applicants Proposal Format
Proposals shall conform substantially to the following format using tabs to designate sections:
Section A. - Introduction
Please begin with a 2-page overview of what you are proposing and an overview of notable attributes you wish to
highlight for consideration.
If your organization is using an outside consultant to assist with the RFP, please provide the name of the
consultant. Address these items:
1. List and briefly summarize what you are proposing to do under the requested scope of services.
2. Describe why your organization, from a business, professional, clinical, administrative, financial and
technical perspective, should be awarded an agreement for the services requested. Describe any
distinguishing features WCPSS should know about your services and company as well as an overview of
your proposal.
Section B. - Personnel and Capacity
A school-based therapist's individual caseload typically ranges from 3-6 students a day. Each school is asked to
complete at least 3 referrals prior to a therapist beginning at the assigned school. WCPSS values a sustainable and
supportive onboarding process for new clinicians and appreciates flexibility and collaborative problem-solving
during this transition. We recognize that a realistic and successful start for a new clinician may begin with a half-
day schedule (serving 3-4 students), allowing them to build strong initial relationships within the school
community. To support our partners in reaching full-day capacity, WCPSS actively encourages our schools to
continue identifying student needs and submitting referrals to ensure a robust and growing caseload for the
clinician. WCPSS further encourages new agencies to design hiring processes that reflect a staggered school
onboarding approach. Please explain your ability to meet this request by responding to the following:
3. How many dedicated therapists do you have available to serve WCPSS students with the SBMH program?
If you anticipate hiring additional staff, please explain your timeframe to do so. Please specify their
anticipated hours of availability each week including part-time or full-time and number of days per week
dedicated to student sessions.
4. Please attach an organizational chart showing your current organizational leadership and staffing.
5. Please list all training and professional development opportunities you require and/or provide for your
therapists to enhance their clinical expertise.
6. Describe your clinical supervision plan for School Based Mental Health therapists.
7. Describe your operational capacity and recruitment strategies, including your plan for substitute coverage
to ensure consistent service delivery when assigned or primary therapist(s) are unavailable.
8. WCPSS recognizes that the therapeutic bond is critical and values partners who prioritize continuity of
care. Please describe how your agency fosters a culture of clinical integrity to minimize therapist
turnover. In the event of a staffing change, please outline your protocol for a 'warm hand-off' to ensure
student emotional safety is the top priority.
8 | P age

Section C. - Experience Serving Children and Adolescents
Providers should demonstrate experience and competency in the requested service(s). Describe your
organization's background and expertise in the following:
9. Describe your previous experience with providing mental health services to children and adolescents.
How long has your organization provided mental health services to children and adolescents? What
services have been provided?
10. Do you currently have an MOU or MOA with a school system? If so, please attach.
11. At the time of this RFP how many WCPSS youth does your agency serve? How many youth does your
agency serve overall?
12. WCPSS views constant and transparent communication with the SBMH team as a key ingredient for
success. We appreciate partners who engage in proactive dialogue to address clinical, administrative, or
operational concerns in a timely fashion. Describe your overall collaboration with the school system. How
have you demonstrated a meaningful partnership with school staff? What were the key elements that
proved successful or presented challenges?
13. Describe how you engage caregivers and families in meaningful participation in mental health supports?
14. Describe your capacity to participate in Child and Family Team meetings, IEP meetings, and parent
teacher conferences.
Section D. - Program Implementation and Service Delivery
This section is intended to clarify your process for how services will be delivered starting from the receipt of a new
referral and continuing through discharge. Please respond to the following:
15. Explain how you would prepare to initiate services in WCPSS schools. What tasks or adjustments would
be necessary during the 90-day period leading up to working with WCPSS students? Provide a detailed
implementation plan, including a timeline for the services requested.
16. Insurance and Referral Disclaimer: WCPSS cannot guarantee a specific volume or frequency of referrals, as
the actual number is dependent on student needs and parental consent. However, agencies
demonstrating the capacity to accept both Medicaid (PHP) and a broad range of commercial insurance
plans significantly increase the likelihood of receiving a higher volume of referrals, as they are better
equipped to serve the diverse needs of our students.
a. List all insurance companies your School Based Mental Health therapists will be able to bill for
services. If insurance paneling is still in progress, please provide the expected date of coverage
approval. Please specify how many SBMH clinicians are able to bill for each insurance policy. To
ensure a smooth start, WCPSS requests that agencies provide verification of current credentialing
(such as active provider contracts) for the insurance plans listed in your proposal during the 90-
day implementation period.
b. Also, WCPSS requires that 10% of your total active caseload be reserved for pro bono therapy
services. For the purposes of this partnership, an 'active caseload student' is defined as a student
who has completed a Comprehensive Clinical Assessment (CCA) and has participated in at least
one therapeutic session following the initial intake. Please describe your agency's plan to identify,
serve, and maintain this pro bono commitment for students who are uninsured and in need of
care. How do you plan to serve clients who are uninsured and in need of pro bono services?
17. Describe your organization's referral process for mental health services.
18. Please describe how technology will be utilized to make necessary connections with parents and
guardians. If attempts to reach parents by phone are unsuccessful, what other means of communication
9 | P age

will you utilize? Please indicate if email, text messaging, electronic signatures, and client portals will be
utilized in addition to phone calls.
19. WCPSS values successful partnerships rooted in proactive family involvement. We expect an intake
process that acts as a supportive bridge, utilizing persistence and flexible strategies-such as on-campus
meetings, paper consent forms, or digital portals-to ensure administrative hurdles do not delay care. To
ensure accessibility for all families, we encourage partners to provide consent forms and information
materials in the primary languages spoken by our diverse student population, including English Language
Learners. This commitment to integrity and creative problem-solving ensures student needs are met
promptly, regardless of initial engagement challenges.
a. Please describe your agency's protocol for utilizing flexible strategies (e.g., on-campus meetings,
paper consents, or digital portals) to ensure that administrative requirements do not become
barriers to timely care.
b. How does your agency ensure that all consent forms and information materials are provided in
the primary languages of our diverse student population, including English Language Learners?
c. Provide a specific example of how your agency has utilized creative problem-solving or
persistence to successfully engage a family when traditional outreach methods (like phone calls)
were unsuccessful.
20. Describe how your agency expects to conduct the intake and comprehensive clinical assessment (CCA)
process. Describe what assessment instruments will be utilized, the timeline during this process including
how long it takes from the initial referral, to completing an assessment, to the first session?
21. Describe the linkage and referral process your agency has established for children who need a higher level
of clinical care. Please list any services you can provide within your agency, such as medication
management, day treatment, Intensive In-home, Multisystemic Therapy, partial hospitalization, etc.
22. How will the agency ensure that the school staff, family, and other agencies, if relevant, will be included in
the development of the treatment plan and ongoing treatment planning process?
23. What is the agency's termination and discharge planning process? How will the agency ensure that
termination and discharge recommendations are understood and what assistance will be given to families
to access necessary services upon discharge?
Section E. - Special Supports for Diverse Client Needs
Describe your readiness and any limitations when attempting to address various client needs. Please include any
unique approaches, evidenced-based models, or treatment methods that would be used to address elements that
can often obstruct service provision. Please also notate any instances where student referrals matching a
particular category cannot be served by your agency. (Clarifying this information will not negatively impact your
opportunity for selection.)
24. Describe your service approach and models of service delivery for:
a. Special communication needs (e.g. deaf, hard of hearing, blind)
b. Students with varying intellectual abilities (e.g. moderate/mild intellectual disability to
academically gifted)
c. Chronic medical conditions
d. English Language Learners (including use of interpretation services)
e. Complex trauma
f. Substance use, tobacco cessation, or vaping,
g. Poverty
h. Attention deficit hyperactivity disorder
i. Oppositional defiance and/or aggressive behaviors
10 | P age