RFP136: Peer Mental Health Patient Representative - Psychiatric Residential Treatment Facility

Department of Mental Health
166 Horseshoe Drive | Waterbury VT 05671-20110
802-241-0090 phone |802-241-0100 fax
SEALED BID
REQUEST FOR PROPOSAL
RFP136: Peer Mental Health Patient Representative -
Psychiatric Residential Treatment Facility
ISSUE DATE March 5, 2026
QUESTIONS DUE April 2, 2026 - 4:00 PM (ET)
All questions are to be submitted electronically via VT Buys
RFP RESPONSES DUE BY April 16, 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 peer-run organization that can provide Peer Patient Representative
Services to individuals under the custody of the commissioner being served in a
Psychiatric Residential Treatment Facility.
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 two years
with an option to renew for up to three 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. 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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1.5. 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.
1.6. SOURCE OF FUNDS: The Department anticipates using state 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.
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
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 Services to
youth placed in a Psychiatric Residential Treatment Facility (PRTF). The Patient
Representative shall provide education on patient rights, advocate for patients and
shall also foster communication between patients and health care providers.
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
Respondents will address each of the following:
2.3.1 Representation for youth placed at PRTF
2.3.1.1 Hire, train, and supervise an FTE Mental Health Patient
Representative (MHPR) to provide weekly virtual check in sessions for
youth placed at a Vermont PRTF, ensuring coverage and continuity of
services.
At a minimum initial and ongoing training for the MHPR shall
include Youth engagement and trauma-informed care, Patient
rights and advocacy, and Working with youth in residential
psychiatric treatment settings
2.3.1.2 Foster communication between patients and the PRTF.
2.3.1.3 Share information with youth patients regarding their patient rights and
the PRTF grievance process.
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2.3.1.4 Advocate for patients' rights as outlined in accordance with 18 V.S.A.
7253(1)(J).
2.3.2 Communication with AHS and PRTF
2.3.2.1 The Contractor will work with the PRTF to develop a Memorandum Of
Understanding (MOU) between the contractor and PRTF to outline
roles, expectations, and responsibilities for the patient representatives,
methods of communication, and ways for individuals to access the
patient representative at the PRTF
2.3.2.2 The Contractor will provide monthly written updates on activities to
AHS and PRTF. Updates at minimum will identify the number of youth
who were provided check in sessions, themes of challenges, and any
next steps needed when an issue arises with a patient.
2.3.2.3 Contractor will maintain a record of the number of contacts and
services performed.
2.3.3 Reporting and Documentation:
Contractor will report quarterly on the following performance measures:
a) Percentage of patients that request a session with the Mental Health
Patient Representative and those who receive a session.
b) Average length of time between a request for a session with the Mental
Health Patient Representative and when a session is provided.
c) Aggregate Satisfaction survey results from patients receiving these
services.
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
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
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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
2.4.2.1 Respondents will address each of the items identified in section 2.3 of
this RFP.
2.4.3 Proposed budget
Upload, as an attachment, a detailed cost proposal and pricing breakdown for
a two (2) year term, with the option for the State to renew for up to three (3)
additional years.
Bidders shall also submit their total annual cost via the Quotation form.
The proposal must include a comprehensive line-item budget that clearly
identifies all direct and indirect costs, assumptions, and calculation
methodologies. This submission should go beyond the pricing fields entered in
VTBuys and provide sufficient detail to fully explain how proposed costs were
developed.
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2.4.4 Proposed Timeline
2.4.5 Reporting and Compliance Requirements
2.4.5.1 Data Collection and Recordkeeping:
Bidders will describe how you will maintain accurate records of the number
of contacts and services performed, including:
a) Data elements to be collected
b) Proposed performance data
b) Data storage and confidentiality protections
c) Quality assurance processes
2.4.5.2 Performance measures:
Bidders will describe how the required performance measurement data
and identified themes will be used to inform continuous improvement,
systemic issue identification, and communication with AHS and the
PRTF.
2.4.5.3 Sample Reporting
Bidders will provide a sample of any reporting documentation that may
be applicable to the Detailed Requirements of this RFP
2.4.5.4 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 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. INSURANCE REQUIREMENTS:
3.1. In addition to the insurance required in Attachment C linked below in section 7.1.2,
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.
4. GENERAL REQUIREMENTS:
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4.1. 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.
4.2. 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.
4.2.1. 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.
4.2.2. 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.
4.3. 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.
4.3.1. 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.
4.3.2. 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.
4.4. CONFLICTS OF INTEREST:
4.4.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as
a business entity has interests (for example, customers, partners, contracts)
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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.
4.4.2. 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.
4.4.3. 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
result from this solicitation. Disclose, also, any actions proposed to mitigate
the PCOI or OCOI.
4.4.4. 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.
4.5. 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.
4.5.1. 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.
4.5.2. 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
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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.
4.6. 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.
4.7. 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.
4.7.1. 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%
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Cost Proposal:
* Budget proposal: 25%
4.8. 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
negotiating a contract with a selected bidder, the State reserves the option of
negotiating with another bidder, or to end the proposal process entirely.
4.9. COST OF PREPARATION: Bidder shall be solely responsible for all expenses
incurred in the preparation of a response to this RFP and shall be responsible for all
expenses associated with any presentations or demonstrations associated with this
request and/or any proposals made.
4.10. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract
with the State, including the Standard Contract Form and Attachment C as attached to
this RFP for reference. If IT Attachment D is included in this RFP, terms may be
modified based upon the solution proposed by the Bidder, subject to approval by the
Agency of Digital Services.
4.10.1. Business Registration. To be awarded a contract by the State of Vermont
a bidder (except an individual doing business in his/her own name) must be:
* Registered with the Vermont Secretary of State's office
https://sos.vermont.gov/business-services/ and must obtain a
Contractor's Business Account Number issued by the Vermont
Department of Taxes http://tax.vermont.gov/ .
* Registered as a supplier in Vermont's Procurement system, VtBuys
https://vtbuysprocurement.vermont.gov/suppliers-bidders
4.10.2. The contract will obligate the bidder to provide the services and/or products
identified in its bid, at the prices listed.
4.10.3. Payment Terms. Percentage discounts may be offered for prompt
payments of invoices; however, such discounts must be in effect for a period of
30 days or more in order to be considered in making awards.
4.10.4. Retainage. In the discretion of the State, a contract resulting from this RFP
may provide that the State withhold a percentage of the total amount payable
for some or all deliverables, such retainage to be payable upon satisfactory
completion and State acceptance in accordance with the terms and conditions
of the contract.
4.10.5. Quality. If applicable, all products provided under a contract with the State
will be new and unused, unless otherwise stated. Factory seconds or
remanufactured products will not be accepted unless specifically requested by
the purchasing agency. All products provided by the contractor must meet all
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