Chaplain Services

STATE OF ALABAMA
DEPARTMENT OF MENTAL HEALTH
RSA UNION BUILDING
100 N. UNION STREET
POST OFFICE BOX 301410
MONTGOMERY, ALABAMA 36130-1410
www.mh.alabama.gov
June 5, 2026
RFP 2027-02
Dear Vendor:
The Alabama Department of Mental Health (ADMH) is soliciting proposals to provide Chaplain services.
Request for Proposals (RFP) will be accepted until 2:00 pm on Monday, July 6, 2026.
The submission of a proposal does not guarantee the award of a contract. Any contract resulting from the
proposal is not effective until it has received all required governmental approvals and signatures. In
addition, the selected vendor shall not begin performing work under this contract until notified to do so by
the departmental contracting agent. Any contract obtained from this RFP will start on October 1.
When submitting a proposal, please read the entire RFP document and return your proposal in the
requested format. All proposals should be submitted in ink or typed and contain an original signature.
Submissions should be delivered to:
AL Department of Mental Health
Office of Contracts & Purchasing
100 North Union Street, Suite 570
Montgomery, AL 36104
MAILING NOTE: Proposals may be sent via Regular US Postal Service (USPS) Mail,
Express/Overnight USPS Mail, commercial delivery service such as FedEx or UPS, or hand delivered by
the closing date and time. Emailed or faxed responses are NOT accepted. Also, please note: All US
Postal mail, including express/overnight mail that is dispatched to any State agency is processed thru the
State mail facility before it is forwarded to the appropriate State agency. By using the USPS, you assume
the risk of delay that may result in your proposal being received late and therefore being determined to be
untimely. All proposals received untimely will not be reviewed. Postmarks of the date mailed are
insufficient; the proposal must physically be received at the listed office by the date and time specified
regardless of the delivery service used. RFPs that are improperly submitted or received late* will be
documented for record and will not be returned nor will the bidder be notified.
*Late: any submission received AFTER the specified RFP closing date and time.
Sincerely,
Sundra Mckeithen
Leola Rogers
Office of Contracts & Purchasing

Organization: ALABAMA DEPARTMENT OF MENTAL HEALTH (ADMH)
RFP Closing Date & Time: 2:00 pm on Monday, July 6, 2026
Review the mailing note.
RFP Contact Info: Sundra Mckeithen
ADMH
Office of Contracts & Purchasing
RSA Union Building
100 North Union Street, Suite 570
Montgomery, AL 36104
Telephone Number (334) 353-7440
Email: sundra.courtland@mh.alabama.gov
__________________________________________________________________________________
ADDITIONAL INFORMATION
1. Who may not respond to this RFP? Employees of ADMH and current State employees.
2. In order to transact business in the State of Alabama all businesses domestic and foreign must be
registered with the Alabama Secretary of State Office. (Domestic means within the State of
Alabama. Foreign means out-of-state.) Website: www.sos.alabama.gov
3. If contracted with the State of Alabama, all vendors must enroll and actively participate in E-Verify.
Website: https://www.e-verify.gov/
4. ALL vendor payments are processed thru the State of Alabama Accounting and Resource System
(STAARS). All vendors must register with STAARS Vendor Self Service. Website:
https://procurement.staars.alabama.gov/webapp/PRDVSS1X1/AltSelfService
5. The ADMH reserves the right to reject any and all proposals if RFP instructions are not adhered to,
such as: received after deadline (see mailing note), requested # of submissions not received.
6. Specify facility of interest (if applicable and listed). Each facility will determine the contract
vendor for their location.
7. Filing of Protests; Resolution; Administrative Review.
(a)(1) A bona fide prospective bidder or offeror who is aggrieved in connection with the solicitation of
a contract may file a notice of intent to protest with the Chief Procurement Officer within five (5)
calendar days after the date the solicitation is issued, or after the date any amendment to the solicitation
is issued if the amendment is at issue. After filing a notice of intent to protest, the bona fide prospective
bidder or offeror shall have seven (7) calendar days to submit a formal written protest.
(2)a. Except as provided in paragraph b., a bona fide actual bidder or offeror who is aggrieved in
connection with the intended award or the award of a contract may file a notice of intent to protest with
the Chief Procurement Officer within five (5) calendar days after the date of the award or the date of
the notice of intent to award, whichever is earlier, is posted in accordance with this article. After filing
a notice of intent to protest, the bona fide actual bidder or offeror shall have seven (7) calendar days to
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submit a formal written protest. The Chief Procurement Officer may award the contract at issue if he
or she does not receive the notice of intent to protest within the five-day period.
b. A matter that could have been raised under subdivision (1) as a protest of the solicitation may not be
raised as a protest of the award or intended award of a contract.
(3) A notice of intent to protest filed under subdivision (1) or (2) shall be in writing, filed with the Chief
Procurement Officer, state the intent to protest, and state the grounds of the protest and the relief
requested with enough particularity to give notice of the issues to be decided.
(b) The Chief Procurement Officer or his or her designee may settle and resolve the protest of a bona
fide actual or prospective bidder or offeror concerning the solicitation or award of a contract in
accordance with rules adopted under this article.
(c) If the protest is not resolved by mutual agreement within 10 days after the protest is filed, the Chief
Procurement Officer shall commence an administrative review of the protest and issue a decision in
writing within 14 days after the review.
(d) A copy of the decision under subsection (c) shall be mailed or otherwise provided immediately to
the protester and any other party intervening.
(e) A decision under subsection (c) shall be final and conclusive, unless fraudulent or unless a party
adversely affected by the decision appeals administratively to the Director of Finance in accordance
with Section 41-4-164.
(f)(1) Except as provided in subdivision (2), in the event of a timely protest under subsection (a) or an
appeal under Section 41-4-164, the state may not proceed further with the solicitation or with the award
of the contract until five days after notice of the final decision is provided to the protester.
(2) Notwithstanding subdivision (1), a solicitation or award of a protested contract may proceed without
delay if the Chief Procurement Officer, after consultation with the head of the using agency or the head
of a purchasing agency, makes a written determination that the solicitation or award of the contract
without further delay is necessary to protect the best interests of the state.
8. Records Request: ADMH recognizes and supports the public's right to inspect/request copies of
public records in accordance with State law. Many public records and resources are available on
the ADMH website: www.mh.alabama.gov for review. Anyone seeking copies of records and/or
information from ADMH must complete a records request form. The form is located on ADMH
website at www.mh.alabama.gov for review and completion.
Submit RFP responses: Two (2): 1 original and 1 copy.
Via Regular mail Via Courier
AL Department of Mental Health AL Department of Mental Health
Office of Contracts & Purchasing Office of Contracts & Purchasing
RSA Union Building RSA Union Building
100 N. Union Street, Suite 570 100 N. Union St., Suite 570
Montgomery, AL 36104 Montgomery, AL 36104
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Request for Proposals Standard Terms and Conditions
1. Authority
Division 4 of the Department of Finance Administrative Code (Chapters 355-4-1 through 355-
4-6), effective October 1, 2022, is incorporated by reference and made a part of this document.
To view the relevant provisions of the Administrative Code, visit our website
https://purchasing.alabama.gov/
2. Prohibited Contacts; Inquiries regarding this RFP
From the Release Date of this Request for Proposal (hereafter referred to as RFP) until a
contract is awarded, parties that intend to submit or have submitted a Proposal, are prohibited
from communicating with any members of the Soliciting Party's Team for this transaction
who may be identified herein or after the Release Date, or other employees or representatives
of the Soliciting Party regarding this RFP or the underlying transaction except the designated
contact(s).
3. Nonresponsive Proposals
Any Proposal that does not satisfy requirements of the RFP may be deemed non-responsive
and may be disregarded without evaluation. Supplemental information, including information
necessary to clarify a proposal, may be required from any Proposer.
4. Changes to RFP; Changes to Schedule
The Soliciting Party reserves the right to change or interpret the RFP prior to the Proposal
Due Date. Changes will be communicated to those parties receiving the RFP who have not
informed the Soliciting Party's designated contact that a Proposal will not be submitted.
Changes to the deadline or other scheduled events may be made by the Soliciting Party as it
deems to be in its best interest. Review the RFP Schedule of Events.
5. Expenses of Proposal
A Proposer will not be reimbursed for any expenses incurred in preparation of a proposal.
6. Rejection of Proposals
The State reserves the right to reject any and all proposals and cancel this Request if, in its
sole discretion, it deems such action to be in its best interest.
7. The Final Terms of the Engagement
Issuance of this RFP in no way constitutes a commitment by the State to award a contract.
The final terms of engagement for the service provider will be set out in a contract which will
be effective upon its acceptance by the State as evidenced by the signature thereon of its
authorized representative. Provisions of this RFP and the accepted Proposal may be
incorporated into the terms of the engagement should the State so dictate. Notice is hereby
given that there are certain terms standard to commercial contracts in private sector use which
the State is prevented by law or policy from accepting, including indemnification and holding
harmless a party to a contract or third parties, consent to choice of law and venue other than
the State of Alabama, methods of dispute resolution other than negotiation and mediation,
waivers of subrogation and other rights against third parties, agreement to pay attorney's fees
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and expenses of litigation, and some provisions limiting damages payable by a vendor,
including those limiting damages to the cost of goods or services.
8. Choice of Law; Venue
This Contract will be governed by laws of the State of Alabama and the sole venue for
litigation and alternative dispute resolution activities will be the City of Montgomery in the
State of Alabama. No other court shall have jurisdiction.
9. Not to Constitute a Debt of the State
The terms and commitments contained in the solicitation, or any contract resulting from this
solicitation, shall not constitute a debt of the State of Alabama, the incurring of which is
prohibited by Section 213 of the Official Recompilation of the Constitution of Alabama, 1901,
as amended.
10. Proration
Any provision of a contract resulting from this bid to the contrary notwithstanding, in the event
of failure of the State to make payment hereunder as a result of partial unavailability, at the
time such payment is due of such sufficient revenues of the State to make such payment
(proration of appropriated funds for the State having been declared by the governor pursuant
to Section 41-4-90 of the Code of Alabama 1975), the supplier shall have the option, in
addition to the other remedies of the contract, of renegotiating the contract (extending or
changing payment terms or amounts) or terminating the contract.
11. Non-appropriation of funds
Section 41-4-144(c) of the Code of Alabama 1975 states: "(c) When funds are not
appropriated or otherwise made available to support continuation of performance in a
subsequent fiscal period, the contract shall be cancelled, and the supplier shall be reimbursed
for the reasonable value of any non- recurring costs incurred but not amortized in the price of
the supplies or services delivered under the contract. The cost of cancellation may be paid
from any appropriations available for that purpose."
12. Dispute Resolution
In the event of any dispute between the parties arising from this solicitation and any agreement
with a dispute involving the payment of money, supplier's sole remedy is the filing of a claim
with the Board of Adjustment of the State of Alabama. For any and all other disputes arising
under the terms of this contract which are not resolved by negotiation, the parties agree to
utilize appropriate forms of non-binding alternative dispute resolution including, but not
limited to, mediation. Such dispute resolution shall occur in Montgomery, Alabama, utilizing
where appropriate, mediators selected from the roster of mediators maintained by the Center
for Dispute Resolution of the Alabama State Bar Association.
13. No Indemnification
Supplier acknowledges and agrees that, under the terms of this solicitation and agreements
relating to purchases or leases resulting therefrom, the State is prohibited from indemnifying
the supplier. The State does not agree to and will not indemnify the supplier for any reason.
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The State of Alabama does not release or waive, expressly or implied, the State of Alabama's
right to assert sovereign immunity or any other affirmative defense right it may have under
law. The State of Alabama shall control the defense and settlement of any legal proceeding on
behalf of the State, including the selection of attorneys.
14. Conflict of Law
If any provision of this solicitation and any subsequent award shall contravene any statute or
Constitutional provision or amendment, either now in effect or which may, during the course
of this agreement, be enacted, then that conflicting provision shall be deemed null and void.
15. Internet Website Links
Internet and/or website links will not be accepted in RFP responses as a means to supply any
requirements stated in this solicitation.
16. Solicitation Reponses and Results
The complete bid file will be made available for review as provided by (or as outlined) in
Section 41-4-115 of the Code of Alabama 1975 and Rule 355-4-1-.04 of the Department of
Finance Administrative Code.
17. Exception to Terms and Conditions
Suppliers may place any qualifications, exceptions, conditions, reservations, limitations, or
substitutions in their bid or proposal concerning the contract terms and conditions. However,
the State is not obligated to accept any changes to the published terms and conditions of the
solicitation.
18. Confidentiality
Procurement information is a public record to the extent provided by state law and shall be
available to the public. Section 41-4-115 of the Code of Alabama 1975 defines what is
exempt from disclosure. Additional rules are included in Rules 355-4-1-.03(4) and 355-4-1-
.04 of the Alabama Department of Finance Administrative Code.
19. Click Wrap
The State of Alabama acknowledges that additional terms between the supplier and the State
or third- party terms may apply but does not agree to be bound by them unless provided for
review and separately agreed to in writing by an authorized official of the State of Alabama.
If the purchase or use of the supplies or services provided utilizes a computer interface, no
State of Alabama end user shall be deemed to have agreed to any clause by virtue of it
appearing in an "I agree" click box or other comparable mechanism ("click-wrap" or
"browse-wrap"); rather the terms and conditions, such as End User License Agreements, may
only be accepted by inclusion in an agreement and signature by an authorized official of the
State of Alabama. If the terms and conditions or any other third-party terms and conditions
are invoked through click wrap, execution by any unauthorized individual shall not bind the
end user or the State of Alabama to such clause. Any clause which requires the State of
Alabama to indemnify another party or clause which assigns jurisdiction to any state other
than Alabama which is contained in such click-wrap is deemed to be stricken from the terms
and conditions unless expressly agreed in writing and under the signature of an authorized
individual.
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20. Debarment and Suspension
Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed
for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any governmental department or agency. If supplier cannot certify this
statement, supplier must attach a written explanation for review by the Chief Procurement
Officer.
21. Merit System Exclusion
It is understood and agreed that supplier is an independent supplier and as such all services
rendered by supplier and its agents and employees thereof shall be as an independent supplier
and not as an employee, Merit or otherwise, of the State of Alabama, and supplier or its
agents and employees thereof shall not be entitled to or receive Merit System benefits.
22. Severability
In the event any provision of this solicitation or resulting contract shall not be enforceable,
the remaining provisions shall continue in full force and effect.
23. Volume of Business
Except as otherwise stated in this solicitation, the State of Alabama cannot and does not
guarantee any volume of business.
24. Legislative Contract Review Committee
Personal and professional services contracts with the State may be subject to review by the
Contract Review Permanent Legislative Oversight Committee in accordance with Section 29-2-
40, et seq. of the Code of Alabama 1975. The vendor is required to be knowledgeable of the
provisions of that statute and the rules of the committee. These rules can be found at
https://alison.legislature.state.al.us/contract- review. If a contract resulting from this RFP is to
be submitted for review the service provider must provide the forms and documentation required
for that process.
By submitting a response, I hereby affirm the following:
I acknowledge receipt of the solicitation and all amendments (new rounds). I have read the
solicitation and agree to provide each item or service offered. I will comply with all terms and
conditions contained within this solicitation. I have not been in any agreement of collusion
among bidders in restraint of freedom of competition by agreement to bid or to refrain from
bidding. I further certify that I am not barred from bidding or entering into a contract and
acknowledge that the State may declare the contract void if this certification is false.
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The Alabama Department of Mental Health, hereinafter, referred to as ADMH, was established by Alabama
Acts 1965, No. 881, section 22-50-2. Its purpose is to provide for the diagnosis, treatment, rehabilitation,
follow up care, prevention and research into causes of all forms of mental or emotional illness, which
includes alcoholism, drug addiction, epilepsy, and intellectual/developmental disability. ADMH has the
statutory authority to supervise, coordinate, and establish standards for all operations and activities of the
state related to mental health and the provision of mental health services.
The ADMH is soliciting proposals from qualified firms and/or individuals to provide Chaplain Services
at the Mary S. Harper Geriatric Center in Tuscaloosa, AL.
==========================================================================
SECTION I
A. Vendor Qualifications:
1. Be a graduate from an accredited four-year university. Experience can be used in lieu of
education.
2. Be ordained as clergy in an established church in good standing in his/her denomination.
3.Having some administrative experience in a clinical setting is desirable.
4. Have the ability to work with mentally ill geriatric patients.
B. Scope of Work:
1. Services To Be Provided:
a. Contractor agrees to provide two church services each week at a time mutually agreed
upon by the Contractor and the facility director or designee. Contractor will notify Harper
Center's Director of Therapeutic Recreation or designee at least 24 hours in advance of
cancelling any scheduled church services. All services will begin promptly to assure
patient quality care.
b. Contractor agrees to provide funeral and/or graveside services as needed or requested.
c. Contractor agrees to provide initial pastoral care consultation as referred by the treatment
team and document in patient's medical record.
d. Contractor agrees to provide ongoing pastoral care consultations as referred by the
treatment team and document in patient's medical record.
e. Contracted service providers will participate in the evaluation of contracted services
through methods selected by the facility. These may include review of certificates, direct
observations, audits, incident reports, chosen indicators or other suitable methods. In the event the
contracted services do not meet expectations, contractor will take steps to improve the quality of services
provided.
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==========================================================================
SECTION II
A. Proposal Content
Instructions must be followed or responses will not be graded.
Each proposal is to contain specific responses to each of the following requests and respondents are
encouraged to respond fully to each inquiry, but to be as concise as possible. Submit the response to each
item with the item reproduced at the top of the page of the response.
1. Submit a cover letter summarizing your proposal. Limit the cover letter to no more than one page.
2. Attach the Vendor Contact Page.
3. A Table of Contents of the submitted information.
4. Attach vendor information to include:
* Include previous experience.
* Include knowledge of the requested services and/or any special training.
* Include any information pertaining to the respondent's abilities to provide the scope of
work for this RFP.
5. Attach a detailed budget (i.e.: frequency, pay rate, or detailed price list etc.).
6. All pages should be numbered consecutively beginning with number 1 after the cover letter.
7. Submit one (1) original and one (1) copy of your entire proposal. Note: Make sure at least one
copy is single-sided.
8. Clearly print on the outside of the envelope RFP 2027-02 Chaplain services.
Your entire proposal must be received at the following address no later than 2:00 pm on Monday, July
6, 2026. Please review the mailing note.
Submit RFP Responses To:
AL Department of Mental Health
Office of Contracts & Purchasing
RSA Union Building
100 N. Union Street, Suite 570
Montgomery, AL 36104
The Department of Mental Health assumes no responsibility for expenses incurred in the preparation of
the proposal and reserves the right to reject any and all proposals. Additionally, ADMH reserves the right
to waive irregularities in any proposals and request clarification of any information and negotiate with the
firm and/or individual submitting the best proposal to secure more favorable conditions.
B. Evaluation Process
ADMH will examine each proposal submitted and may elect to conduct interviews with finalists. The
department expects a final selection on or before August 7, 2026.
C. Selection Criteria
Selection shall be based on factors to be developed by the procuring state entity, which may include
among others, the following:
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1. Specialized expertise, capabilities, and technical competence, as demonstrated by the proposed
approach and methodology to meet project requirements.
2. Resources available to perform the work, including any specialized services within the
specified time limits for the project.
3. Record of past performance, quality of work, ability to meet schedules, cost control and
contract administration.
4. Availability to and familiarity with the project locale.
5. Proposed project management techniques.
6. Ability and proven history in handling special project contracts.
D. Evaluation Criteria
Proposals will be evaluated based on their responsiveness to the items contained in the content section of
this Request for Proposal. It is expected that the review committee will rate responses according to the
following:
1. Experience, stability and reputation -35%
2. Understanding of and responsiveness to the Request for Proposal - 15%
3. Expertise and knowledge of the requested service - 35%
4. Budget - 15%
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