RFP 142 Mental Health Urgent Care- Rutland County

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 142 Mental Health Urgent Care- Rutland County
ISSUE DATE June, 26, 2026
BIDDERS CONFERENCE July, 10, 2026 - 9:00 AM (EST)
QUESTIONS DUE July, 17, 2026 - 4:00PM (EST)
RFP RESPONSES DUE BY August, 7, 2026 - 4:00PM (EST)
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 the above webpage for any and all notifications, releases and addendums
associated with this RFP.
If you speak a language not listed on the website below or require additional help, we offer free language
assistance services. The State of Vermont contracts with several Translation Services organizations, and you can
visit this page for more information Language Access | Department of Mental Health.
If you require assistance with technology, access, or have other issues with being able to complete your proposal,
reach out to the single point of contact.
1

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 one
company that can provide Mental Health Urgent Care Services in Rutland county.
Vermont received a Rural Health Transformation (RHT) grant of $195 million in Year One of
a five-year opportunity. The purpose of the grant is to build stronger rural health networks,
improve technology and shared operations, strengthen the rural health workforce and
ultimately ensure that Vermonters receive the right care at the right time for an affordable
cost.
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 (2)
years, with an option to renew for up to three (3) additional twelve-month periods.
Funding for subsequent years is contingent on the state continuing to receive CMS
funding. The State anticipates the start date for such contract(s) will be late fall of 2026.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be
addressed in writing to the State Contact listed on the front page of this RFP. Actual or
attempted contact with any other individual from the State concerning this RFP is strictly
prohibited and may result in disqualification.
1.4. BIDDERS' CONFERENCE: A non-mandatory bidders' conference will be held
remotely at the date and time indicated on the front page of this RFP.
1.4.1. The virtual Applicant Briefing will be held via Microsoft Teams:
Teams meeting link
Meeting ID: 212 480 614 537 858
Passcode: e8R8vT6m
Call-in (audio only option): +1 802-828-7667,,566239620#
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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 questions indicated on the first page
of this RFP. If a bidder is experiencing system issues and cannot submit a question in
VT Buys, questions should be e-mailed to the single point of contact on the front page
of this RFP.
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 as a new document through an
addendum to this solicitation in VTBuys. Every effort will be made to post this
information as soon as possible after the question period ends, contingent on the
number and complexity of the questions. All information provided by vendors during
this process will be public and bidders shall not provide confidential information, except
as described in 4.1 below.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in VT Buys by
the State through the issuance of an Addendum to this RFP 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 federal funds for the resulting
contract. The Department may choose to modify the source of funding contingent upon
the availability of funds at the time of award. This project is supported by the Centers for
Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human
Services (HHS) as part of a financial assistance award totaling $195,053,740.44 with
100 percent funded by CMS/HHS. The contents are those of the author(s) and do not
necessarily represent the official views of, nor an endorsement, by CMS/HHS, or the
U.S. Government. Any selected Vendor will be subject to the requirements in the
Assistance Listing Number (ALN) # 93.798, U.S. Department of Health and Human
Services, Centers for Medicare and Medicaid Services (CMS).
1.7.1 Ineligible Expenses: Key areas where funding may not be used are the
following. This is not an exhaustive list:
1. Pre-award costs.
2. Meeting matching requirements for any other federal funds or local entities.
3. Supplanting existing State, local, tribal, or private funding of infrastructure or
services, such as staff salaries.
4. Construction or building expansion, purchasing or significant retrofitting of
buildings, cosmetic upgrades, or any other cost that materially increases the
value of the capital or useful life as a direct cost.
5. Purchase of covered telecommunications and video surveillance equipment
(See 2 CFR 200.216) as well as financial assistance to households for
installation and monthly broadband internet costs.
6. Clinical services that could be reimbursed by insurance. Funds also may not be
used for payments to clinical services if they duplicate billable services and/or
attempt to change the payment amounts of existing fee schedules. If the
Recipient plans to fund direct health care services, the Recipient must justify
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why they are not already reimbursable, how the payment will fill a gap in care
coverage (such as uncompensated care or services not covered by insurance),
and/or how they transform the current care delivery model. CMS will have final
approval of whether proposed services are allowable.
7. Funds also may not be used for clinician salaries or wage supports for facilities
that subject clinicians to non-compete contractual limitations
1.7.2 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
http://www.vermontbidsystem.com/ site, and then also notify Vermont APEX Accelerator
(formerly VT Procurement Technical Assistance Center (PTAC)) at
ACCD.APEX@vermont.gov.
1.7.3 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
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business
need(s): To establish an alternative care setting that delivers comprehensive crisis
services for individuals of all ages, 24/7, reducing reliance on Emergency Department
visits. Bidders may propose alternative approaches within the scope of this Mental
Health Urgent Care RFP, including phased implementation of age eligibility criteria and
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hours of operation during a ramp-up period. Any such proposal must include a detailed
plan and timeline demonstrating the bidder's ability to achieve full implementation of all
RFP requirements.
2.2. The State of Vermont seeks to achieve the following Business Value(s):
2.2.1. Customer Service Improvement: The new solution will provide a new or
improved customer service or services.
2.3. Scope of Work & Expected Activities
Respondents will address each of the following in their proposals:
2.3.1 SCOPE 1: Program approach
2.3.1.1 The State of Vermont is interested in obtaining bids to develop or
expand services that will alleviate system pressures by one or more of
the following:
2.3.1.1.1 Reducing crisis assessments occurring in Emergency
Departments.
2.3.1.1.2 Increasing access to crisis assessments in the mental health
urgent care.
2.3.1.1.3 Reducing police involvement with mental health crisis
2.3.1.1.4 Increasing access to community-based urgent mental health
supports for adults, children, and youth 24/7/365.
2.3.1.1.5 Increasing access to peer support counselors top help de-
escalate and work on safety planning.
2.3.1.2 Describe the triage process for determining the referrals to ED,
including both medical and mental health reasons.
2.3.1.3 Describe the plan for building strong relationships with local providers
and stakeholders. Who are the providers and stakeholders?
2.3.2 SCOPE 2: Populations served: Describe approach to serving a range of
acuity through the program being proposed. This should include plans for
serving individuals, including:
2.3.2.1.1 Proposed ages of individuals served,
2.3.2.1.2 Individuals diagnosed with serious mental illnesses (SMI) or
serious emotional disturbances (SED)
2.3.2.1.3 Individuals with substance use, mental health and/or co-occurring
needs
2.3.2.1.4 Individuals involved in the justice system,
2.3.2.1.5 Individuals with a history of violent behavior,
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2.3.2.1.6 Individuals with varying levels of medical needs.
2.3.3 Scope 3: Program Staffing: Program staff will consist of but not be limited to
clinicians and peer support specialists.
2.3.3.1 Describe how the program(s) will be staffed. Is the staffing plan
scalable, and if so, how? Will some existing staff support this program,
or will it require a new team?
2.3.4 Scope 4: Data and Evaluation
2.3.4.1 All awardees are subject to quarterly reporting requirements, with the
first quarterly report due October 31, 2026.
For the first 12 months of the program being open (following the ramp-
up period), monthly reporting is required with the following data points:
A. Number of unique clients served
B. Number of unique encounters
C. Average length of stay "urgent care" (minutes)
D. Number referred to ED
E. Number of hours program operated
F. Co-occurring presentations
i. Substance use
ii. I/DD
A. Number of staff
B. Number of staff vacancies
C. Survey data completed
D. Number of unique adults served
E. Number of adult client encounters
F. Number of unique youths served
G. Number of youth client encounters
H. Referral source
i. Self/Family/Friends
ii. Law Enforcement/First Responders
iii. Emergency Department
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iv. Internal
v. School
vi. Other
I. Payer mix
i. Medicaid
ii. Medicare
iii. Medicaid/Medicare
iv. Private
v. Military (Tricare, VA, etc)
vi. Uninsured
vii. Other
J. Peak service times
i. 12:00am-4:00am
ii. 4:01am-8:00am
iii. 8:01am-12:00pm
iv. 12:01pm-4:00pm
v. 4:01pm-8:00pm
vi. 8:01pm-12:00am
After 12 month, data reporting will be on a quarterly timeline with all
data points listed above.
2.3.4.2 Describe your capacity and approach for collecting, monitoring, and
reporting required program data in a timely manner. Explain the
systems, staffing, and processes that will support compliance with the
State's monthly and quarterly reporting requirements.
2.3.4.3 Describe the plan for Continuous Quality Improvement. How will you
be using data and feedback to improve outcomes?
2.3.4.4 Describe how the program will be evaluated to illustrate its impact and
measure success?
2.3.5 Scope 5: Sustainability
2.3.5.1 Describe other funding and support you have in place for the proposed
program. What is the sustainability plan for the program after initial
implementation?
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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
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
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 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
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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
Using the included budget template, bidders shall upload their costs and
pricing breakdown for a two-year period. Bidders may also include up to three
additional years in their budget proposal.
Bidders shall also submit their total annual cost per year proposed via the
Quotation form.
2.4.4 Proposed Timeline
Bidders will attach a proposed timeline for the implementation of the
required services outlined in this RFP including phases, timelines, and key
deliverables.
2.4.5 Reporting and Compliance Requirements
2.4.5.1 Sample Reporting
Bidders will provide a sample of any reporting documentation that may
be applicable to the Detailed Requirements of this RFP
2.4.5.2 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 at least 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. 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. Professional Liability coverage for professional services performed under this contract,
with minimum coverage of $1,000,000 per occurrence / $3,000,000 aggregate and
SAAM Coverage of $1,000,000 per occurrence / $3,000,000 aggregate.
3.3. 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
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assembled, serviced, and ready for immediate use, unless otherwise requested by the
State.
3.3.1. Prices and/or rates shall 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.
3.3.2. 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.
3.4. 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.
3.4.1. 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.
3.4.2. 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.
3.5. CONFLICTS OF INTEREST:
3.5.1. 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.
3.5.2. 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.
3.5.3. 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:
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