County of Marin Health and Human Services

Adult Transitional Residential Program

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RFP Files: 

RFP Description: 

The purpose of the RFP is to identify organizations that have demonstrated experience to: 1) Remodel the 920 Grand Avenue, San Rafael site (through funding from the County) into a facility that can accommodate a 16 bed Adult Transitional Residential Treatment Program; and 2) Provide direct services, administration, and management of the Transitional Residential facility.

Control Number: 

2020-24

Proposal Close Date: 

Monday, August 24, 2020

Open Questions Period: 

Wednesday, July 15, 2020 to Monday, August 3, 2020

Proposal Contact: 

Questions and Answers: 

Question: In the Application instructions 4C (Budget), the RFP requests projected costs, including construction and operating costs, and timeline of expected costs. Given that there is not yet a plan for the design of the facility, is the County requesting an estimate of construction costs and timelines as part of the RFP response?

Answer: We have removed this portion of the RFP, please see updated version in RFP link.

Question: For the Budget, is anything more than an annualized operating budget with relevant explanations and support expected as part of the proposal? If so, what is requested? For example, are start-up costs expected as part of the proposal?

Answer: Start-up costs should be part of budget and included.

Question: Does the County have a desired format or template for the budget presentation?

Answer: Budget should be presented in excel, we do not have a required format.

Question: Could you provide further clarification on applicants submitting the agreement that, "the costs of the proposed project can be carried by the applicant for at least 90 days at any point during the term of the contract." Does the County anticipate regular interruptions of cash flow or delays on timely reimbursement during the course of this contract?

Answer: While it is not anticipated that there will be interruptions of cash flow or delays on timely reimbursement during the course of the contract, it is standard practice to ensure contractors have the fiscal stability to carry costs for a short duration if needed. For the construction phase of the contract, the County will consider decreasing the duration to 60 days.

Question: Given that this is currently a County building, will a use permit be necessary?

Answer: Since the County owns 920 Grand, a Use Permit from the City of San Rafael is not needed.  However, HHS has committed to City of SR to outreach with the surrounding neighbors / property owners.

Question: The RFP references "Marin County Electronic Health Record systems." What system(s) are currently in use?

Answer: We currently use Clinician’s Gateway, ShareCare, and WITS as our primary electronic health records systems.

Question: Our interpretation is that the performance under Exhibit A Funding Agreement related to the feasibility study and the construction of the facility begins after the contract is awarded. Is that correct?

Answer: Yes, this is correct.

Question: Does the County have a target or expected duration between contract award and the program opening to client admissions?

Answer: We determined it was about 18 months of design/permit/construction from time of award of contract to substantial completion (prior to COVID).  There’s probably 3-5 months (added to the 18 months) of RFP’s for the architect and construction contractor, after award to respondent.  After construction is complete, applicant will have approximately 60 days to receive appropriate certification, as outlined in the RFP (See under Section II. Proposed Project / Scope of Work, Provide Direct Services, Administration and Management of the Transitional Residential Program).

Question: To what extent will the County, as owner of the building, be involved in the decisions regarding the construction-- including the redesign of the property for program purposes?

Answer: The County has already developed a 16-bed design for the Transitional Residential Program.  County will work collaboratively at every step of the design and construction process and is willing to initiate changes to the design that the respondent believes are necessary and warranted to provide the required program services but does not guarantee changes to the respondent.

Question: Can you provide a summary or any data on the client population Marin expects to be served by this facility?

Answer: Adult (18+ years of age) Marin Medi-Cal beneficiaries with co-occurring Serious Mental Illness and substance use disorders. This will also be a co-ed facility.

Question: Can you provide a brief outline or summary of the housing and community resources available to clients who graduate from the proposed program?

Answer: For example:

  1. A range of supported living options – Step down to RSS or MAIL housing once graduated from the program. Explore Coordinated Entry options if appropriate for certain people.
  2. Ongoing substance use disorder treatment – Road to Recovery as an outpatient program to keep clients connected to services, the community and treatment.
  3. Adult residential facilities – Depending on the age of the client and array of needs, we have available residential options that will be shared with the applicant at the time of, or before, services / operations begin.
  4. SRO or stabilization hotels – BHRS Case managers will work with the applicant and explore options available.

Further, it is expected that the contractor will work with the individuals to identify and link the clients to the next most appropriate level of care and community resources. For additional information on resources, visit www.MarinHHS.org. Marin County BHRS staff will also work with the contractor to provide information on available resources and the authorization and referral processes, as applicable.

Question: Who will be making referrals to the program, and what entities will be involved in the authorization process?

Answer: Referrals can be made in the following ways:

  1. From our Access Team
  2. BHRS programs

Question: How does Marin County envision providing ongoing onsite medication support services to the residents of the program?

Answer: Most likely the client would need to be attached to a BHRS case management team and could see the psychiatrist that is attached to that team. Have not yet explored if there would be an onsite psychiatrist.