Specialized Residential Facilities (SRF)

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Request for Proposals
Specialized Residential Facilities (SRF)
Fiscal Year 2020 - 2021
Published Date: March 23, 2021
Closing Date: April 25, 2021, 11:59 p.m. (PDT)

 

North Los Angeles County Regional Center (NLACRC) has received approval for Community Placement Plan (CPP) funding by the Department of Developmental Services (DDS) for Fiscal Year 2020-2021. NLACRC is seeking proposal submissions for the development of three (3) Specialized Residential Facilities (SRF) that will meet the needs of individuals exiting a developmental center, IMD, or state hospital, or are at risk of being placed into a developmental center, IMD, or state hospital. All interested applicants must have a physical business office located within NLACRC’s catchment area.

PROJECT #1: Specialized Residential Facility for Adults (Female)

NLACRC-2021-2

(4-Bed SRF)

Start Up: $300,000

(Subject to DDS approval)

Project 1 will serve a maximum of four (4) female adult residents in single occupancy bedrooms. The facility will serve individuals with intellectual disabilities and complex behavioral/medical needs needing placement from a state developmental center, IMD, or state hospital. Behaviors may include, and are not limited to, physical aggression, property destruction, self-injurious behavior (SIB), forensic/court involvement, mental health diagnoses and other behavior challenges requiring support. Residents will need assistance with activities of daily living, safety, communication, socialization, community integration and court appointments. Residents may be cognitively and/or physically impaired (e.g. difficulty making socially acceptable decisions, non-ambulatory). In place of delayed egress, the home will have a strong clinical component with an emphasis on empirically supported behavior services.

PROJECT #2: Specialized Residential Facilities for Adults (Male)

NLACRC-2021-3

(4-Bed SRF)

Start Up: $300,000

(Subject to DDS approval)

Project 2 will serve a maximum of four (4) male adult residents in single occupancy bedrooms. The facility will serve individuals with intellectual disabilities and complex behavioral/medical needs needing placement from a state developmental center, IMD, or state hospital. Behaviors may include, and are not limited to, physical aggression, property destruction, self-injurious behavior (SIB), forensic/court involvement, mental health diagnoses and other behavior challenges requiring support. Residents will need assistance with activities of daily living, safety, communication, socialization, community integration and court appointments. Residents may be cognitively and/or physically impaired (e.g. difficulty making socially acceptable decisions, non-ambulatory). In place of delayed egress, the home will have a strong clinical component with an emphasis on empirically supported behavior services.

PROJECT #3 Specialized Residential Facility for Non-Ambulatory Adults with Nursing Needs

NLACRC-2021-6

(4-Bed SRF)

Start Up: $300,000

(Subject to DDS approval)

Project 3 will serve a maximum of four (4) non-ambulatory adult residents in single occupancy bedrooms. The facility will serve individuals with nursing needs that do not require 24-hour care needing placement from large congregate skilled nursing facilities. Residents will need assistance with activities of daily living, safety, communication, socialization, community integration and court appointments. Residents may be cognitively and/or physically impaired (e.g. difficulty making socially acceptable decisions, non-ambulatory).

LICENSURE REQUIREMENTS

The Specialized Residential Facilities for adults will be licensed as an Adult Residential Facility (ARF) for no more than four non-ambulatory beds by the Department of Social Services of the State of California. The home will serve individuals with developmental disabilities who require 24-hour care and supervision and whose needs cannot be appropriately met within the array of other community living options available. Each resident must have their own room. DDS may decertify any Specialized Residential Facility that does not comply with program requirements. Upon decertification of a Specialized Residential Facility, DSS shall revoke the license of the home that has been decertified.

PURPOSE & SCOPE

The selected applicant will be required to develop and operate a Specialized Residential Facility for no more than three adults with developmental disabilities who require intensive services and supports due to challenging behaviors and/or psychiatric comorbidities. The individuals currently reside in more restrictive living arrangements, including a state developmental center, locked mental health facility, or are at risk of institutionalization. The home will be located within the NLACRC catchment area. In addition, the home will be located in a typical residential neighborhood having sufficient indoor and outdoor space for resident activities.

PERSONNEL QUALIFICATIONS

ADMINISTRATOR: Have a minimum of 12 months prior experience providing direct care and supervision to individuals with developmental disabilities; and possess ARF Administrator, DSP I, DSP II, and NLACRC Residential Services Orientation certifications prior to provision of services to consumers.

DIRECT CARE LEAD STAFF: Have a minimum of six months prior experience providing supervision and special services,

DIRECT CARE STAFF (DSP): Have six months prior experience providing direct care or supervision to individuals with developmental disabilities; or within six months of beginning to provide direct supervision and services in the facility, complete 12 additional hours of education as specified in Title 17, Section 56038 (a)(3). Have familiarity with charting, medication administration and side effects, collection of behavioral data, and positive behavior support. The DSP will have the ability to speak English and at least one DSP on duty will have the ability to speak the primary language of consumers. Direct care staff should possess skills and expertise to effectively manage assaultive behaviors and implement restricted health care plans, if indicated.

STAFF TRAINING

On-site Orientation – Within the first 40 hours of employment, the administrator shall ensure that direct care staff complete an on-site orientation that addresses the topics identified in Title 17, Section 56038 (a). Staff who have not completed the on­site training must work under the supervision of a fully trained direct care lead staff.

Continuing Education – A minimum of 12 hours of continuing education on an annual basis covering, but not limited to, the subjects specified in Title 17, Section 56038 (a). The administrator shall require additional continuing education, as necessary, to ensure the continued health and safety of each consumer. CPR and First Aid certification shall be current at all times and CPR certification must be renewed annually.

VENDORIZATION PROCESS

Vendorization is the process for identification, selection, and utilization of service providers based on the qualifications and other requirements necessary in order to provide services to consumers. The vendorization process allows regional centers to verify, prior to the provision of services to consumers, that an applicant meets all of the requirements and standards specified in regulations and statutes.

All material and information provided herein is for the sole use of the applicants applying for this SRF RFP.

In addition to the qualifications outlined in the RFP below, all applicants must demonstrate familiarity of California Code of Regulations, Title 17, general provisions and be eligible for vendorization by NLACRC. All applicants must also demonstrate that they possess the necessary relevant professional experience and organizational capacity to create and sustain the provision of this service.

NLACRC invites all interested parties, meeting the qualifications described below, to review the information listed herein and submit a proposal to NLACRC for consideration. NLACRC appreciates your interest in responding to this RFP to meet the unique needs of adult consumers are in need of residential services.

RFP TIMELINE 

March 23, 2021

Request for proposal release

April 7, 2021, 1:30 p.m. (PDT)

Applicants Informational Session

April 25, 2021, 11:59 p.m. (PDT)

Deadline for receipt of proposals

April 29 – May 10, 2021

Evaluation of proposals by evaluation committee

May 17 – 26, 2021

Interviews with highest ranking applicants, if applicable

June 1, 2021

Notice of selection mailed to applicants

June 25, 2021

Start-up contract signed

 

INFORMATIONAL MEETING FOR APPLICANTS

Informational Meeting for Applicants

An Informational Meeting to answer questions about this

RFP will be held on

Wednesday, April 7, 2021 at 1:30 p.m.

Providers interested in responding to this RFP may download a complete copy of the RFP and Proposal Writing Guidelines from the NLACRC website at www.nlacrc.org. Attendance at the Informational Meeting is not required for those who wish to apply, but is strongly recommended. The deadline for submission of proposals is Sunday, April 25, 2021, 11:59 p.m. (PDT).

Virtual Zoom Link – Meeting ID: 946 0164 9673

 

A. BACKGROUND OF NLACRC

NLACRC is a private, nonprofit corporation, which contracts with the State of California’s Department of Developmental Services (DDS), to provide services and supports to persons with developmental disabilities and their families in the San Fernando, Santa Clarita, and Antelope Valleys. Developmental disabilities include intellectual disabilities, epilepsy, autism, and cerebral palsy. The Internal Revenue Services (IRS) has established NLACRC as a 501(c)(3) corporation.

NLACRC serves more than 28,000 consumers within its catchment area. Services and supports provided by NLACRC to our consumers include diagnostic, evaluation, case management, and early intervention services. In addition, NLACRC purchases services from over 1,000 entities or individuals in NLACRC’s catchment area. The purchased services include, but are not limited to, out-of-home residential services, community-based day programs, transportation, independent living services, supported living services, Early Start services for children under the age of 3 years, family supports, such as day care or respite, and behavioral intervention services.

NLACRC’s funding from DDS includes funding for both the operations of the regional center and the services purchased for consumers NLACRC’s allocation from DDS for fiscal year 2020-2021 is $613400517 of which $59,258,792 is for regional center operations and $554,141,725 is for Purchase of Services. NLACRC anticipates similar funding from DDS in future years.

More information regarding NLACRC and the services provided by NLACRC can be found on NLACRC’s website at www.nlacrc.org.

B. RATE OF REIMBURSEMENT

The rate of reimbursement for ongoing services will vary by project. Each rate will be determined by the approved enhanced services, be cost effective, and be based on the DDS statewide median rate methodology. See each project description for available rate and service code information.

The rate of reimbursement for SRF residential services will be negotiated between the regional center and the applicant up to one of the maximum allowable rates:

Pursuant to Welfare & Institutions Code (WIC), Section 4691.9, no regional center may negotiate a rate with a new service provider, for services where rates are determined through a negotiation between the regional center and the provider, that is higher than the regional center’s median rate for the same service code and unit of service, or the statewide median rate for the same service code and unit of service, whichever is lower. The unit of service designation must conform to an existing regional center designation, or if none exists, a designation used to calculate the statewide median rate for the same service.

(Subject to DDS approval)

C. START-UP FUNDING

Start-up funds are awarded with the intent of defraying the cost to develop new services. Therefore, commitments in the form of hard (dollar) and/or soft (in-kind) contributions are necessary for each applicant receiving an award.

The maximum amount of start-up funding available for each project is detailed in the project descriptions at the beginning of this RFP. It is understood that the actual cost to complete the start-up of the facility may exceed this amount. Any additional costs will be the responsibility of the applicant. Payment of claims submitted to the regional center is contingent upon the provision of acceptable documentation including, but not limited to: invoices, receipts, and cancelled checks. It is understood if the vendored ongoing service developed through the start-up contract is terminated before six (6) years of service, the Contractor shall pay back a portion of the start-up funds received for that service as follows: One sixth (1/6th) of the total start-up funds received for the service will be forgiven for each year of service, and partial years of service will be prorated to a full year. For example, if Contractor terminates service two (2) years and three (3) months from the agreed upon start date of the services, the amount to be forgiven shall be calculated as three (3) years, inclusive of rounding partial year. Therefore, in this example, three (3) years equaling 3/6th or 50% of the total start-up payment shall be due from Contractor within seven (7) business days from the last day of service provision. Contractor’s final payment for services shall not be released until repayment in full of any outstanding amount due to NLACRC resulting from termination prior to completion of six (6) years of service.

D. ELIGIBLE APPLICANTS

Both non-profit and proprietary organizations are eligible to apply. Employees of Regional Centers are not eligible to apply. Applicants must disclose any potential conflicts of interest per Title 17 Section 54500. Applicants, including members of the governing board, must be in active status in regard to all services vendored with any regional center and be financially solvent. Applicants that have been sanctioned in the last 12 months will not be eligible for vendorization.

E. APPLICANT PARTNERSHIPS AND MATERIALS SUBMITTED

Applicants who apply as partners must have full knowledge of the proposal packet and must demonstrate commitment to the project during start-up and ongoing operations. However, if a partner’s sole purpose is to provide financial backing to the project, the financial backer need only show financial commitment. If the partner’s role is only to provide technical support (e.g., drafting the RFP response), the applicant receiving such support is responsible for all language contained in the RFP and the eventual program design.

F. SELECTION PROCEDURES

All proposals received by the deadline will be reviewed and scored by the CPP/CRDP Proposal Evaluation Committee selected by NLACRC. Proposals will be reviewed for timeliness, completeness, quality, experience and fiscal stability of applicant, reasonableness of costs, ability of applicant to identify and achieve consumer outcomes, and the ability of proposed project to respond to the identified needs of NLACRC. After preliminary review and scoring, an interview with the finalists will be scheduled. Interviews will be scheduled on weekdays between May 17 – 26, 2021, during the hours of 9:00 a.m. – 5:00 p.m.

In addition to evaluation on the merit of the proposal, applicants will be evaluated and selected based on previous performance, including the timely completion of projects, a history of cooperative work with the regional center or other funders, ability to complete projects within budgeted amounts, and a record of accomplishment consistent with established timelines for development.

The final decision of the CPP/CRDP Proposal Evaluation Committee shall be approved by the Executive Director, and is not subject to appeal. All applicants will receive notification of NLACRC’s decision regarding their proposal.

G. RESERVATION OF RIGHTS

NLACRC reserves the right to request or negotiate changes in a proposal, to accept all or part of a proposal, or to reject any or all proposals. NLACRC may, at its sole and absolute discretion, select no provider for these services if, in its determination, no applicant is sufficiently responsive to the need. NLACRC reserves the right to withdraw this Request for Proposal (RFP) and/or any item within the RFP at any time without notice. NLACRC reserves the right to disqualify any proposal which does not adhere to the RFP guidelines. This RFP is being offered at the discretion of NLACRC. It does not commit the regional center to award any grant. Please note applicants must be in active status with NLACRC and other Regional Centers and may be disqualified for any of the following: receipt of Correction Action Plan (CAP), Sanction or Immediate Danger findings, failure to disclose any history of deficiencies or confirmed reports of consumer abuse, previous failure to perform, or unwillingness to comply with Title 17 and NLACRC best practices.

H. COSTS FOR PROPOSAL SUBMISSION

Applicants responding to the RFP shall bear all costs associated with the development and submission of a proposal.

I. INQUIRIES/REQUEST FOR ASSISTANCE

All additional inquiries regarding this application or requesting technical assistance for this RFP only, should be directed to Nancy Salyers at nsalyers@nlacrc.org or resourcedevelopment@nlacrc.org. Technical assistance is limited to information on the requirements for preparation of the application packet. Applicants are expected to prepare the documentation themselves or retain someone to provide such assistance. If an applicant chooses to retain assistance from another party, the applicant must be able to thoroughly address all sections of the proposal during the interview process and/or demonstrate that the party assisting with the application will have a continuing role in the ongoing operation of the program

J. PROPOSAL PREPARATION GUIDE

The following information is provided to assist the applicant in preparing their proposal:

  1. Attachment A: NLACRC Proposal Writing Guidelines
  2. Attachment B: Proposal Title Page
  3. Attachment C: Table of Contents and Proposal Requirements
  4. Attachment D: Program Design Requirements
  5. Attachment E: Vendor Application (Form DS 1890)
  6. Attachment F: Applicant/Vendor Disclosure Statement (Form DS 1891)
  7. Attachment G: Home & Community Based Services Provider Agreement
  8. Attachment H: Draft Service Development Agreement
  9. Attachment I: NLACRC Board of Trustees Service Provider Insurance Policy
  10. Attachment J: Cost Statement
  11. Attachment K: Statutes and Regulations
  12. Attachment L: Board Policies
  13. Attachment M: Median Rates for Specialized Residential Facility

K. INFORMATION TO INCLUDE IN PROPOSAL

  1. Attachment B: Proposal Title page
  2. Attachment D: Program Design Requirements
  3. Attachment E: Vendor Application (Form DS 1890)
  4. Attachment F: Applicant/Vendor Disclosure Statement (Form DS 1891)
  5. Attachment G: Home & Community Based Services Provider Agreement
  6. Attachment J: Cost Statement
  7. Start-up Budget and Timeline to implement project
  8. Organization Chart that maps the supervisory hierarchy including governing boards, advisory boards, as well as other programs or facilities operated by the organization, as applicable.
  9. Resumes of Staff
  10. Job descriptions of all positions
  11. Three (3) references
  12. Copy of the last three (3) years of independent audit or review reports
  13. Completed IRS W-9 Form
  14. Income Tax, Profit and Lost statements, balance sheets, and independent audit report or review report for the last three (3) years

SELECTION TIMETABLE

  1. Informational Meeting for Applicants on Wednesday, April 7, 2021 at 1:30 p.m., via Zoom, Meeting ID: 946 0164 9673
  2. Proposals due to NLACRC no later than Sunday, April 25, 2021, by 11:59 p.m. (PDT)
  3. Interviews May 17 – 26, 2021, between the hours of 9:00 a.m. – 5:00 p.m.
  4. Selection by Tuesday, June 1, 2021
  5. Finalize vendorization/contract paperwork: Thursday, June 10, 2021
  6. The service provider awarded contract should be executed by: Friday, June 25, 2021
  7. Present Contract for Board Approval: Wednesday, August 11, 2021
  8. Present Contract for Administrative Affairs Review: Wednesday, August 25, 2021

SUBMISSION OF PROPOSALS

All proposals must conform to the attached Proposal Writing Guidelines and Content Requirements. The applicant must submit the completed proposal as one electronic copy to NLACRC via Dropbox Submissions Folder or email to resourcedevelopment@nlacrc.org. No fax copies will be accepted. The proposals must be complete, typewritten, collated, and page numbered. No proposals will be accepted after the deadline.

EVALUATION CRITERIA

The CPP/CRDP Proposal Evaluation Committee will use the criteria below to rate proposals submitted by CPP potential providers. Each proposal shall be organized into the following five (5) sections, which are described in Attachment B, Table of Contents and Proposal Requirements. Each section will receive a maximum score as follows:

Proposal Section

Maximum Score

Fiscal Responsibility

30 points

Budgets – Start-up and On-going Rate

10 points

Agency/Individual Experience and Background

10 points

Agency Organization and Program Staffing

10 points

Start-up Activities/Objectives and Milestone

10 points

Program Design

30 points

Total Maximum Points

100

TIMELINE FOR DEVELOPMENT

It is anticipated that each applicant awarded start-up funds through this RFP will be operating the facility within one year after the contract has been executed.

SELECTION PROCEDURES

All proposals received by the deadline will be reviewed and scored by the CPP/CRDP Proposal Evaluation Committee established by NLACRC. The CPP/CRDP Proposal Evaluation Committee shall be comprised of at least four (4) members, the majority of whom shall have experience in evaluating, procuring, or providing CPP services. Proposals will be reviewed for completeness, experience, qualifications, fiscal stability of applicant, reasonableness of costs, and the ability of applicant to identify and achieve consumer outcomes, and the ability of the proposed project to address identified needs of NLACRC.

AWARD PROCESS

Upon selection of CPP service providers, NLACRC will issue an Award Letter to the applicant selected for the provision of residential services. The award letter will provide instructions for completing the contracting process, to include the Vendor Application (Attachment E); Home & Community Based Services Provider Agreement (Attachment F); Service Provider Contract (Attachment G); and documentation of appropriate insurance. The applicant selected will be expected to complete and submit all required documentation to complete the contracting process by June 25, 2021.

PROTEST PROCEDURE

Within thirty (30) days of selecting the applicant, NLACRC shall post on its website the intent to award notice to include the applicant selected and the contract award date. All unsuccessful applicants shall be notified by NLACRC in writing ten (10) days prior to posting the intent to award notice on NLACRC’s website. All unsuccessful applicants have the right to protest NLACRC’s notice of intent to award the contract. Unsuccessful applicants shall have ten (10) days upon receipt of intent to award notice to protest the intent to award the contract ("Protest"). If the unsuccessful applicant does not submit the written Protest within the ten (10) day period, NLACRC shall deny such Protest and the Intent to Award notice shall be deemed final. Protests shall be in writing and shall state the grounds (s) for the protest. All Protests must be mailed, emailed, or faxed to the following address:

Evelyn McOmie, Community Services Director
North Los Angeles County Regional Center
9200 Oakdale Avenue, Suite 100
Chatsworth, CA 91311
emcomie@nlacrc.org
(818) 756-6130 (fax)

NLACRC shall take one of the following steps below, within thirty (30) days upon receipt of a written Protest:

  1. Not award the contract until the protest has been withdrawn or the regional centers has resolved the protest; OR
  2. Terminate the CPP process by notifying all bidders in writing within ten (10) days after the decision to terminate the contract award process; and correct the disputed items and rebid the contract.
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