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Salt Lake County is the Local Substance Abuse Authority and Local Mental Health Authority through statutory mandate of Title 17-43-201 & 301 et. seq. of the Utah Code. Substance Use Disorder Prevention services are administered through the Salt Lake County Health Department.
In its capacity as the local authority, Salt Lake County, hereafter referred to as the County, provides advocacy and coordination of Substance Use Disorder health services in association with other public and private programs in Salt Lake County. Substance Use Disorder will hereafter be referred to as SUD. Salt Lake County Health Department is responsible for the planning and delivery of SUD Prevention services for the residents of Salt Lake County.
As the local authority, Salt Lake County contracts SUD Preventions funds to local public and private agencies. This model of contracted services will be referred to as a network model. Member organizations of this network model are hereafter referred to as Contractors. The competitive selection process is the preferred method of source selection in public purchasing, and is conducted in accordance with Salt Lake County Ordinance, Chapters 3.16, 3.20, 3.22 and 3.24.
The purpose of this Request for Application (RFA) is to solicit applications from experienced and professional Contractors so the County may purchase a full continuum of evidence-based SUD prevention services ranging across the lifespan of the agreement. Purchased prevention and wellness services must be accessible, efficient, collaborative, integrated and outcome-based. This system of care will be responsible for attending to the multiple needs of individuals, families, and communities in Salt Lake County who are experiencing problems, or potential problems, associated with substance misuse and abuse. Salt Lake County intends to purchase prevention and wellness services for universal, selective, and indicated populations.
The selected provider(s) must implement evidence-based programs with particular attention to maintaining the highest possible level of quality and fidelity. Any deviations from the original program that was shown to be effective through published, peer-reviewed research must be clearly outlined and accompanied by a justification articulating why the program modifications were made. Joint applications from multiple partners are allowed, as are subcontracts where a primary grant recipient works with other providers in order to increase reach and diversity of program offerings.
III. TERM OF AGREEMENT
Contracts awarded subsequent to this RFA will be for a one-year period beginning July 1, 2019 through June 30, 2020; contracts may be renewed for 2 additional one (1) year periods. Decisions for contract renewal will be based on available funding, demonstrated adherence to guidelines stated within this RFA, services outlined in the 2019 Salt Lake County Area Plan, and the 2019 Prevention Services Plan.
WRITTEN AGREEMENT REQUIRED
The selected Contractors must be willing to enter into a written agreement with Salt Lake County. A binding agreement between Salt Lake County and any Contractor will be dependent upon the negotiation, preparation, and execution of a formal contract. If a Contractor wishes to alter any of the conditions present in the RFA, Attachments or any Addendums issued, that item must be specifically mentioned in the application with a reasonable alternative presented (Attachment).
V. PROJECTED SCHEDULE FOR THE RFA PROCESS
Activity Date RFA Release by February 15, 2019 Pre-Application Meeting February 25, 2019 Final Day to Submit Questions for Pre-Application Meeting March 1, 2019 Final Day to Submit Questions on the RFA March 8, 2019 Application Due Date March 15, 2019 Committee Review Process March 2019 Contractor Interviews March 2019 Recommendation to Mayor April 2019 Contract Awarded by May 31, 2019 Contract Commencement July 1, 2019
VI. STATEMENT OF SERVICES TO BE PURCHASED
Through this RFA, Salt Lake County will award approximately $1.6 million for substance misuse and abuse prevention and wellness services. Funding for subsequent years of the contract period is contingent on future funding allocations and priorities.
SUD prevention services being solicited must be in conformance with the 2019 Area Plan, which has been approved by the State Health Department of Substance Abuse and Mental Health (See attachment "Completed Logic Model" in documents section).
Based on the County’s Prevention Services Plan, county archival data, state and national trends, comparisons with in-state data, and the current 2017 Student Health and Risk Prevention (SHARP) surveys, the following are the County’s prioritized risk and protective factors:
Risk Factors identified that need to be reduced: 1. Parental Attitudes Favorable to Antisocial Behavior (Family Domain) 2. Attitudes Favorable to Antisocial Behavior (Peer Individual Domain) 3. Perceived Risk of Drug Use (Peer Individual Domain) 4. Low Commitment to School (School Domain)
Protective Factors identified that need to be strengthened: 1. Rewards for Prosocial Involvement (Community Domain) 2. Interaction with Prosocial Peer (Peer-Individual Domain) 3. Family Attachment (Family Domain) 4. Rewards for Prosocial Involvement (Family Domain)
The County also prioritizes the following: 1. Past 30-day alcohol use by individuals under the age of 21 2. Past 30-day tobacco and nicotine use by individuals under the age of 21 3. Past 30-day marijuana use by individuals under the age of 21 4. Misuse of prescription medication or over the counter medication
PREFERRED PRACTICE GUIDELINES
The Health Department recognizes the need for services outweighs the available resources. In an environment of limited resources, the County historically focuses on higher-risk populations. The County is committing more resources to groups and individuals who have been identified on the basis of biological, psychological, social and/or environmental risk factors known to be associated with substance misuse and abuse. The County will also commit resources to those who may be exhibiting signs of early use or behaviors associated with substance misuse and abuse. In addition to this focus on selective populations, the county will also commit resources to populations that can be shown, using valid and reliable data, to have a localized need within Salt Lake County. Applications that request funding for at risk groups or specific populations need to include data that document the groups or populations are high risk.
It is the aim of the County to prioritize needs identified using processes that follow the Strategic Prevention Framework (SPF) in a way that engages the community throughout the process utilizing coalitions following an evidence-based model such as Communities That Care, the CADCA coalition model, PROSPER or similar best practice model.
The SPF Process is a five step planning, implementation, and evaluation process. It is critical to consider that this is not necessarily a linear process. Brief descriptions of the five steps are as follows:
1. Assessment: Using valid and reliable data, demonstrate that there is a need to address a problem behavior within a given community. 2. Capacity: Assess and increase the capacity for addressing the identified problem behavior in terms of both resources and readiness. 3. Planning: A process including; prioritizing the risk and protective factors that affect the problem behavior; selecting evidence-based prevention interventions; and developing a comprehensive, logical, and data-driven plan for implementation and evaluation. 4. Implementation: Implementing the prevention intervention(s) with fidelity and a plan for evaluation. 5. Evaluation: Measuring the process, impact, and outcomes that the prevention intervention is having on the target population.
This process is most impactful when the target population and surrounding community are included from the beginning as active participants in a meaningful way.
The services being solicited and the process of organizing prevention and wellness efforts are in conformance with The Center for Substance Abuse Prevention (CSAP) Steps for Prevention Planning.
Evidence-Based Interventions- Evidence-based practices are those strategies, activities or approaches that have been shown to be effective in preventing or delaying substance abuse. Evidence-based programs reduce risk factors, increase protective factors and positively impact the behaviors, consumption and consequences of its participants.
All contracted providers must implement evidence-based substance use disorder programs with fidelity. Evidence-based status of programs can be determined by the following methods:
• Inclusion in private or federal registries that identify SUD evidence-based interventions proven to result in sustained positive benefits to individuals or communities; • Have been reported in peer-reviewed journals (with positive effects of achieving the primary targeted SUD outcome); or • Have documented effectiveness supported by other sources of information, the consensus judgment of informed experts, AND receive a minimum rating of Tier III by the Utah SUD Evidence-based Workgroup.
Contractors shall implement all evidence-based programs with fidelity. Any deviations from the original program that was shown to be effective through published, peer-reviewed research must be clearly outlined and accompanied by a justification articulating why the program modifications were made.
YOUR RFA MUST SIGHT THE REFERENCE WHICH SHOWS THE PROGRAM IS EVIDENCE BASED.
Contractors may propose to provide services for the following three prevention service levels as defined by The Institute of Medicine (IOM) and the American Society for Addiction Medicine (ASAM): (NOTE: A separate application with color-coded cover sheet must be submitted for each service level; however, within each application, a Contractor may elect to provide services to several different subgroups.)
a. Universal Approximately $400,000 available
Prevention interventions that are targeted to the general public or a whole population group that has not been identified on the basis of individual risk. The interventions are desirable for everyone in this group.
Agencies and communities have the opportunity to collaborate and apply for coalition funding.
b. Selective Approximately $750,000 available
Prevention interventions that are targeted to individuals or to a subgroup of the population whose risk of developing mental, emotional, or behavioral disorders is significantly higher than average. The risk may be imminent or it may be a lifetime risk. Risk groups may be identified on the basis of biological, psychological, or social risk factors that are known to be associated with the onset of a disorder. Those risk factors may be at the individual level for nonbehavioral characteristics (e.g., biological characteristics such as low birth weight), at the family level (e.g., children with a family history of substance abuse but who do not have any history of use), or at the community/population level (e.g., schools or neighborhoods in high-poverty areas).
c. Indicated Approximately $450,000 available
Prevention interventions that are targeted to high-risk individuals who are identified as having minimal but detectable signs or symptoms that foreshadow mental, emotional, or behavioral disorder, as well as biological markers that indicate a predisposition in a person for such a disorder but who does not meet diagnostic criteria at the time of the intervention.
VII. ADDITIONAL CONSIDERATIONS AND SERVICES
Additional consideration will be given to programs or services stated in the Health Department’s 2019 Prevention Services Plan regarding priorities and directions. The Health Department has identified the following as additional considerations for services to be purchased that may not have been identified in the Prevention Services Plan:
• Increased focus on earlier prevention • Reduce 30-day drug or alcohol use • Reduce 30-day marijuana use • Reduce 30-day e-cigarette use • Prevent underage alcohol use • Preventing prescription drug abuse • Emphasis on unique populations with an identified need • Emphasis on healthy choices and wellness • Supporting prevention-ready communities • Supporting coalitions implementing an evidence-based model or process • Targeted services for older adults • Culturally aware and sensitive services • Collaborative school programming shown to impact ATOD use and/or associated risk and protective factors • Services being provided on location or in the identified community • Services to minority youth and families • If proposing to serve refugees: • Active participation in refugee stakeholder meetings hosted by the State Refugee Office, the Department of Health and the County. • Collaborate with existing refugee projects
Application and Administrative Requirements [hide this]
APPLICATION AND ADMINISTRATIVE REQUIREMENTS
I. AVAILABILITY OF FUNDING
Salt Lake County has approximately $1.6 million available for the provision of substance abuse prevention services for FY20.
II. REQUEST FOR APPLICATION CRITERIA
Applications will not be considered unless the Contractor meets the following criteria on or before the application due date and continues to meet the criteria through the selection and funding process. Contractors shall continue to meet application criteria after services begin or be subject to sanctions such as contract suspension or cancellation.
1. The Contractor shall be established as a legal entity under state or federal statutes and regulations.
2. The Contractor shall be registered to do business in Salt Lake County and shall have a Salt Lake County address. A post office box address may be used when the application is submitted, but the Contractor must be able to conduct business out of a physical location in Salt Lake County before funds are released.
3. Application will be made through ZoomGrants. Zoomgrants is an online application management system (https://www.zoomgrants.com).
III. SUBMISSION OF APPLICATIONS
Applications are due on or before Friday, March 15, 2019 at 2:00 p.m. No applications will be accepted after the closing date and time.
Applications will include the full name, legal status (corporation, state of incorporation, partnership, proprietorship, etc.), business address of the Contractor and telephone number. Please include one or two e-mail addresses where you could be notified of an oral interview. The name of the principal and his/her business title will be included in the application.
Costs: All costs associated with the preparation of the application, as well as any other related materials and delivery will be borne by the Contractor. All applications become the property of Salt Lake County. Salt Lake County will not be responsible for said costs in any event, including, but not limited to, termination of the project in whole or in part or rejection of the application as non-responsive.
Contractor bears all costs and expenses related to this RFA including, but not limited to, preparation and delivery of the application, attending the pre-application meeting(s), and attending the interview.
Firm Pricing: All prices, quotes, or applications are to remain firm for one hundred twenty (120) days after the closing date, unless a different period is stated in Salt Lake County’s RFA. Any application, which does not offer to remain firm for the period, may be considered to be non-responsive.
Modifying or Withdrawing Applications: Contractor may modify or withdraw their applications at any time prior to the closing time.
Rejection of Applications: Any application containing significant deviations from the specifications of the RFA shall be considered non-responsive and may be rejected in whole or in part.
RFA Cancellation: This RFA may be cancelled at any time prior to the execution of a written agreement if deemed in the best interests of County. This includes cancellation of the RFA after an award has been made, but prior to the execution of a written contract. Contractor is not entitled to recover any costs related to the preparation of the application due to cancellation of the RFA or withdrawal of an award prior to the execution of a written agreement.
Contractor Request for Protected Information: All documents submitted in response to this RFA will be treated as public records in accordance with GRAMA unless a claim of business confidentiality is submitted per the Request for a Protected Status. If claiming confidentiality, the Request for Protected Status form shall be placed directly behind the cover summary and does not count toward the page limit.
Written Agreement Required: The selected Contractor must agree to all requirements in the RFA scope of work unless an exemption is stated in the application. The selected Contractor must also be willing to enter into a written agreement with County and agree to all the terms set forth in the attached Standard Form RFA Agreement. IF YOU WISH TO ALTER THE RFA, INCLUDING EXHIBITS, ATTACHMENTS, AND ADDENDA AND/OR ANY OF THE TERMS OF THE EXAMPLE STANDARD AGREEMENT THE EXCEPTION MUST BE SPECIFICALLY IDENTIFIED IN YOUR APPLICATION WITH REASONABLE ALTERNATIVES PRESENTED. CONTRACTOR UNDERSTANDS THAT DEVIATIONS FROM THE STANDARD FORM AGREEMENTS ARE MADE AT THE COUNTY’S DISCRETION. Contractors are advised that County is not bound by the terms of the RFA until a written agreement is fully executed. Any activity taken by Contractor prior to a written agreement being fully executed is done at the Contractor’s sole risk. If requesting exceptions, submit the documentation in your Pricing Proposal.
IV. PRE-APPLICATION MEETINGS
Interested Contractors are invited to attend pre-application meetings to discuss the services and to ask questions about this RFA. The meeting will be held on Monday, February 25, 2019 at 3:00 p.m. at the Salt Lake County Government Center located at 2001 South State Street, Suite S1-950 (South Building, 1st floor).
If you would like to participate by phone, e-mail email@example.com for the toll-free phone number. The meetings are for informational purposes only and are not binding. If the RFA needs to be modified or clarified, an addendum will be issued.
Contractors are strongly encouraged to attend the pre-application meeting to receive instructions about completing the application. Those not attending do so at their own risk. Technical assistance at the workshop, will be given impartially to all who request it, and will not be of such a nature as to give unfair advantage to any individual or organization.
Topics to be covered during the pre-application meetings will include:
a. General information/questions b. Contractor and administration requirements c. Application instructions d. Availability of funding e. Programmatic/budgetary questions
Interested parties attending the pre-application meeting do so at their own expense; Salt Lake County is not liable for any expense(s) incurred for attendance.
Questions after the pre-application meetings will be accepted through March 1, 2019 on the Zoomgrants Website.
Reasonable accommodations for qualified individuals may be provided upon receipt of a request with 5 working days’ notice. Please contact Contracts and Procurement at (385) 468-0300. TTY users shall call 711.
V. QUESTION SUBMISSION
Questions may be submitted through Zoomgrants application in the "Pre-Application" tab. The deadline for question submission is March 1, 2019 at 2:00 pm. Zoomgrants will e-mail the answers on an ongoing basis to all Contractors that have expressed an interest in the RFA. Do not directly contact County employees or selection committee members.
All applications must contain a written assurance that, should Salt Lake County offer a contract, the Contractor will agree to the following items:
a. Licensing: All applicable federal, state, and local licenses must be acquired before entering into the contract. Licenses must be maintained throughout the contract period. Persons doing business as an Individual, Association, Partnership, Corporation or otherwise shall be registered with the Utah Division Corporations & Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at (877) 526-3994, or by accessing www.corporations.utah.gov.
b. Data Collection, Data Reporting and Reimbursement provisions: Salt Lake County operates on a fee for service basis according to the Contractor’s Prevention Services Billing Matrix(s) for clients that are Salt Lake County residents. Contractors are required to provide complete and accurate electronic data to Salt Lake County including demographics and service billing information for all clients served. Contractors are required to collect and enter data including demographics and service billing information for all clients served into the States provided data collection instruments. Contractors are required to collect and enter data as stipulated by the State. Each month’s prevention services must be reported on or before 9:00 a.m. on the 10th of the following month. If the 10th of the month falls on a weekend, data is due the previous Friday by 9:00 a.m. Reimbursement requests received after the submission deadline may be delayed or denied unless the County approves an extension. Contractors will be responsible for keeping their data current and accurate. Services will be reported through the State mandated electronic data systems. At the current time the State requires data to be entered into DUGS and SAHIS electronic data systems. Contractors will be responsible for keeping their billing data current.
Contractors awarded contracts for Indicated Prevention Services are required to collect and report the following from each individual that receives Indicated services; full name of client/student, client’s date of birth, client’s, gender, client’s social security number, client’s, veteran status, client’s race, client’s ethnicity, date the client received service, hours of service provided to each client according to the date of service, and the type of services that was provided. HIPPA requirements apply to this data. All client specific information needs to be held in a double lock system. All emails that contain client specific information must be sent using a secured email system.
c. Co-pay: Historically the Health Department has not approved the collection of co-pays for contracted prevention services due to the potential barriers in recruiting and attendance. In the event that a form of collecting fees or co-pays is determined appropriate for a specific cause, the Contractor is responsible for the collection of fees and uncollected balances cannot be billed to Salt Lake County. It should be noted that a co-pay policy is subject to review and discussion with program contractors.
d. Billing Reporting: Contractors will be required to provide to Salt Lake County service billing activity information for clients they serve. Contractors will be responsible for keeping their billing data current.
e. Computer Software Requirements: The following list provides the minimum software requirements to meet Salt Lake County’s needs:
Internet Explorer 9.0 or higher Adobe Acrobat Reader 10.0 or higher Virus Protection Software E-mail capability with encryption solution
f. Indemnification: Contractors will indemnify, hold harmless and defend Salt Lake County, its officers, agents and employees from and against any and all losses, damages, injuries, liabilities, and claims, including claims for personal injury, death, or other damage to personal property or profits and liens of workmen and material men (suppliers), however allegedly caused, resulting directly or indirectly from, or arising out of, negligent acts or omissions by Contractor, its agents, representatives, officers, employees or subcontractors in the performance of the contract if awarded to Contractor.
g. Insurance: If awarded the contract, Contractor will, at their sole cost and expense, secure and maintain, during the term of the contract including all renewal or additional terms, the following minimum insurance coverage:
General Insurance Requirements for all Policies
A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least three (3) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.
B. All policies of insurance shall be issued by insurance companies licensed to do business in the state of Utah and either: (1) Currently rated A- or better by A.M. Best Company; and (1A) for construction contracts only, the insurer must also have an A.M. Best Company financial size category rating of not less than VII. —OR— (2) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.
C. The Contractor shall furnish certificates of insurance, acceptable to the County, verifying compliance with the insurance requirements herein prior to the execution of this agreement. Contractor shall also provide updated certificates of insurance on or before the anniversary date of any of the evidenced policies throughout the life of this agreement.
D. In the event any work is subcontracted, the Contractor shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Contractor hereunder.
E. The Contractor's insurance policies shall be primary and non-contributory to any other coverage available to the County. The workers' compensation, general liability and auto liability policies shall be endorsed with a waiver of subrogation in favor of the County.
F. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, the Contractor shall provide a new certificate of insurance within thirty (30) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.
G. All required policies shall provide that coverage thereunder shall not be canceled or modified without providing (30) days prior written notice to the County in a manner approved by the County District Attorney.
H. In the event Contractor fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Contractor for the costs of said insurance.
Required Insurance Policies
The Contractor, at its own cost, shall secure and maintain during the term of this Agreement, including all renewal terms, the following minimum insurance coverage:
A. Workers’ compensation with limits as required by the State of Utah, and employers liability coverage in the amount of $1,000,000 per loss. Proof of workers' compensation coverage is required unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes contractors who are doing business as an individual and/or as a sole proprietor as well as corporations and partnerships. In the event any work is subcontracted, the Contractor shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law
B. Commercial general liability insurance, on an occurrence form, with both Salt Lake County and The State of Utah listed as additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, the Contractor, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from the Contractor’s operations under this Agreement, whether performed by the Contractor itself, any subcontractor, or anyone directly or indirectly employed or engaged by either of them. Such insurance shall provide coverage for premises operations, acts of independent contractors, and completed operations. The policy shall be primary and not contributing to any other policy or coverage available to the County whether such coverage be primary, contributing or excess.
C. If applicable: professional liability insurance with a minimum policy limit of $1,000,000 per occurrence. (The County is not to be an additional insured for professional liability insurance)
D. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, in the minimum amount of $500,000 per person, $1,000,000 per accident, $250,000 per occurrence for property damage, or a single combined limit of $1,000,000.
—OR IF THERE WILL NOT BE ANY VEHICLE OPERATIONS—
E. The Contractor shall not operate a vehicle in connection with any services rendered under this Agreement. Inasmuch as the Contractor agrees not to operate a vehicle in connection with services rendered under this Agreement, the County shall not require the Contractor to provide commercial automobile liability insurance.
h. Records Retention: All records must be retained by the Contractor for a period of six (6) years or until the client reaches the age of 22 (which ever period is longer) after the date of last reimbursement by Salt Lake County.
i. Government Records Access and Management Act (GRAMA): County is a governmental entity subject to the Utah Government Records Access and Management Act (“GRAMA”), Utah Code Ann. §§ 63G-2-101 to -901. As a result, County is required to disclose certain information and materials to the public, upon request. Generally, any document submitted to County is considered a “public record” under GRAMA. Any person who provides to County a record that the person believes shall be protected under subsection 63G-2-305(1) or (2) shall provide both: (1) a written claim of business confidentiality and (2) a concise statement of reasons supporting the claim of business confidentiality. Generally, GRAMA only protects against the disclosure of trade secrets or commercial information that could reasonably be expected to result in unfair competitive injury. For your convenience, County has provided a Business Confidentiality Request Form which is attached to this RFA as ATTACHMENT D. ALL DOCUMENTS SUBMITTED IN RESPONSE TO THIS RFA WILL BE TREATED AS PUBLIC RECORDS IN ACCORDANCE WITH GRAMA, UNLESS A CLAIM OF BUSINESS CONFIDENTIALITY HAS BEEN PROPERLY MADE AND APPROVED BY COUNTY. ALL PROPOSED COSTS/PRICING/FEES SUBMITTED TO THE COUNTY SHALL BE CONSIDERED PUBLIC RECORDS.
j. Compliance with Fiscal Audit Requirements: The Contractor must fully comply with all Salt Lake County fiscal requirements. The Contractor must comply with the Single Audit Act of 1984, and the Office of Management and Budget (OMB) Circular A-133. Those Contractors who do not reach the threshold for a Single Audit ($500,000 or more expended in federal funds) must have an annual financial audit performed in accordance with Generally Accepted Government Auditing Standards, if its total revenues (including Medicaid) received from Salt Lake County are greater than or equal to $350,000. If its revenues are greater than or equal to $200,000 but less than $350,000, it is required that such contractor have an annual unaudited CPA review performed. If its revenues are greater than or equal to $100,000 but less than $200,000, such contractor is required to have an annual unaudited CPA compilation performed. If its revenues are less than $100,000, a basic annual financial report with balance sheet and income/expense statement should be prepared. Contractors receiving less than $25,000 from Salt Lake County have no annual financial reporting requirement.
All required reports must be submitted to the Salt Lake County Health Department Fiscal Manager within 6 months after the end of the Contractor’s fiscal year.
k. Compliance with Monitoring Activities: The Contractor must fully participate with Salt Lake County fiscal, administrative and program monitoring activities including utilization reviews and ongoing quality assurance visits. Contractor will implement findings as a result of the monitoring activities. In addition, updated logic models and annual year-end reports will be required.
Meetings: The contractor will actively participate in the Prevention Services Network (PSN), prevention trainings and consultations connected with the quality assurance and utilization review process and any other meetings or trainings specified by the County.
Future Direction: Contractors assure that they will participate with the County on the development of new initiatives, programs and services.
Compliance with Federal and State Requirements: The Contractor must meet government mandates including, but not limited to, those of Americans with Disabilities Act (ADA), Equal Employment Opportunity (EEO), Government Records Access Management Act (GRAMA), Health Insurance Portability and Accountability Act (HIPAA), 42 CFR Part 2 (confidentiality).
l. Changes or Modifications: Any changes or modification made by the County to the RFA will be made by written addendum. Contractors applying based on any information other than that contained in County’s RFA and any addendums, do so at their own risk.
m. Financial Solvency: The Contractor must establish and maintain an operating fund to cover the cost of all services provided. The amount of the operating fund must be at least equal to the Contractor’s expected average expenses for all services for a 60-day period or the minimum established by the Contractor’s Board, whichever is greater.
n. Independent Contractors: Contractors agree that if they enter into a contract with Salt Lake County they are independent contractors and have no authority, express or implied, to bind Salt Lake County to any agreements, settlements, liability, or understanding whatsoever with any third party which is outside the scope of the original contract in connection with the services or goods sought to be obtained.
o. Free and Competitive Selection: Any agreement or collusion among prospective Contractors to fix a price or limit competition shall render the application void. Such conduct is unlawful and subject to criminal sanction. Each Contractor shall certify that no one in its firm or company has either directly or indirectly restrained free and competitive selection, participated in any collusion, or otherwise taken any action unauthorized by County Purchasing Ordinances or applicable law.
p. Laws of the State of Utah: All contracts pursuant to acceptance of the Contractor’s application will be interpreted, construed, and given effect according to the laws of the State of Utah and the Ordinances of Salt Lake County. No contract will be assigned, in whole or in part, without the written consent of Salt Lake County.
q. Termination: Salt Lake County may terminate the contract at any time it deems such termination to be in the public interest or for public convenience or necessity by giving written notice to the contractor at least sixty days prior to the desired termination date.
r. Non Funding: It will be understood and agreed that funds may not be available for performance of the contract by Salt Lake County beyond the close of Salt Lake County’s current fiscal year. Salt Lake County’s obligation for performance of the contract beyond that date is contingent upon funds being appropriated for payments due under any contract. This termination will not be construed as breach of or default under the contract and will be without penalty or other charges to Salt Lake County.
s. State Department of Human Services: Contractor understands and agrees that it will be obligated to the terms and conditions imposed on Salt Lake County subcontractors by the State Department of Human Services, Health Department of Substance Abuse and Mental Health. These conditions include but are not limited to restrictions on conflicts of interest, dual employment, and related-party transactions. Contractor agrees that the contract between Salt Lake County and the State Department of Human Services will be incorporated into the resulting contract from this Request for Application. A complete copy of the contract between Salt Lake County and the State Department of Human Services is available upon request.
t. Conflict of Interest: Any officer, employee, agent, representative or member of the council, board, committee, or commission of the county must disclose any interest or conflict they have in their application as required by the Utah Public Officer’s and Employee’s Ethics Act, Utah Code Ann. 67-16-1, et seq., the County Officers and Employees Disclosure, Utah Code Ann. 17-16a-1, et seq., and Chapters 2.07 Salt Lake County Ethics Code 3.16.120, and 3.20.060, Salt Lake County Code of Ordinances, 2001. The disclosure document is found in the "documents" section "Salt Lake County Disclosure Statement 2019."
u. Campaign Contributions: The Salt Lake County campaign finance disclosure ordinance limits campaign contributions by Contractors to County candidates. Salt Lake County Code of Ordinances § 2.72A. Contractor acknowledges and understands those limitations on campaign contributions mean that any person, business, corporation or other entity that enters into a contract or is engaged in a contract with County is prohibited from making campaign contributions in excess of $100 to County candidates during the term of the contract and during a single election cycle as defined in the ordinance. Contractor further acknowledges that violation of those provisions governing campaign contributions may result in criminal sanctions as well as termination of this Agreement.
v. Ethical Standards: Contractor represents that it has not: (a) provided an illegal gift to any County officer or employee, or former County officer or employee, or to any relative or business entity of a County officer or employee, or relative or business entity of a former County officer or employee; (b) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, other than bona fide employees of bona fide commercial agencies established for the purpose of securing business; (c) breached any of the ethical standards set forth in State statute or Salt Lake County Code of Ordinances § 2.07; or (d) knowingly influenced, and hereby promises that it will not knowingly influence, any County officer or employee or former County officer or employee to breach any of the ethical standards set forth in State statute or Salt Lake County ordinances.
w. Infringement: A Contractor shall not infringe on patents, copyrights, trademarks, or intellectual property rights. The consequences from violation, including costs of defending a claim and indemnification from an action of claim by a third party shall be borne by the Contractor.
x. Protests: Pursuant to Salt Lake County Code of Ordinances § 3.20.150, a protest in regard to the RFA document shall be submitted in writing prior to the RFA closing date. All other protests shall be submitted in writing within five (5) business days after notification of the award is posted on Zoom Grants. A protestor may file only one (1) protest after the RFA closing date. Protest letters shall specifically and completely state the facts that the protestor believes constitute error in the RFA document or the award.
y. Environmentally Responsible Procurement Practices: In compliance with Executive Order #2013-4, County has implemented environmentally responsible procurement practices. Please refer to ATTACHMENT B.
z. Emergency Management/Business Continuity Plan: As prescribed by the State Health Department of Substance Use Disorder and Mental Health contract, an emergency management and business continuity plan will be maintained for the length of the contract. The plan will address the critical functions or processes of business operations essential for providing the required services.
aa. Employee Status Verification System: Contractor shall register and participate in the Status Verification System before entering into a contract with County as required by Utah Code Ann. § 63G-12-302. The Status Verification System is an electronic system operated by the federal government, through which an authorized official of a state agency or a political subdivision of the state may inquire by exercise of authority delegated pursuant to 8 U.S.C. § 1373 to verify the citizenship or immigration status of an individual within the jurisdiction of the agency or political subdivision. Contractor is individually responsible for verifying the employment status of only new employees who work under Contractor’s supervision or direction and not those who work for another Contractor or subcontractor, except each Contractor or subcontractor who works under or for another Contractor shall certify to the main Contractor by affidavit that the Contractor or subcontractor has verified, through the Status Verification System, the employment status of each new employee of the respective Contractor or subcontractor. The Contractor shall comply in all respects with the provisions of Utah Code Ann. § 63G-12-302. Contractor’s failure to so comply may result in the immediate termination of its contract with County.
bb. Notice to Retirees of Utah Retirement Systems (“URS”): County is a URS “participating employer.” Entering into an agreement with County may affect a URS retiree’s retirement benefits including, but not limited to, cancellation of the retiree’s “retirement allowance” due to “reemployment” with a “participating employer” pursuant to Utah Code Ann. § 49-11-504 to -505. In addition, Contractor is required to immediately notify County if a retiree of URS is the contractor; or an owner, operator, or principal of the contractor. Contractor shall refer the URS retiree to the URS Retirement Benefits Department at 801-366-7770 or 800-695-4877 for all questions about post-retirement employment regulations.
VII. POINT OF CONTACT
All inquiries or questions relating to the specifications of the RFA should be addressed to Kitt Curtis (firstname.lastname@example.org), Program Manager. Questions about the application procedure should be addressed to Michelle McGaughey (email@example.com), Division Contracts Administrator for the Salt Lake County Health Department. Do not contact other County officers or employees.
Applications are screened for eligibility and completeness using the minimum requirements stated in the RFA. These preliminary requirements will be strictly enforced. Applications that do not meet requirements outlined in the Application Criteria, Part II will not be considered for competition through this RFA.
II. REVIEW PROCESS
The purpose of the review process is to ensure Health Department prevention continuum in Salt Lake County is providing quality services using state-of-the-art evidence-based strategies in a cost-effective manner.
The Salt Lake County Services Advisory Council (Advisory Council) is a volunteer council appointed by the County Mayor comprised of various sectors of the community who advise the Health Department in community needs and funding. The Advisory Council will recruit additional community volunteers and County staff to assist them in organizing the Prevention RFA Review and Selection Committees. The RFA Selection Committees will be managed by Salt Lake County Health Department of Contracts and Procurement. The Selection Manager is Michelle McGaughey. Upon the completion of the RFA reviews, the Review and Selection Committees will provide funding recommendations to the County for services to be purchased.
Scoring Criteria: Each application will receive a program score and a cost score. The program score will comprise 80% of the total application score and the cost score will comprise 20%.
Program Application Review: Final selections will be based on the application’s score and on the need for the services being offered. Using these criteria, the Review and Selection Committees will recommend Contractors to provide a continuum of services and make recommendations to the County concerning which services should be purchased.
Each program application submitted through the RFA will be reviewed separately by a minimum of five reviewers with expertise in community health services. After the reviewers have read the applications, they may conduct interviews with the Contractors to discuss concerns and address questions pertaining to the program application. Upon completion of the interview process, the Review and Selection Committees will provide the final score for the application. Scores will be assigned using a scale of 0 to 80.
Cost Application: Contracts and Procurement and Health Department fiscal staff will review the Cost Application. Scores will be assigned using a scale of 0 to 20.
The Salt Lake County Mayor or designee will make the final funding decision and may hold a public hearing before such a decision is reached. The Review and Selection Committees, staff of Salt Lake County Health Department, the Salt Lake County Mayor’s Office, and Salt Lake County Health Department of Contracts and Procurement, reserve the right to discuss applications with those submitting them, for both clarification and negotiation of specific items within the applications.
The County reserves the right to reject any or all applications or waive minor irregularities when to do so would be in the best interest of Salt Lake County. Minor irregularities are those which will not have a significant adverse effect on overall competition, cost or performance. Where Salt Lake County may waive minor irregularities, such waiver shall in no way modify the RFA requirements or excuse the successful Contractor from full compliance with the RFA specification and other contract requirements if the Contractor is awarded a contract.
The Salt Lake County Mayor’s Office reserves the right to not award any contracts and to solicit additional applications later. The county reserves the right to enter into more than one contract from this RFA.
Debrief meetings with the Review and Selection Committee Members will not be allowed. However, a Contractor may discuss the RFA process with the chair/facilitator of the Committee at any time. A Contractor may request any public documents from the process, including the winning application and Committee score sheets after an award recommendation has been made.
By entering your initials here you certify this submission truthfully and accurately represents your application and is hereby submitted for review. Submission of this application does not, in any way, guarantee that your application will yield a favorable result.
Submission of this application also
indicates your agreement to the
of using ZoomGrants™.
This RFA, having been determined to be the appropriate procurement method to provide the best value to the County, is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements. It is not intended to limit a proposal’s content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.
This is a competitive application process. Qualified applicants are not guaranteed funding.
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Thank you for your interest in Salt Lake County Health Department Substance Use Prevention Services. Please read all information contained within the above tabs "General Information and Requirements," "Application and Administrative Requirements," and "Application Selection Process" prior to completing the application.
Program Name & Demographic if applicable.
(changes to this data will be reflected on all other applications for this organization)
Create an Organization
Additional Contacts for this Application Additional Contacts will be copied on all emails sent to the application owner regarding this application. Enter ONLY email addresses separated by a comma. No names. No titles. No phone numbers.
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Pre-Application Questions Questions are not required.
The Pre-Application Questions deadline has passed.
This Pre-Application Questions section must be submitted and Approved by the Administrator (not ZoomGrants) before you can fill out the rest of the application. Click the Submit Pre-Application Questions button at the top of this tab to submit this section to be reviewed. PreviousNext
Application & Instructions
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I. INSTRUCTIONS FOR COMPLETING ZOOMGRANT APPLICATION
IMPORTANT! Complete a separate Zoomgrant application for each population.
Substance Use Prevention Services: Indicate the population the application supports.
Amount Requested: Indicate the amount you are requesting. Refer to the “General Information and Requirements” tab for the dollar amount available for each population.
Applicant Information: This is the individual that is the day to day contact for the application and will be contacted if there are questions.
Organization Information: This is the legal name, address, telephone, fax, website and EIN for the organization submitting the application.
CEO/Executive Director: This is the individual that leads the organization submitting the application. Generally, this is a paid staff position.
II. INSTRUCTIONS FOR COMPLETING ABSTRACT
Provide an abstract of the program narrative portion of the application. In addition, describe whether this is a new program or expansion of an existing program. The abstract must be typed, double-spaced, and use no more than one 8 ½” by 11” sheet of paper. Upload in the "documents" section.
IV. APPLICATION SCORING
Each of the sections is scored using the following scale:
0 – No response to scoring criteria 1 - Poor response to scoring criteria 2 - Fair response to scoring criteria 3 - Satisfactory response to scoring criteria 4 - Good response to scoring criteria 5 - Excellent response to scoring criteria
There are a total of 80 points for the program application. The value listed next to each question represents its weight in determining the overall score for the program application. The score given by the reviewer to each question will be multiplied by the question’s weight. For example, if the reviewer gives the response to Question 1 a score of 5, then the score will be multiplied by 2 to equal 10.
The program application score will comprise 80% of the score. The cost application will comprise 20% of the score. Optional or requested attachments in the program application should be included with the appropriate question. Respond to the following questions individually and concisely.
More specific information about scoring can be found in the document section - Printable RFA.
COST APPLICATION INSTRUCTIONS
I. INSTRUCTIONS FOR MATRIX FORMS
Complete the Billing Matrix form found in the “documents” section. Submit one Billing Matrix for each population you are proposing to serve (Universal, Selective or Indicated). A blank form, sample and a completion key can be viewed in the “documents” section Financial Forms (Appendix A).
If requesting any preferences, please include supporting documentation in the “documents” section.
Target Population. Question 1-2 (weight = 2)
1. Choose the population targeted with this application: Contractors may propose to provide services for all three prevention service levels as defined by The Institute of Medicine (IOM) and the American Society for Addiction Medicine (ASAM): Separate application is required for each population.
2. Describe the specific population you propose to serve. In your description, consider the distinctive characteristics and needs of the population. Describe specific cultural characteristics.
Program Goals and Objectives. Question 3 (weight = 2)
3. Describe your prevention program’s goals and the specific objectives and methods you will use in achieving them. Include your program’s theory of change, and how program activities move participants toward change. Goals and objectives provide a framework for how you will best serve SLCo residents, must relate to your identified needs and be specific to expected behavioral or attitudinal changes. Objectives must be realistic, achievable, specific & measurable.
Agency Information. Questions 4-12
4. I have uploaded the following information in the "Documents" section:
All documents listed below are required. Applications not containing the requested information will be disqualified.
5. How many years has your organization been providing Substance Use Disorder Services?
6. Describe the various funding sources your agency relies on and your plans or methods to address funding vulnerabilities.
7. Have your financial statements been audited? Upload a copy of your audited or unaudited financial statement in the "document" section.
8. If you have been audited, did your last financial audit identify any control weaknesses and/or major finding? If yes, please list them, and explain your plans for correcting them. If this is not applicable, enter N/A.
9. Describe how your agency will achieve and/or maintain the minimum operating fund balances as described in the Application & Administrative tab Part 2, Section VI, Item m of this RFA.
10. How many days could your business operate with no additional cash flow?
11. How will your agency, if funded, grow the prevention dollars received (e.g. fund raising, in-kind contributions, volunteers, etc.)?
12. Does your agency bill other third parties, e.g. insurance, Medicaid, Medicare for services? Describe your experience with third party billing.
Curriculum. Questions 13-16 (weight = 4)
13. Describe the design of your program including the curriculum outline, materials, implementation methods, time frames, recruitment, fidelity etc. Please be as detailed as possible.
14. Describe the research findings and/or studies that show this design is effective in addressing the needs of your proposed population as identified in question #1. Please be as detailed as possible.
15. Identify any endorsement or recognition this program design has been given for its effectiveness. Please be as detailed as possible.
16. Describe how your agency will ensure culturally competent services such as accommodations, presentations and other specific barriers, and yet maintain fidelity. Please be as detailed as possible.
Performance and Outcomes. Questions 17-21 (weight = 5)
17. Describe how you will: monitor, measure, and evaluate all prevention and wellness programs and activities for effectiveness and; gather Demographic, Process, Outcome (comp. rate, changes in knowledge, attitude and behavior) and Impact data. Please be as detailed as possible. Specific data collection and reporting requirements can be found in the Application & Administrative Requirements tab, Section VI.
18. Provide information about the specific evaluation instruments/tools you utilize, including pre & post tests, surveys, questionnaires, etc., and when and how often they will be used. Present the rationale and evidence for your chosen methods. Please be as detailed as possible.
19. Describe how you plan to analyze and implement essential data to improve the short and long-term quality of service. Please be as detailed as possible.
20. Describe the positive results/outcomes you have previously achieved in serving your target population over the course of one year including process data, # of individuals served and sessions, total hours, etc., and impact and outcome data. If the services you are proposing are new and you do not have information regarding previous efforts, please describe what the expected outcomes are and/or the results that were achieved by similar programs.
21. Attach a completed Logic Model for each program you provide (Appendix B). A sample form is available in the documents section.
Community Support and Collaboration. Questions 22-26 (weight = 3)
22. Describe how you plan to maximize services through the integration of prevention services for your population. If applicable, please describe the role the identified population had in selecting the proposed intervention. Please be as detailed as possible.
23. Explain how you will collaborate within the Salt Lake County Substance Use Disorder Prevention Network as well as with outside sources to take full advantage of prevention and wellness resources. Please be as detailed as possible.
24. Describe efforts made to win broad community support and give examples of how the community is (or will be) involved in your program and has demonstrated support. Please be as detailed as possible.
25. Describe the methods you will use to increase public awareness regarding the successful outcomes of your program. Please be as detailed as possible.
26. Attach MOU/Letters of Support for Community Support and Collaboration. (Required) Minimum of one.
Financial Information. Questions 27-28
27. I have completed and uploaded the following forms in the "documents" section.
28. I am requesting the Health Care Preference for proposers agreeing to offer catastrophic health benefits to their employees for the duration of the agreement with the County. See Attachment B.
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