*Applications must be filled out through Submittable*
Link to application can be found here:
https://denver-dphe.submittable.com/submit/302854/wellness-winnie-behavioral-health-care-team-rfp-2024
Tentative Schedule (all dates are subject to change):
• RFP Release Date: Tuesday, August 27, 2024
• Questions Due in Writing: Friday, August 30, 2024, by 5 pm
• Information Session: Wednesday, September 4, 2024, at 12:00 pm [Microsoft Teams: Click to join meeting]
• Proposals Due: Tuesday, September 10, 2024, 11:59 pm
• Award Notification: Anticipated the week of October 1, 2024
• Contract Begins: Anticipated November 2024
Instructions for Submission
Completed proposals must be submitted electronically through Submittable on or before the proposal due date. You may reach out to Jason.Smith1@denvergov.org for assistance if needed.
Any questions regarding this RFP are encouraged and should be submitted in writing via Submittable. Questions will be accepted only up to the above listed deadline. Answers to questions from any Vendor will be provided to all Vendors. Questions will be answered in writing and posted on Submittable per the deadline listed above.
All communications regarding this proposal shall only be through the City’s Procurement facilitator listed above. No communication should be directed to any other City personnel.
- BACKGROUND AND OVERVIEW
RFP General Overview: Wellness Winnie Behavioral Health Care Team The City, through the Denver Department of Public Health & Environment (DDPHE), is seeking to partner with a qualified entity with a local presence to expand the Wellness Winnie (WW) project to provide accessible, mobile, culturally responsive, and integrated behavioral healthcare services for people with mental health and/or substance use treatment needs. With this expansion, the WW project aims to increase equitable access to integrated behavioral healthcare and peer support services to people in underserved areas of Denver. The purpose of this RFP is to identify a contractor for a part-time behavioral healthcare team to work in tandem with the existing WW team. There are currently up to $400,000 available from a Caring for Denver award for this expansion project through May 31, 2026. The contract for this award is expected to have a start date of November 1, 2024, with the possibility of an earlier start date to begin planning activities prior to implementing service delivery. Funding and project terms may increase pending the renewal of Caring for Denver funds. The City has purchased a 38 ft. RV (“WW 2 RV”) to support this behavioral health service delivery in an inviting atmosphere that preserves the confidentiality of participants. The WW 2 RV is estimated to be available early 2025. In addition to the new WW 2 RV, the WW fleet includes a 23 ft. RV (WW 1) and two cargo vans. These other vehicles will be available to carry out behavioral health service delivery until the arrival of the WW 2 RV. Individuals receiving care from the WW 2 vehicle and team should be eligible to receive the same services as those given by the WW 1 vehicle and team, with the addition of medical and behavioral health services specific to the WW 2 team.
Wellness Winnie Program Introduction
In a May 2018 Needs Assessment on Opioid Use and the 2022 Behavioral Health Needs Assessment, respondents indicated that while services were generally good, getting to these services was generally difficult and time consuming. Further, people who use substances may avoid healthcare, behavioral healthcare, substance use treatment, and support services due to stigma, the complexity of the healthcare and support service systems, past negative experiences, lack of transportation, and fear of arrest or detention. Mobile services units have been shown to overcome barriers to service delivery by operationalizing the following strategies:
- Use of community health workers and diverse staff;
- Client-centered, trauma-informed care focusing on education and empowerment;
- Culturally responsive training for staff; and
- Stability and consistency of service provision within communities.
Wellness Winnie (WW) is a mobile unit offering support, assistance, and resources to those in need, where they are. Each week, WW 1, a 23 ft. RV, travels a scheduled route to provide behavioral health services, peer navigation, case management, and other support services to people throughout Denver. In late summer and fall of 2024, two cargo vans will join the vehicle fleet for this mobile unit as well as additional staff, expanding locations and hours for access for WW services. WW exists to support all people in Denver to live their healthiest life and to increase equitable access to resources, helping the community to thrive. Consistency is a key component of successful mobile services. WW has a set schedule and route. The schedule is posted on DDPHE’s website at www.wellnesswinnie.com and shared with partner organizations. After visiting a location, participants receive appointment cards for follow-up visits if there is a plan for on-going support. If available by phone, staff can call to follow up and talk, but staff focus on working with people to resolve their issue(s) during their initial visit. WW launched in February 2020, and serves approximately 500 people per month with the following menu of services:
- Peer navigation and support
- Syringe disposal
- Behavioral health screening and assessment with crisis stabilization
- Triage and linkage to mental health, substance use treatment, health care and other support services
- Clinical case management
- Assistance obtaining vital records and enrollment in benefits, as identified by the participant
- Distribution of food, survival, hygiene, and harm reduction supplies
- Overdose education and Narcan distribution
The Wellness Winnie project goals are consistent with the Opioid Response Strategic Plan 2018-2023 and include:
- Reducing the number of non-fatal and fatal overdoses.
- Increasing skills and awareness for addressing mental health and substance use issues.
- Increasing resilience and ability to cope with challenges.
2. ORGANIZATIONAL ELIGIBILITY
Eligible applicants must have a local presence in the Denver-metro area and be classified as one or more of the following entities:
- A nonprofit community-based organization (CBO) with a 501(c)3 tax status
- A public or private university
- A public or private hospital or clinic
- A substance use treatment center
- A mental health center
3. SCOPE OF WORK
Through the Wellness Winnie Behavioral Health Care Team RFP, the WW project aims to increase equitable access to integrated behavioral healthcare and peer support services to people in underserved areas of Denver. Through a partnership with a qualified entity with a local presence, WW will expand to provide accessible, mobile, culturally responsive, and integrated behavioral healthcare services for people with mental health and/or substance use treatment needs.
Population Served The populations to be served are people at risk for a mental health or substance use conditions. Examples include:
- People at risk for substance use, suicidal ideation or another mental health condition,
- People with mental health conditions,
- People with substance use disorders or who use substances without a diagnosis, and
- People who have attempted suicide and/or have experienced suicidal ideation.
Service Delivery The City has purchased a new 38 ft. RV (“Wellness Winnie 2 RV”), which is getting outfitted to support behavioral health care and medical service delivery in an inviting atmosphere that preserves the confidentiality of participants. See Appendix B for a diagram of the WW 2 RV. It can be found here:
https://drive.google.com/file/d/1KWkYWyt_AdDoIMyKTDEirkvxezi0QKU5/view?usp=drive_link
The WW 2 RV will include:
- Two private exam rooms complete with exam chairs, sinks and medical grade fridges,
- A waiting area, and
- A space for staff needs including a fridge, microwave, printer, and WIFI.
Two contracted, part-time clinicians (approximately 24 hours per week, or 60% FTE for each staff-person involved) will provide comprehensive and integrated services on a mobile medical vehicle or at community-based host locations. Services shall be delivered using harm reduction principles and a trauma-informed care model. Staff should have experience working with people with behavioral health conditions, working with people experiencing homelessness, working with diverse racial and ethnic groups in a culturally responsive manner, and cross-trained in their respective fields. Although the WW vehicles and program operate under DDPHE’s “Wellness Winnie” branding, the contracted clinicians will be conducting activities on behalf of their agency in partnership with DDPHE. The contracted behavioral healthcare team will include two clinicians to deliver these services:
- A psychiatric/mental health nurse (RN or LPN) will:
- Conduct behavioral health assessments, crisis stabilization, triage and referral to mental health and substance use treatment, and other support services.
- Conduct brief physical assessments and health screening.
- Provide motivational interviewing and health education based on the findings from the physical assessments and health screenings.
- Provide education to prevent further health complications.
- Conduct tests as needed.
- Provide treatment, as prescribed.
- A licensed advanced practitioner (physician’s assistant, nurse practitioner, or physician) will:
- Prescribe and oversee medication-assisted treatment (MAT) for select individuals.
- Assess, diagnose, and treat conditions associated with substance use and/or mental health conditions.
- Assess need for substance use treatment.
- Provide substance use treatment, including prescribing medications, and monitoring dose, impact, and side effects.
- Triage clients for need for emergency care or need for ongoing treatment.
Due to space limitations, Wellness Winnie 2 staff will need to fulfill multiple roles and have current professional licensure, certifications, and waivers to provide the services outlined in the RFP. Staffing can be available via encrypted telehealth connections at fixed sites and use interpretation services, if indicated. For example, a psychiatrist or psychiatric nurse practitioner may not be on the mobile medical vehicle but could provide services remotely via encrypted video conferencing technology.
Additional activities may include:
- Driving the WW 2 RV or other WW fleet vehicles (standard driver’s license required).
- Ensuring the WW 2 RV is in clean, functioning order, with the assistance of DDPHE.
- Working alongside DDPHE peer support navigators, outreach case coordinators, and/or street engagement liaisons.
- Planning activities prior to beginning service delivery.
- Developing new policies, procedures, and tools to improve service delivery.
- Receiving orientation and training on the City’s databases.
- Providing input on the WW 2 RV design and layout, depending on the timing of contracting.
- Developing referral plans for services that are not provided on the mobile medical vehicle, such as primary and specialty care, intensive behavioral services, detoxification services, etc.
- Developing strategies to retain people in behavioral health services provided on the mobile medical vehicle or through the referral plan.
- Developing and maintaining a list of potential partners, the services they could provide, and how this could complement existing services.
- Developing and implementing infection control practices to mitigate the transmission of communicable conditions while providing services.
- Working with DDPHE to obtain and maintain all required permits and zoning to operate WW 2.
- Participating in response to emergency behavioral health needs for the City on a case-by-case basis, which may require temporary shifts of otherwise regular WW 2 locations and scheduling.
Applicants are encouraged to allot time in the service delivery plan for the activities and responsibilities listed above.
Licensure and Insurance Licensure: The vendor must obtain and maintain all required licensure, permits, and/or waivers to provide the services outlined in this RFP, including the provision of medications for substance use disorder treatment. The WW 2 team must have formal licensure in the State of Colorado enabling them to provide a range of medications for substance use disorder treatment. All reasonable efforts shall be made to reduce barriers to medications for substance use disorders. The vendor will work with DDPHE to obtain and maintain all required permits and zoning to operate WW 2. Driver’s License: Only a standard-issued personal/passenger type driver license is required to operate any of the WW fleet vehicles, including the WW 2 RV. Given that the mobile vehicle will be traveling in city neighborhoods, the vendor may consider having their driver obtain a CDL even if the vehicle is less than 26,001 pounds to ensure their ability to navigate tight city streets and reduce potential for accidents. Additional supports in training around safely operating City vehicles may be provided by DDPHE to the vendor. Insurance: Additional insurance may be needed for medical or professional malpractice. Applicants are encouraged to discuss their insurance coverage needs with their broker prior to proposal submittal.
Coordination The WW 1 and WW 2 teams may operate during traditional work hours, evenings, and weekends at locations across the City and County of Denver. The teams will coordinate schedules and locations and provide backup for one another to allow vehicles to be taken offline for maintenance, and for team staff to complete administrative tasks, self-care, personal leave, and participate in educational opportunities. Both teams will be under the direction of the City’s DDPHE Substance Use and Prevention Manager or their designee, and additional medical consultation will be available from the City’s Emergency Management and Medical Operations (EMMO) division. Individuals receiving care from the WW 2 vehicle and team should be able to receive the same services as those given by the WW 1 vehicle and team, along with the added medical and behavioral health services specific to the WW 2 team. All WW team staff – both DDPHE staff and contracted clinicians – will coordinate their schedules, activities, partnerships, and ongoing care and services. In the event an individual first receives support from one of the WW teams, that person should be able to receive additional/follow-up support from another WW team with their services and support coordinated across the greater WW team. The WW 2 team will assist WW 1 team in program development, determining service locations and hours, outreach and the development of partnership relationships, revisions to existing tools, and attendance at community advisory board meetings. See the Community Engagement and Partnerships section below for more detailed information. The WW 2 team will follow the existing WW policies and procedures. WW policies, procedures, and tools exist to cover a range of operational and environmental situations, such as, but not limited to staff training requirements, handling and disposal of biohazardous waste, confidentiality and the data protection, safety plan, evacuation plan, community outreach and partnership development, program evaluation, etc. The WW 1 team, which is comprised of City DDPHE employees, will assist the new WW 2 team to develop policies, procedures, and tools for the new service lines outlined in this RFP to ensure alignment between the policies, procedures, and tools used by both teams.
Applicants are encouraged to allot time in the service delivery plan for the development of new policies, procedures, and tools and receiving orientation on the City’s databases.
Data and Confidentiality Wellness Winnie is intended to be low barrier service with limited data collection. Any protected health information resulting from service delivery must be secured according to applicable federal, state, and local law and rules, with robust policies and procedures in place to maintain the confidentiality of protected health information. Telehealth may only be delivered via encrypted technology compliant with Health Insurance Portability and Accountability Act. All staff must have signed and dated confidentiality agreement on file with the City and County of Denver’s Department of Public Health & Environment (DDPHE). The WW 2 team may work with the WW 1 team in further developing policies and procedures around sharing protected health information (PHI) collected from WW clientele, including completion of any release of information (ROI) for purposes of care delivery and coordination as well as potentially program evaluation.
Community Engagement and Partnerships Community partnerships are critically important to meeting the needs of WW participants. Community partners deliver services that are complementary to those offered on WW and formal letters of agreement are developed to outline these mutual arrangements. Examples include:
- DDPHE’s Vital Records team
- DDPHE’s nursing and immunizations team
- DDPHE’s food programming team
- Denver Public Library (DPL)’s peer navigators and technology services teams
- Denver Outreach Court (with DPL)
- Denver Human Services’ GIVE Center team
- Denver’s Department of Housing Stability (HOST)’s Outreach and Connection Team (OCT)
- Syringe access programs (SAPs)
- Additional food banks
- Mobile laundry and shower service vendors
The WW project will explore additional means for community input, such as existing community meetings hosted by partners or new recurring town hall-type convenings. Community members, business owners, people who use WW services, and other stakeholders should all be involved to provide their input and feedback on WW operations and focuses. The WW 2 team is encouraged to attend and participate in community meetings coordinated by the WW 1 team. The WW 2 team is encouraged to participate in neighborhood or community outreach and events. Incentives such as food, water, water bottles, etc. may be distributed to encourage people to visit. The WW locations, schedules and service cancellations for both teams will be posted on the Denver Department of Public Health & Environment’s website (www.wellnesswinnie.com). The DDPHE Substance Use and Prevention Manager is the designated liaison with the public and registered neighborhood associations in locations visited by the WW teams. They are responsible for receiving and responding to concerns expressed by external parties. The WW 2 team will provide information to the Manager as needed, to respond to concerns raised by WW participants, the public, or registered neighborhood associations.
Program Evaluation Wellness Winnie services are low barrier and data collection is generally limited to those items necessary to fulfill regulatory requirements and ensure adequate follow up services to participants. Standard data collection tools are available for the existing service mix. Allow time in the service delivery plan to develop an evaluation plan, protocols, and tools to support the expanded service lines outlined in this RFP. The City currently uses the Nintex database for process data and contact notes and can be modified to support the service lines outlined in this RFP and is currently exploring alternative use of Colorado’s Homeless Management Information System (HMIS) database for more centralized and coordinated care as well as data entry and reporting. Additional key performance indicators may be necessary to comply with funding requirements.
Vehicle Appearance As the Wellness Winnie vehicle represents the City and County of Denver, the vendor will be required to work with the DDPHE team to ensure that the vehicle is always neat and presentable. Regular washing and maintenance schedules are expected to be followed as well as any repairs needed due to accidents, graffiti, or other criminal mischief.
4. FUNDING AND AWARD TERM
Project Funding Caring for Denver funds are the primary funding source for the contract that will result from this RFP (up to $400,000). The Wellness Winnie project also receives funding from:
- Public Health and Wellness Special Revenue funds are available to support additional staff time, supplies, and indirect costs.
- American Recovery Plan Act (ARPA) funds are available to assist in the one-time purchase or lease of a mobile medical vehicle, to be completed by City and County of Denver staff. These funds may also cover maintenance and additional supplies, if allowable under the ARPA grant. Additional stipulations may result with this federally funded grant and certain compliance criteria must be met for assistance.
Term The project term is anticipated to begin in November 2024 and run through May 2026. Subsequent contract renewals will be based on the continued need for service, successful progress on the scope of work, and the continued appropriation and availability of funding. The scope of work and budget may be adjusted during the contract renewal period.
End of Award Term All data and reporting generated from the funded organizations for the proposed program activities will become shared data between the awardee and the City. At the end of the award term, or at any other time during the duration of the award period, as requested by the City, the funded organizations shall make available to the City, within seventy-two (72) hours of request, all co-owned data. Funded organizations shall preserve City access to web-based tools, if applicable, for searching, filtering, and viewing all City owned data for 24 months after the end date of the term. Note that because program data will be co-owned, funded organizations also have full autonomy to use the data as they see fit.
5. APPLICATION INSTRUCTIONS Complete submissions must include the following:
- All questions answered in Submittable
- Staffing plan submitted as an attachment
- Service Delivery Plan submitted as an attachment
- Budget Submitted as an attachment
Applicants should leave the documents in the original Word and Excel file formats. Do NOT convert them to PDFs or other file types. No other modifications to the Application Questions or Budget document should be made. When submitting the documents, the files do not need to be combined into one. Proposer may upload multiple files.
6. SELECTION AND SCORING
Appendix A includes the official scoring rubric for proposal submissions. It can be found here:
https://drive.google.com/file/d/1UtUJCvNb8_3CKiHeZA3dQuZz9vPS0VcE/view?usp=drive_link
The City may request oral presentations as part of the review process. Additionally, the City reserves the right to conduct negotiations with one or more Applicants.
The criteria to be used for scoring applications includes but is not limited to:
- Application Question Responses
- Budget
- Other documents, including but not limited to:
- Copy of a Letter of Good Standing from Secretary of State (for non-profit organizations)
- Annual Operating Budget(s) for the previous and current year
- Financial Disclosure Statement and/or IRS Form 990 (for all organizations)
- Responses to the City’s proposed Sample Grant Agreement provisions
- Applications with subcontractors receiving over $50,000 may require additional information
The award will be made to the Applicant whose proposal meets the requirements of the RFP and is determined to be most responsive and responsible and will be the best value to the City and County of Denver, in accordance with the provided scoring criteria, community needs, and the Denver Revised Municipal Code (D.R.M.C.). The City may request oral presentations as part of the review process. Additionally, the City reserves the right to conduct negotiations with one or more Applicants.
