Q - I would need an office in Cuyahoga, Summit, and Mahoning County if I place a bid even though all examinations would be at the Probation Office?

A - Yes, that is correct. This requirement is not in lieu of the provisions set forth in the Request for Proposals which require the vendor (and any proposed subcontractor) to maintain an acceptable facility located within the defined catchment area. Polygraph examinations can also be conducted at the vendor facility.

Q - For mental health/SUD/co-occurring services can we bill Medicaid/Medicare/Insurance if referred client has these instead of the contract? If so can we bill co-pay, co-insurance or deductible to the contract? If we do this and insurance rejects how long can do we have to bill the contract?

A - All services authorized will be sent via program plan (P45) prior to services being provided by your agency and can be billed to a clients Medicaid/Medicare/Insurance.  Copays/deductibles are not to be billed on any agreements you have with our agency, unless otherwise directed. 

Q - For this solicitation, are services permitted to be conducted virtually? Specifically, the psychiatric evaluations.

A – Telehealth may be authorized on a case-by-case basis.  Please reference the Statement of Work, section titled ‘General Requirement’, for specific information on Telehealth.

Q - In Section M EVALUATION FACTORS FOR AWARD, we were told in the conference to make sure we answer “Yes” to everything and do not leave blanks; however, under this section in section C FACILITY REQUIREMENTS(ON-SITE VISITS) it has two sections “Residential Treatment Only” and “Urine Collection Testing Only”, if we are not doing either of these, do we answer “No” or leave them blank?

A - You do not need to complete this section of the Request for Proposal (RFP). It is only included for you to use as a reference as to what our evaluation factors for award will be. You just want to make sure we will be able to answer ‘Yes’ to everything. If a section does not apply to the specific agreement being submitted, we will make note of that.

Q - Reviewing the Mental Health RFP it appears that an eligible site would need to have both an available Clinical Psychologist and an available Psychiatrist provider, is this correct?

A - Yes. Below are requirements for services requiring either a Clinical Psychologist or Psychiatrist.

• Psychological Evaluation (5010) - The evaluation shall be conducted, and report prepared by a licensed psychologist (Ph.D. or Psy.D., or other advanced doctoral degree) with training and qualifications meeting the standards of practice established by their state’s regulatory board.
• Psychiatric Evaluation (5030) - prepared by a licensed medical doctor/physician, a psychiatrist, or other qualified practitioner who meets the standards of practice established by their state’s regulatory board.
• Psychotropic Medication Monitoring (6051) - Psychotropic Medication Monitoring is provided by a licensed psychiatrist, medical doctor/physician, or other qualified practitioner with current prescriptive authority who meets the standards of practice established by their state’s regulatory board.

Q - Can polygraphers conduct examinations in their own offices, within the designated catchment areas, or must they be completed at one of the four U.S. Pretrial Services and Probation Offices? (Reference the Local Services page).

A - Yes, polygraph examiners can conduct examinations in their own offices within the designated catchment areas. Please review the NOTE at the bottom of the Local Services page, under 5022 Examination and Report / 5023 Maintenance/Monitoring Test: “Vendors are to maintain an acceptable facility located within the defined catchment area.” This means that vendors can perform the examinations in their respective offices OR within the U.S. Pretrial Services and Probation Offices.

Q - When filling out the RFP, how do we list those we sub-contract to? Do the individuals go in the “Staff Qualifications” section, or can we list the clinic or agency we are sub-contracting with? Specifically, a psychiatric firm.

A - Please reference and read in its entirety Section L, Attachment B (Offeror’s Background Disclosure) and Attachment C (Offeror’s Staff Qualifications).  That is where all subcontractor information will need to be listed, making sure to specify which project codes or services will be provided at each site.

Q - I am currently registered in SAM as a sole proprietorship and am providing services as such. I am bidding on this contract as an LLC and will be dissolving the sole proprietorship. Should I make changes in SAM to reflect the change prior to the end of the current contract or wait until this contract ends?

A - We suggest a new TIN be created in SAM for the LLC while keeping the current one active. The current information needs to stay active through October to pay for September services. If awarded FY26 agreements, the SAM account for the LLC would need to be established by October 1, 2025.

Q - Within the RFP application, is there any expectation that we have a narrative explaining our services, the history of the agency, etc.? Or is it really just the check boxes/fill in blanks within the RFP? We feel like we’re missing something…

A – Please reference and read in its entirety Section L, Attachment B (Offeror’s Background Disclosure). That is where information required is specifically listed for the Offeror’s Background Disclosure, Attachment B.

Q - If the clients have Medicaid (or other insurance), will we need to bill Medicaid instead of the grant?

A - All services authorized will be sent via program plan (P45) prior to services being provided by your agency. All efforts must be made to bill the client’s Medicaid/Medicare/Insurance prior to invoicing our office. Copays/deductibles are not to be billed on any agreements you have with our agency, unless otherwise directed.

Q - Is there any funding within the contract to provide MAT (the injections/prescription coverage) and the appointment with the prescribing provider?

A - We do not offer MAT services with our contracts. Psychotropic Medication Monitoring (6051) is a service required on all mental health agreements.  The administering of injections is NOT covered under this agreement.  Please reference and read in its entirety Section C of the Request for Proposal (RFP) for mental health agreements.  That is where psychotropic medications included, and medication monitoring requirements are listed.

Q - Is there a fillable PDF or do you hand write on the application?

A - There is not a fillable PDF copy of the Request for Proposals (RFP). Please feel free to either legibly hand write or type proposal submissions. Electronic signatures are accepted.

Q - Monitoring Compliance Audit Reports (Certification of Compliance in Attachment B) – We do not have these and I know there was a comment in the meeting about just writing a statement saying we do not have them. Can we provide our OMHAS and CARF certifications? Do you want our most recent audit?

A - Please reference and read in its entirety Section L, Attachment B (Offeror’s Background Disclosure). If the Offeror is not able to provide copies of monitoring/compliance/audit/performance reports, or other certification of compliance due to no such documents existing (i.e. being a private practice or other documented reasons), the Offeror shall thoroughly document within its proposal the reason for no such reports. Yes, please provide your OMHAS and CARF certifications. Yes, please submit your most recent audit.