Behavioral Health General Services

Q (No subject): Staffing and Sister Company Integration Use of Affiliated Entities: "Section 3.6 of the Uniform Instructions requires listing all subcontractors. May a lead bidder utilize a sister company, such as a staffing solutions LLC, as a primary staffing partner for the clinical roles, and if so, what specific documentation is required to establish this relationship within the proposal?" Supervising Physician Requirements: "The Scope of Work states that staff will be overseen and supported by a supervising physician. Is the contractor required to provide this supervising physician, or does the County provide medical oversight for the integrated care team?" Salary Limitations: "The RFP notes a HRSA annual salary limitation of $221,900 per staff member. Does this limit apply to the total compensation package including benefits, or strictly to the base salary?" Operational Logistics and Technology On-Site vs. Telehealth Ratio: "The RFP allows for both in-person and telehealth visits. Is there a required minimum percentage of hours that must be performed on-site at County facilities versus remote telehealth?" Equipment and Security: "Telehealth providers must supply their own laptops and equipment that comply with Yavapai County ITS security guidelines. Can the County provide a detailed list of these ITS security requirements (e.g., specific encryption or VPN standards) prior to the proposal deadline?" EMR Training: "The County provides onboarding and NextGen EMR training. Is this training provided at no cost to the contractor, and is it conducted virtually or on-site?" Financial and Billing Clarifications Flat Fee Structure: "The RFP requests billing at a 'flat fee for new and for established visit types'. Does this flat fee include all administrative overhead, or are there separate billable lines for the required bi-annual peer review audits?" Third-Party Billing: "Since the County manages medical records and referrals , is the County or the contractor responsible for billing AHCCCS (Medicaid) and private insurance for the services rendered?" Payment Terms: "The Specimen Contract lists payment terms as net forty-five (45) days from receipt of invoice. Is the County open to negotiating a net thirty (30) day payment cycle for a Responsible Offeror?" Legal and Contractual Compliance Performance and Payment Bonds: "The Specimen Contract indicates requirements for a Performance Bond and a Payment Bond each for 100% of the contract price. Given this is a service contract rather than a construction project, will these bond requirements be strictly enforced or can they be waived?" Professional Liability Limits: "The insurance requirements specify $5,000,000 for Professional Liability per claim and in the aggregate. Is this requirement per individual provider or for the contracting entity as a whole?" Non-Exclusive Clause: "The RFP states this is a non-exclusive contract and the County may obtain like services from another source. Are there guaranteed minimum referral volumes or hours for the selected contractor?"

A: Thank you for taking the time to ask your questions. Please see the Q&A below: Q1-May a lead bidder utilize a sister company, such as a staffing solutions LLC, as a primary staffing partner for the clinical roles, and if so, what specific documentation is required to establish this relationship within the proposal?" A1- Lead bidder may not utilize a sister company or third-party vendor to meet RFP requirements. Q2-The Scope of Work states that staff will be overseen and supported by a supervising physician. Is the contractor required to provide this supervising physician, or does the County provide medical oversight for the integrated care team? A2-The contractor is required to provide supervision of support staff assigned to Community Health Center of Yavapai. Q3-The RFP notes an HRSA annual salary limitation of $221,900 per staff member. Does this limit apply to the total compensation package including benefits, or strictly to the base salary A3-The updated federal salary cap for 2026 is $225,700 is for salary Q4-The RFP allows both in-person and telehealth visits. Is there a required minimum percentage of hours that must be performed on-site at County facilities versus remote telehealth? A4-No. Q5-Telehealth providers must supply their own laptops and equipment that comply with Yavapai County ITS security guidelines. Can the County provide a detailed list of these ITS security requirements (e.g., specific encryption or VPN standards) prior to the proposal deadline A5-Pending information from ITS on specific guidelines. Information will be loaded to the OpenGov RFP once received Q6-The County provides onboarding and NextGen EMR training. Is this training provided at no cost to the contractor, and is it conducted virtually or on-site? A6-This training may be completed virtually, and it is expected Community Health Center of Yavapai is billed for this staff time. Q7-The RFP requests billing at a 'flat fee for new and for established visit types'. Does this flat fee include all administrative overhead, or are there separate billable lines for the required bi-annual peer review audits A7-The vendor needs to provide a fee based on costs to perform the service. If there are additional fees for peer review those need to be provided Q8-Since the County manages medical records and referrals, is the County or the contractor responsible for billing AHCCCS (Medicaid) and private insurance for the services rendered? A8-Community Health Center of Yavapai completes billing. Q9-The Specimen Contract lists payment terms as net forty-five (45) days from receipt of invoice. Is the County open to negotiating a net thirty (30) day payment cycle for a Responsible Offeror? A9-No Q10-The Specimen Contract indicates requirements for a Performance Bond and a Payment Bond each for 100% of the contract price. Given this is a service contract rather than a construction project, will these bond requirements be strictly enforced or can they be waived? A10-Performance and Payment Bond are not required. Q11-The insurance requirements specify $5,000,000 for Professional Liability per claim and in the aggregate. Is this requirement per individual provider or for the contracting entity as a whole? A11-$5,000,000 each claim and $5,000,000 for the policy limit Q12-The RFP states this is a non-exclusive contract, and the County may obtain like services from another source. Are there guaranteed minimum referral volumes or hours for the selected contractor? A12-There are no guaranteed minimum referral volumes or hours. Current patient caseload is managed with 1.5 FTEs for psychiatry and 2 FTEs for therapy. There is .25 FTEs for a BHT. There is need for one additional therapy FTE at this time. 04.02.2026 **Additional information for Q5 Q5-Telehealth providers must supply their own laptops and equipment that comply with Yavapai County ITS security guidelines. Can the County provide a detailed list of these ITS security requirements (e.g., specific encryption or VPN standards) prior to the proposal deadline A5-Pending information from ITS on specific guidelines. Information will be loaded to the OpenGov RFP once received 04.02.2026 update - We require all vendors to follow established security standards covering areas such as encryption, software and cloud configuration, and user account security. Multi‑Factor Authentication (MFA) is mandatory for any system or service that interacts with our environment. Additional security requirements may apply depending on the specific equipment, access level, or software involved. These will be reviewed and discussed with the vendor as needed. Thank you

Q (Insurance Requirement): The "Products –Complete Operations Aggregate @ $2,000,000" doesn't seem applicable to this contract. May this specific insurance requirement be waived?

A: Hello, Thank you for your question. Please see the answer below. The Aggregate $2,000,000 coverage is our minimum requirement. Given the nature of the scope of work we would not waive or lower this requirement.