REQUEST FOR PROPOSALS
COURT-BASED SUBSTANCE ABUSE ASSESSMENT
SERVICES
FOR ADULTS
IN BALTIMORE CITY DISTRICT COURTS,
BALTIMORE CITY CIRCUIT COURTS,
AND
BALTIMORE CITY DETENTION CENTER
TIMELINE:
RFP ISSUED:
PRE-OFFER CONFERENCE CALL:
PROPOSAL DUE DATE:
AWARDS ANNOUNCED:
SERVICES BEGIN:
FEBRUARY 1ST, 2013
FEBRUARY 11TH, 2013
MARCH 6TH, 2013
MARCH 27TH, 2013
JULY 1ST, 2013
ISSUED BY
BALTIMORE SUBSTANCE ABUSE SYSTEMS, INC.
1 NORTH CHARLES STREET, SUITE 1600
BALTIMORE, MD 21201
410-637-1900
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Baltimore Substance Abuse Systems, Inc.
TABLE OF CONTENTS
SECTION
PAGE
Title Page
………………………………………………………
Table of Contents
………………………………………………
1. Overview ………………………………………………………
2. Background
………………………………………
3. Provider Qualifications ………………………………………
4. Scope of Work ……………………………………………..
5. Staff Requirements
………………………………
6. Data Management Requirements………………………………
7. Performance
……………………………………..
8. Payments to Providers
………………………………………
9. Term of Agreement
…. …………………………………….
10. Administrative Requirements
………………………………
11. Technical Proposal Requirements………………………………
12. Price Proposal Requirements……………………………………
13. Evaluation of Offers
………………………………………
14. Oral Presentation ………………………………………………
15. Funding Availability
………………………………………
16. Pre-Offer Conference Call………………………………………
17. Questions & RFP addenda ……………………………………
18. Submittal Process and Copies Required ………………………
19. Attachments
………………………………………………
1) RFP Cover Sheet
………………………………………
2) RFP Cost Proposal ………………………………………
3) RFP Salary Schedule ………………………………………
4) CJ Assessment Itemized Invoice Example ……………….
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BALTIMORE SUBSTANCE ABUSE SYSTEMS, INC.
REQUEST FOR PROPOSALS
COURT-BASED SUBSTANCE ABUSE ASSESSMENT SERVICES
FOR ADULTS IN BALTIMORE CITY DISTRICT AND CIRCUIT COURTS AND
BALTIMORE CITY DETENTION CENTER
1. OVERVIEW
Baltimore Substance Abuse Systems, Inc., (BSAS), the substance abuse authority for Baltimore
City, is committed to preventing and reducing substance abuse and its adverse health and social
consequences in the City of Baltimore.
This request for proposals is being issued in order for BSAS to contract with a state certified
substance abuse treatment program(s) for the purpose of hiring and supervising clinical staff to
perform substance abuse assessments for the adult population at five of the City’s Courthouses
and one detention center.
This Request for Proposal (RFP) describes the required assessment and placement processes.
Assessments will be provided for all eligible nonviolent offenders who have been court-ordered
for substance use disorder assessments by the courts.
BSAS may issue awards to one or more treatment providers to ensure that services are available
throughout Baltimore City. BSAS seeks qualified and certified providers to perform substance
abuse assessments for approximately 1,350 adults per year.
The selected treatment program will use the Statewide Maryland Automated Record Tracking
(SMART) computer system to enter assessment data and communicate electronic referrals to
treatment agencies. The program will also utilize the BSAS Information and Referral service to
identify possible placement resources for the offender. The identification of a placement from
the BSAS treatment provider network will depend on the offender’s insurance status, level of
care recommendation and availability of a treatment slot.
Consistent with recent trends in the behavioral health service field, all services are expected to be
consumer-driven, recovery-oriented, and guided by best practices. Additionally, services are to
be delivered in a manner which is culturally and linguistically competent, gender-specific, and
individualized.
Providers are expected to meet a set of performance standards outlined in Section 7.
In order to be consistent with best practices in health care financing, and to help providers be
competitive in ever tightening fiscal markets, BSAS may change the method of payment during
the course of any contract arising from this RFP.
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BSAS reserves the right to amend this RFP at any time prior to BSAS’ announcement of awards.
BSAS reserves the right to reject any or all of the proposals, or any part thereof, submitted in
response to this RFP. BSAS reserves the right to request additional information from any
offeror. BSAS reserves the right to award negotiated contracts to one or more offerors.
This RFP is not intended and shall not be construed to commit BSAS to pay any costs incurred in
connection with any proposal or to procure or contract with any firm. BSAS will only contract
with treatment programs that do not discriminate against employees or applicants for
employment because of race, creed, color, national origin, sex, age, disability, marital status,
sexual orientation, citizenship status or any other status protected by the State of Maryland and
Federal laws.
2. BACKGROUND
In 1983, a joint venture was entered into between the Department of Public Safety and
Correctional Services, and the Maryland Alcohol and Drug Abuse Administration to design an
assessment unit to conduct drug and alcohol abuse screening services in court settings. The
“assessment units” were institutionalized and expanded to include services at all District and
Circuit Courts of Baltimore City, Baltimore City Detention Center and throughout the Central
Region of the Department of Corrections.
Comprehensive substance abuse assessments of offenders are intended to lead to short or longterm intervention efforts to minimize the re-occurrence of criminal activity. A comprehensive
substance abuse assessment confirms the presence of a problem, identifies a diagnosable
substance use disorder, and helps illuminate other problems connected with an offender’s
substance use disorder. The purpose of a comprehensive assessment includes:
o To document in detail the presence, nature, and complexity of substance use
o To determine the specific treatment needs of the offender if substance abuse or
dependence is confirmed so that limited resources may be directed most
appropriately
o To develop a written report for use by the forensic (court) system that
 Identifies and accurately diagnoses the substance use disorder and its
severity,
 Identifies factors that contribute to or are related to the substance use
disorder.
 Identifies problem areas including somatic, mental health, developmental,
and social issues, and
 Makes recommendations for referral to agencies or services.
The results of these clinically driven substance abuse assessments are released to the Courts of
Baltimore City as public record with written consent from the defendant. The consent will allow
the release of assessment findings and proposed treatment recommendations to the defendant’s
attorney, the arraignment judge and the States Attorney. This service is offered to individuals
who are detained, bonded or released from custody.
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Assessments are multi-axial diagnostic impressions based on the client’s self-report, counselor’s
professional knowledge and corroborating medical/legal documents on all five DSM-5 axes.
The court locations that apply to the RFP include:
Circuit Courts
Clarence Mitchell Courthouse
100 N. Calvert Street
Baltimore, MD 21202
Courthouse East
111 N. Calvert Street
Baltimore, MD 21202
Projected # of Assessments to be completed yearly at both locations: 300
District Courts
Borgerding District Court Building
5800 Wabash Avenue
Baltimore, MD 21215
Projected # of Assessments to be completed yearly: 100
John R. Hargrove, Sr. Building
700 East Patapsco Avenue
Brooklyn, MD 21225
Projected # of Assessments to be completed yearly: 300
Eastside District Court Building
1400 E. North Avenue
Baltimore, MD 21213
Projected # of Assessments to be completed yearly: 150
Baltimore City Detention Center
401 W. Eager Street
Baltimore, MD 21202
Projected # of Assessments to be completed yearly: 500
Total projected # of Assessments across 6 locations = 1,350
3. PROVIDER QUALIFICATIONS
3.1 Offerors must have at least one year of documented experience providing substance
abuse assessments and one year of documented experience providing criminal justice
assessment services.
3.2 Offerors’ program must be certified by the State of Maryland Department of Health
and Mental Hygiene (DHMH) for at least two years prior to the provision of services.
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3.3 The past records of offerors’ performance of work of the type and magnitude required
herein shall be considered when making the award. If offerors are not currently funded
by BSAS, offerors must have at least three references, preferably from purchasers of
similar services and similar sized contracts provided during the past 24 months.
3.4 Prior to awarding this contract, BSAS reserves the right to inspect the operations of any
responsive offeror.
3.5 In order to avoid any actual or perceived conflicts of interest BSAS requires that the
selected vendor will not refer clients to the offeror’s own treatment program unless no
other services in the desired level of treatment are available at the time the client is
being referred to treatment.
3.6 Offerors must have the ability to provide continuous assessment and placement services
such as in the case of staffing absence or illness.
4. SCOPE OF WORK
4.1 The responsibilities of the assessor (also referred to as “assessment unit”) will be to
receive the referral, conduct the forensic assessment, and submit recommendations to all
appropriate court personnel and BSAS care coordination staff. When recommended, the
assessor will find a treatment placement for the offender, communicate date and time of
intake appointment or admission to court personnel and BSAS care coordination staff.
4.2 It will be the responsibility of the BSAS care coordination staff to assist with ensuring
appropriate documentation of the offenders treatment progress is provided to court
personnel, refer offenders enrolled in treatment who need stabilization in a higher level
of care or facilitate step down into lower levels of care.
4.3 Assessors will be required to attend initial case review meetings and arraignment
hearings for the offender’s case and present treatment recommendations for review and
discussion. Assessors will also attend other District and Circuit Drug Court meetings as
required by the court.
4.4 The Assessor shall provide a clinically driven forensic substance abuse assessment of
defendants who are detained, bonded or released from custody. The services provided
by this individual(s) may include but are not limited to, Health General Article 8-505,
Drug Court, Pre-sentence, post-sentence and custody assessments. In addition, the
Assessor will work closely with the Mental Hygiene Administration (MHA) and the
Developmental Disabilities Administration (DDA) when performing assessments for
defendants with multiple occurring disorders.
4.5 When the Assessor’s recommendation for placement is accepted by the court; the
Assessor shall exhaust all private and public health insurance benefits for which the
client is eligible first, then BSAS-funded treatment services secondarily before accessing
ADAA contracted services for committed individuals.
4.6 The forensic assessment will include:
4.6.1 The use of the current edition of the Diagnostic and Statistical Manual of
Mental Health Disorders (DSM-5) to determine a provisional diagnostic
impression.
4.6.2 A multi-axial diagnostic impression based on the client’s self-report,
counselor’s professional knowledge and corroborating medical/legal
documents on all five DSM-5 axis:
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i. Clinical Disorder/ Psychiatric Diagnosis
ii. Personality Disorder/ Mental Retardation
iii. Medical Conditions
iv. Psychosocial and Environmental Problems
v. Global Assessment of Functioning
4.6.3 Evidence that the recommended substance abuse treatment placement was based
on the American Society of Addiction Medicine Patient Placement criteria
(ASAM-PPC-2R); and that traumatic brain injury was screened for and taken
into consideration when recommending placement with the ASAM-PPC-2R.
4.6.4 Collaborate to establish and link appropriate services with the public mental
health system providers, Baltimore Mental Health Systems (BMHS) and/or the
Developmental Disabilities Administration (DDA) for defendants with multiple
occurring disorders.
4.7 Each Assessor shall complete the following:
4.7.1 For Circuit and District Drug Treatment Court
 For District Drug Treatment Court - Complete assessment within
24 hours of assessment request. If assessment request is received
after 3pm on Friday, next business day.
 For Circuit Drug Treatment Court (Track A & Track B) Complete
assessment on morning of court arraignment.
 90 minutes per assessment (estimated time to perform interview)
 Enter assessments conducted into SMART under the Assessor
agency, in the facility designated for assessments
 Assessment tool: Treatment Assignment Protocol (TAP), mental
health screening and traumatic brain injury screening. BSAS
reserves the right to add or modify any assessment tool with
reasonable notice and explanation. The written evaluation must be
forwarded to Court and BSAS no later than seven (7) business
days following the assessment.
 Treatment recommendation can be hand delivered or emailed to
Court as soon as the clinical assessment is complete.
a. Sample email
i. Subject: DTC Assessment - Case No. _____, SID#
_____
ii. The above-mentioned defendant’s case was referred
to the Assessment Unit at ______. The defendant
was evaluated on (date) for a DTC substance abuse
assessment and placement recommendation.
iii. According to the information gathered at the time of
the assessment, it is recommended that (defendant
name) be considered for ASAM Level ______
(name of level).
iv. The completed assessment was consented to
Maryland Division of Parole & Probation, State’s
Attorneys’ Office, defendant’s Attorney, and Drug
Court on (give date).
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
Completed assessment is required to be entered in to the State of
Maryland Automated Record Tracking system (SMART) within
seven (7) business days of assessment date.
4.7.2 For Health General Article 8-505
 Complete assessments within 24 hours of assessment request. If
assessment request is received after 3pm on Friday, next
business day.
 90 minutes per assessment (estimated time to perform interview)
 Enter assessments conducted into SMART under ADAA (MD100200), Catonsville
 Assessment tool: Treatment Assessment Protocol (TAP), mental
health and traumatic brain injury screen. BSAS reserves the right
to add or modify any assessment tool with reasonable notice and
explanation.
 Treatment recommendation forwarded to Court and BSAS no later
than 12 pm (noon) on the seventh business day following the
assessment unless the offender is participating in the Felony Drug
Initiative (FDI) in which case the timeframe for delivery of a
treatment recommendation must follow the FDI protocol.
 Completed assessment entered in to SMART no later than seven
(7) business days from assessment date.
4.7.3 For Pre-sentence, Post-sentence and Custody assessments
 Complete assessments within 24 hours of assessment request. If
assessment request is received after 3pm on Friday, next
business day.
 60 minutes per assessment (estimated time to perform interview)
 Enter assessments conducted into SMART under the Assessor’s
agency, in the facility designated for assessments
 Assessment tool: Treatment Assignment Protocol (TAP), mental
health and traumatic brain injury screen. BSAS reserves the right
to add or modify any assessment tool with reasonable warning and
explanation.
 Treatment recommendation forwarded to Court personnel by trial
date.
 Completed assessment entered into SMART no later than seven (7)
business days from assessment date.
4.8 Placement recommendations will be clinically driven and derived from diagnostic
impressions, criminal and medical history. Placements for each court and type of assessment
take place as follows:
4.8.1 For District Drug Treatment Court & District Mental Health Court
 The Assessment Vendor selected through this RFP is not
responsible for identifying treatment placements for District Drug
Court and District Mental Health Court clients.
 With the proper releases, the Assessment Unit will consent and
refer SMART data to Baltimore City District Drug Treatment
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Court, State’s Attorney’s Office, defendant’s Attorney, Maryland
Division of Parole & Probation and BSAS.
 Based on the assessed treatment recommendation, the Drug Court
Coordinator or Drug Court Case Manager will identify a provider
and schedule an intake appointment.
 The Maryland Division of Parole & Probation will monitor
community supervision compliance.
4.8.2 For Circuit Drug Treatment Court (Track A & Track B)
 The Assessment Vendor selected through this RFP is not
responsible for identifying treatment placements for Drug Court
clients.
 Defendant is assessed on the morning of their arraignment.
 With the proper releases, the Assessment Unit will consent and
refer SMART data to Baltimore City Circuit Drug Treatment
Court, State’s Attorney’s Office, defendant’s Attorney, Maryland
Division of Parole & Probation and BSAS.
 Based on the assessed treatment recommendation, the BSAS
Criminal Justice Care Coordinator will identify a provider and
schedule an intake appointment.
 The treatment placement will be communicated immediately to the
Circuit Court Drug Court Administrator, States Attorney and
defendant’s Attorney, Parole and Probation and BSAS.
 After the defendant pleas into Circuit Drug Treatment Court, the
defendant signs the contract and is placed into treatment the next
business day.
 Assessment and placement recommendations related to offenders
with an 8-507 will be communicated to Baltimore City Circuit
Drug Treatment Court, States Attorney, defendant’s Attorney,
Maryland Division of Parole & Probation and BSAS.
4.8.3 For Health General Article 8-505 & 8-507
 The Assessment Vendor selected through this RFP is responsible
for identifying treatment placements for Health General 8-505
clients.
 With the proper releases, the Assessment Unit will consent and
refer SMART data to Maryland Division of Parole & Probation and
BSAS.
 Based on the assessed treatment recommendation, the Assessment
Unit will submit a treatment recommendation to the court. If
accepted by the court the Assessor will proceed with the treatment
placement. If rejected by the court, the case will be closed in
SMART.
 The Maryland Division of Parole & Probation and BSAS will
monitor and track the clients when recommendations are accepted.
4.8.4 For Pre-sentence, Post-sentence and Custody assessments
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
The Assessment Vendor selected through this RFP is responsible
for identifying treatment placements for Pre-sentence, Postsentence and Custody assessment clients.
 With the proper releases, the Assessment Unit will consent and
refer SMART data to treatment provider, Maryland Division of
Parole & Probation and BSAS.
 Based on the assessed treatment recommendation, the Assessor will
identify a provider and schedule an intake appointment to begin
after the scheduled trial date.
 The Maryland Division of Parole & Probation will monitor and
track the clients.
4.8.5 The Provider will contact BSAS immediately regarding any assessment cases
that result in the Assessment Unit receiving a court subpoena, and/or cases that
result in situations that are more involved than simply doing the assessment. (e.g.
requires linkages to Mental Hygiene Administration, Developmental Disabilities
administration, petition for emergency evaluation for dangerousness).
4.9 Listed below are the components of a comprehensive forensic substance abuse
assessment.
Assessment
Requests/Orders
Copy of Court Order
Request for Court
Evaluation
Purpose
HGA8505, Drug Court, Petition
Determine type of evaluation - Collect client demographicsCourt contact information – Treatment recommendation – use
check boxes to identify what was received
Request for Evaluation This form is generated ONLY for dual assessment with the
Medical Services Office (typically scheduled by BSAS)
Background/
Purpose
Related Documents
Sex Offender Registry Identifies restrictions and sex offender placement options
Statement of Charges
Details charge & court disposition information; facts of the case
Statewide
Bullets important information that should be in assessment and
Co-occurring
pertains to the report (to be used for ADAA III.3 beds)
Checklist
Appointment Slip
This verifies client’s knowledge that they were referred to
another professional (not for HGA8507)
Treatment Verification This document verifies client’s arrival for initial intake at
Form
treatment provider (BSAS completes for Drug Court and
HGA8507)
Psychosocial
This document is used to request corroborating mental health
Evaluation Referral
information to support treatment recommendation and placement
Informed Consent
Purpose
Documents
Orientation of
Informing client that BSAS and host agency will keep a copy of
Confidentiality
their assessment and will protect their privacy (given to client)
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Orientation & Interest
Notice
Privacy Rights
Informed Consent for
Forensic Assessments
Maryland – CMS
Consent for Treatment
Consent for Release
Entitlement Benefit
Consent
Assessment
Documents
Assessment-electronic
Assessment-paper
Cover Letter to Judge
Asking client for permission to conduct a court-ordered
assessment for Drug Court or court-ordered drug treatment
Explaining 42CFR, Part 2, the Health Insurance Portability and
Accountability Act (HIPPA) and other applicable Federal and
State law.
With the client’s permission, the contents of their assessment
will be discussed with the court, community supervision and
other collaborating agencies
Used to request behind the prison walls medical records
Client agrees to enroll in substance abuse treatment (if assessed
as needed)
Tells the client what information will be released and who will
get the information (multiple agency)
Allowing the release of information for processing entitlement
benefits application (s)
Purpose
Required SMART elements: Client Profile, Intake Transaction,
Screening Forms, Electronic Consent, and Treatment
Assignment Protocol (TAP) with all required clarifications in the
note sections of the assessment tool.
Narrative Assessment on Letterhead
Drug Treatment Court, HGA8505 with placement
recommendation & Level of Care recommendation
4.10 The components listed below are the mandatory assessment documents and data entry
required to be submitted to BSAS within seven (7) business days of the assessment.
Submission can be via email or fax. This checklist of paper and electronic documents
will be used to document performance payments.
Mandatory
Documents
Assessment-electronic
Assessment-paper
Consent Forms
Purpose
*Submission due within 7 business days of assessment
Required SMART elements: Client Profile, Intake Transaction,
Screening Forms, Electronic Consent, and Treatment
Assignment Protocol (TAP) with all required clarifications in the
note sections of the assessment tool.
Narrative Assessment on Letterhead-must include the following
elements:
1) Summary of Assessment findings including a
restatement of the required clarifications in the notes
section of the TAP
2) Justification of all six ASAM Dimensions
3) DSM-5 diagnostic impression
4) Additional comments
Consents for Release of Information, Informed Consent for
Forensic Assessments, Consent for Treatment
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Copy of Appointment
Slip
Copy of Referral
Forms
Cover Letter to Judge
Orders from specialty
court
Request for Court
Evaluation
Sex Offender Registry
Statement of Charges
All sections completed
Psychosocial Evaluation Referral
Drug Treatment Court, HGA8505 with placement
recommendation & Level of Care recommendation
Drug Court, Mental Health Court, HGA8505
All sections completed
If offender ‘s identifying information is placed into the registry
and the same name and demographics appear, and the offender’s
picture cannot be matched to identify the individual based on the
face to face meeting, write “Not Client” on registry print-out.
Facts on the case
5. STAFF REQUIREMENTS
5.1 Required personnel include:
o A minimum of 7 full-time licensed or certified counselors. If certified, must
have a certification level of CAC-AD or above.
o A minimum of 1 full-time administrative assistant.
o One full-time clinical supervisor.
o The location of the 7 or more full-time clinicians will be spread between 5
courthouse locations and the Baltimore City Detention Center. Five specific
assessors will be assigned to each of the six locations in order to maintain
continuity and consistency of relationships between the assessment unit and
court personnel. The remaining assessors will float among all locations to
ensure all assessment requests are responded to in a timely manner and to
provide back-up when the primary assessor is out. Administrative assistant(s)
does not need to be at each location but can be at one or more locations
providing administrative support to all assessors.
o A full-time Clinical Supervisor dedicated to this contract, providing support to
forensic court assessment services. The Clinical Supervisor must be approved
by the Board of Professional Counselors or other allied Health Professional
Board to provide clinical supervision. This position will have responsibility
for all assessment and clinical services provided under this contract and will be
expected to perform assessments as needed.
5.2 Provider will compensate direct service clinical staff and clinical supervisory staff at a
salary level that is commensurate with salaries paid to State of Maryland employees
who have similar certification levels and perform similar duties. See State of Maryland,
Department of Budget and Management website for the State Salary Schedule:
http://dbm.maryland.gov/employees/Pages/SalaryInformation.aspx
5.3 Provider will provide copies of selected personnel policies and an organizational chart
in Technical Proposal requirements section (Appendices 2, 3 & 4).
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5.4 Provider will have the capacity to provide assessment services from 8:00am-4:30 pm,
Monday through Friday, on site, within each court house and detention center location.
5.5 Provider will have the capacity to provide continuous assessment and placement
services such as in the case of an individual assessor’s illness or absence.
5.6 Provider will employ bilingual staff for assessment of Spanish-speaking patients or
have written referral agreements for the provision of this service. Provider will ensure
Spanish-speaking individuals seeking substance use disorder treatment are referred to
certified treatment programs in Baltimore City that treat Spanish-speaking patients.
5.7 Assessment services will be provided in a culturally competent and gender appropriate
setting and manner.
5.8 Provider will designate a single point of contact and have a clearly defined system for
communications with criminal justice system supervision agents; and with BSAS care
coordinators and other officials regarding patients or potential patient referrals.
5.9 Provider will develop and submit to BSAS for pre-approval job descriptions for
assessor, administrative assistant and clinical supervisor positions. Job descriptions
should be submitted with the RFP proposal as Appendix 5.
5.10 Provider will develop a competency privileging test for assessor and clinical supervisor
candidates and submit to BSAS for pre-approval. The test will be based on the job
descriptions for the positions and will include the use of DSM-5, ASAM PPC-2R, and
demonstrated competence in using SMART and the modules related to assessment and
drug treatment court. Offeror should submit the draft competency privileging test in
RFP response (Appendix 6).
5.11 Provider will administer the BSAS-approved competency privileging test to each
assessor and clinical supervisor candidate. Each candidate must successfully complete
the competency test prior to being placed into any position funded through this RFP.
The completed competency test will be stored in each employee’s personnel file and
will be available for BSAS inspection upon request.
6. DATA MANAGEMENT REQUIREMENTS
6.1 Assessors will have organized processes for entering and verifying clinical data for
accuracy and timeliness on an on-going basis
6.2 Assessors will use all applicable modules of SMART to:
 Make referrals within the BSAS treatment system
 Complete required data elements in Client Profile
 Complete required data elements in Intake Transaction
 Complete required screening forms and TAP
 Complete required consents and referrals
6.3 The required data elements in SMART are:
SMART
Client Information
(Profile)
Areas to Complete
Agency Client ID = SID #
YELLOW Highlights (Name = First, Middle, Last)
Mother's Maiden Name
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Intake Transaction
Screening Forms
TAP Assessment
(Intake)
ALL Sections:
Required
clarification within
Medical section of
the TAP
Required
clarification within
Mental Health
section of the TAP
Required
clarification within
Alcohol and Drug
section of the TAP
Required
clarification within
Employment section
of the TAP
County, Zip Code
Driver's License and Medicaid ID (if known)
Marital Status
Alternative Names
Addresses
Ethnicity, Race, Special Needs
H.S. Diploma, Highest school grade completed, Veteran Status
General Client Comments
Contact Numbers and Collateral Contacts
Other Numbers: MD-SID, Court Case #, DJS Petition#, MDDPP
YELLOW Highlights
Report To State, Prenatal Treatment, HIV Positive, Injection
Drug User
Problem Area, Presenting Problem Interviewer Rating:
Presenting Problem Selected,
Save and close case (after admission was confirmed)
Mental Health 1 and 2, Brain Trauma
Problem Area, Outcome, Follow-up Steps
YELLOW Highlights
Interview Date, Source of Referral, Interviewer, Special Code
How Long at Current Address, Controlled Environment in Last
30 Days
Include interviewer Rating and Notes (This is your clinical
impression plus collaborating information)
List all medication(s) offender is currently on and indicate
reasons and/or medical conditions (if known) for use of
medications. Provide assessment of whether medical
conditions might interfere with treatment.
Indicate whether or not the offender has a mental health
diagnosis, what the diagnosis is, where the offender is receiving
mental health care, what medications are being used to treat the
diagnosis, and some indication of whether or not the medication
is helpful to manage symptoms. If, the individual has a mental
health diagnosis, indicate IDDT in this section.
Indicate interviewer impression of alcohol and drug usage,
treatment history, history of use in present significant
relationships (family, significant other). Indicate history of
drug dealing, (past or present). Indicate whether other
addictions present (e.g. nicotine & gambling).
Please specify current employer (if applicable), profession,
trade or skill, income sources.
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Required
clarification within
Social section of
TAP
Required
clarification with
Legal section of
TAP
Required
clarification with
Note section of TAP
Electronic Consents
& Referrals
List family and social relationships that are risky and/or
contribute to the use of substances. Impression of support
individual has received from family or significant relationships
or whether or not individual is socially isolated. Clarify housing
situation and whether or not it is a safe place to return to.
What was the CDS or other charge for, clarify the
circumstances of the charge (s). Clarify whether the client is
presently awaiting charges, trial date. Include questionnaire
responses for violent & sex offenders.
ASAM dimensions interact with one another. Do not look at
only the individual dimensions, but look at the interaction of all
dimensions when indicating appropriate level of care and
services to be offered. Indicate impression of level of
acceptance of recovery and changes needed to maintain it
(motivation level). Briefly summarize the assessment and
include a restatement of the DSM multi-axial impression.
Ensure the date of the electronic consent is the date the
assessment was performed, not the date the electronic consent
was completed
Ensure the following information is disclosed: Profile, Intake,
Screening, TAP assessment
Note the reason for the consent as one of the following: Drug
Court referral, Mental Health Referral, IDDT Referral, Other
If substance abuse treatment placement is known, ensure
consent of profile, intake, screening and TAP assessment to the
provider
6.4 Programs will obtain ongoing staff training in the State of Maryland Automated Record
Tracking system (SMART) from BSAS.
7. PERFORMANCE
7.1 Providers will have organized processes for monitoring and meeting the following
performance standards:
Item
Comprehensive assessment completed
Preliminary assessment results-Patient placement
recommendation
Clinical Supervisor reviews and signs off on
comprehensive assessment report (see Section 4.8)
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Timeframe
Within 24 hours of assessment
request. If assessment request is
received after 3pm on Friday, next
business day. FDI assessments are
completed on the morning of the
clients’ court arraignment.
Reported to clients’ counsel same
day as assessment
Prior to submission of report
All mandatory assessment documents (paper) sent via
email or fax to BSAS and all mandatory electronic
documents completed
Admission date for offender’s treatment episode
Within 7 business days of
assessment
The admission date must occur no
more than 90 days from assessment
8. PAYMENTS TO PROVIDERS
8.1 Funding for assessment services in this RFP is based on the availability of funds to
BSAS through agreements with the State of Maryland and other funders. BSAS
assumes no obligation for funding beyond the amount of the awards it receives which
are budgeted for this project.
8.2 The contract period of this agreement is July 1, 2013 through June 30, 2014 which may
be renewed automatically for two additional one year periods.
8.3 Compensation payable by BSAS to providers under this contract is in part, cost
reimbursement and in part, performance payment.
8.4 Providers will be compensated for the salaries of positions listed in Section 5 in the
RFP, fringe benefits for those positions, and up to 10% of salaries and fringe for indirect
administrative costs.
8.4.1 Upon execution of a valid contract, providers may submit a request for a twomonth advance payment for the cost reimbursement portion of the contract.
8.4.2 Subsequent payments will be made every two months after the submission of the
437/438 payment request forms for the cost reimbursement portion of the
contract.
8.4.3 The schedule for payment requests will be provided at the time the award is made.
8.5 Providers are eligible to earn a performance payment for each forensic assessment that
is completed. Performance payments may be used for additional operating costs for
court assessment services or other program enhancements as determined by the
Provider. The performance payment is based on two elements: completeness of the
forensic substance abuse assessment and timeliness of the submission of the mandatory
forensic substance abuse components listed in Section 4.
8.6 BSAS will calculate monthly performance payments 30 days after the close of each
quarter. BSAS will use the data contained in SMART and the paperwork faxed or
emailed to BSAS’ Criminal Justice department to determine performance-based
compensation.
8.7 The Provider will be required to submit an itemized invoice with specific data elements
to BSAS as part of the monthly performance payment request. (Please see Attachment 4
for an example of the itemized invoice for this project).
8.8 If all mandatory assessment components are complete and submitted to BSAS, the
standard FFS performance payments will be as follows:
 If the provider meets or exceeds the requirement for submitting all mandatory
assessment components within 0-7 business days, provider will be entitled to a
$75 incentive payment per assessment.
 If the provider is unable to meet the requirement of submitting all mandatory
assessment components within 0-7 days but provides BSAS with a satisfactory
explanation of the reason for the inability to meet the performance time frame, the
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provider could be entitled to a $25 payment per assessment. BSAS has the final
determination of the adequacy of the notice regarding delayed submissions.
8.9 The mandatory documents listed below will be used to determine whether or not a
complete assessment was submitted to BSAS.
Mandatory
Documents
Assessmentelectronic
Assessment-paper
Consent Forms
Copy of
Appointment Slip
Copy of Referral
Forms
Cover Letter to
Judge
Orders from
specialty court
Request for Court
Evaluation
Sex Offender
Registry
Statement of
Charges
Purpose
*Submission due within 7 days of assessment
Required SMART elements: Client Profile, Intake Transaction,
Screening Forms, Electronic Consent, and Treatment Assignment
Protocol (TAP) with all required clarifications in the note sections
of the assessment tool.
Narrative Assessment on Letterhead-must include the following
elements:
1) Summary of Assessment findings including a restatement of
the required clarifications in the notes section of the TAP
2) Justification of all six ASAM Dimensions
3) DSM-5 diagnostic impression
4) Additional comments
Consents for Release of Information, Informed Consent for
Forensic Assessments, Consent for Treatment
All sections completed
Psychosocial Evaluation Referral
Drug Treatment Court, HGA8505 with placement recommendation
& Level of Care recommendation
Drug Court, Mental Health Court, HGA8505
All sections completed
If offender ‘s identifying information is placed into the registry and
the same name and demographics appear, and the offender’s picture
cannot be matched to identify the individual based on the face to
face meeting, write “Not Client” on registry print-out.
Facts on the case
8.10 All expenditures of BSAS funds must be in compliance with cost principles contained
in the Maryland Department of Health and Mental Hygiene’s Human Services
Agreement Manuel (see http://dhmh.maryland.gov/fsa/pdf/HSAM_093005.pdf).
9. TERM OF AGREEMENT:
9.1 The term of this agreement shall be for one year beginning on July 1, 2013, through
June 30, 2014. BSAS reserves the right to renew this agreement for two additional oneyear periods which may be renewed automatically for each one-year period under the
17
same terms and conditions. Any automatic renewals are contingent on fiscal
appropriation for funds to BSAS for each option year unless BSAS notifies the provider
that the contract is not renewed. Additionally, renewals are also contingent on provider
performance.
10. ADMINISTRATIVE REQUIREMENTS
10.1 Providers will comply with all the policies, protocols and procedures required in Code
of Maryland (COMAR) Subtitle 47. Additionally:
10.1.1 All assessment records will be considered confidential, and Providers must
comply with the federal confidentiality regulations, 42 CRF, Part II and
federal HIPAA regulations.
10.1.2 Providers will attend BSAS provider meetings as scheduled.
10.1.3 Providers will maintain good standing for all program certifications, licenses
and accreditations. Providers must also be in good standing with the
Department of Assessment and Taxation. Copies of State Department of
Assessment and Taxation certificate of good standing, Office of Health Care
Quality certificates, accreditation documents, and licensing documents will
be submitted in RFP Appendix 1. The documentation will include the
authorizing entity, effective dates, and level of care if applicable.
10.1.4 Providers will enter required client data into the Statewide Maryland
Automated Record Tracking System (SMART) on a daily basis. Any
delinquency in data information may result in BSAS withholding payments to
providers.
10.1.5 Providers will have an independent financial audit completed each year. The
audit should be conducted in compliance with the standards established by
BSAS.
10.1.6 Providers will make all documents pertinent to this program available for
inspection/evaluation to entitled state, city and federal officials. BSAS will
conduct regular program monitoring. Financial reviews are a part of the
program monitoring.
10.1.7 Providers will name a “director” for the program. This person must have
decision-making authority in the provider’s organization and will interface
with BSAS. Providers will list the program director’s name and contact
information.
10.2 A sample BSAS Provider Agreement which contains additional requirements is
available to applicants upon request.
11. TECHNICAL PROPOSAL REQUIREMENTS – Applicants should include in their
proposals the required items listed below and proposals should respond to each
requirement specifically and concisely, and in the order the items are listed below.
11.1 Complete and sign the RFP Cover Sheet (see Attachment 1).
11.2 A brief narrative description of the Provider, including its purpose, corporate status
(profit or non-profit), organizational structure and current sources of funding support.
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Included in this section should be a brief description of the Provider’s substance abuse
intervention, treatment, and recovery philosophy.
11.3 A brief description of the Provider’s involvement in activities or projects similar to or
related to those addressed by this RFP. It would be relevant to discuss current or
previous experience providing forensic services in general and for the substance using
population in particular. This section is to include available data on
assessment/treatment outcomes and achievements as well as challenges in the
provision of the Provider’s forensic services.
11.4 Describe your current substance abuse assessment practices (include copies of
assessment tools used by the agency in Appendix 10).
11.5 Describe how the applicant will meet or carry out requirements in Scope of Work
(Section 4).
11.6 Describe how the applicant will meet or carry out requirements in Staff Requirements
(Section 5). Describe how the proposed staffing plan is based on the projected volume
for each of the 5 courthouse locations and Baltimore City Detention Center (volume
estimates are contained in “Background” section above.) Describe how your agency
will determine the competency of candidates to perform clinically sound assessments
and deliver the contractual requirements of the assessor and clinical supervisor
positions. Include Job Descriptions in proposal Appendix 5; and include draft
Competency Privileging Test in proposal Appendix 6.
11.8 Describe how the applicant will meet or carry out requirements in Administrative
Requirements (Section 6).
11.9 Describe how the applicant will meet or carry out requirements in Data Requirements
(Section 7)
11.10 Describe how the applicant will meet or carry out requirements in Performance
(Section 8).
11.11 Describe how services will be provided in a culturally competent and gender
appropriate manner.
11.12 Describe what strategies will be used to communicate with criminal justice system
supervision agents; BSAS care coordinators and other officials regarding the results of
assessments and recommendations.
11.13 Technical proposal appendices will include:
Appendix 1 Certification of Good Standing from the State Department of
Assessment and Taxation, Office of Health Care Quality program
certifications and/or copies of accreditation documents
Appendix 2 Organizational Chart for entire agency – Include job titles,
licensure or certification levels for each position; and name of
employee if position is currently filled.
Appendix 3 Resumes for all staff who will fill positions associated with this
contract.
Appendix 4 Personnel Policies including:
Criminal History/Background Checks & updates
Progressive Discipline
Credentialing/licensure requirements
Annual trainings
Performance Evaluations
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Appendix 5
Job descriptions for assessor, clinical supervisor, and
administrative assistant positions to be funded through this RFP.
Appendix 6 Competency privilege test for assessor and clinical supervisor
candidates.
Appendix 7 Board of Directors – For each director provide name, board
position, term of board membership, place of employment and/or
affiliation, and job title or function.
Appendix 8 For providers not currently funded by BSAS – Provide name and
current contact information for at least two references, preferably
from organizations that purchased similar services and similar
sized contracts during the past 24 months.
Appendix 9 Articles of Incorporation
Appendix 10 Copies of current assessment tools used by the agency
Appendix 11 Copy of most recent independent financial audit. If an
independent audit is not routinely performed, applicant should
submit most recent financial statements (audited statements
preferred).
12. PRICE PROPOSAL REQUIREMENTS
10.1 Providers will complete and submit a proposed budget using the attached RFP Cost
Proposal and Salary Schedule contained in Attachments 2 & 3 of the RFP. Only
salaries, fringe, and indirect line items may be requested. Proposed costs will be based
on salaries and fringe of personnel outlined in the Staffing section of the RFP (Section
5). An indirect cost of up to 10% of salaries and fringe will be permitted in the Cost
Proposal. It is expected that all other operating costs will be contained within the
performance payment.
10.2 Cost Proposal appendices will include:
Appendix 1 Most recent financial audit and management letter along with
applicable or most recent financial statements.
10.3 The information in this section facilitates the evaluation of the Provider’s Cost
Proposal. The Cost Proposal and Salary Schedule will be evaluated by separate
proposal reviewers from the reviewers that evaluate technical proposals.
13. EVALUATION OF OFFERS:
13.1 Proposals will be evaluated based on the following criteria:
 Technical Proposal – Maximum 70 points.
 Price Proposal - Maximum 25 points.
 Appendices- Maximum 5 points.
 Total possible maximum score is 100 points.
13.2 All BSAS decisions are final.
14. ORAL PRESENTATION: Offerors may be required to clarify their proposals by making
presentations to the evaluation committee.
20
15. FUNDING AVAILABILITY: If funds are not appropriated or otherwise made available
to support contract continuation in any fiscal year, BSAS shall have the right to terminate
the contract without any obligation or penalty.
16. PRE-OFFER CONFERENCE CALL: A pre-offer conference call is scheduled for
February 11th, 2013 from 10:30am-11:30am. The conference call number is 1-866-2101669; participant code is 3852056#. Attendance by potential offerors, although not
mandatory, is strongly recommended.
17. QUESTIONS AND RFP ADDENDA: Questions will be accepted at the pre-offer
conference. If it becomes necessary to revise any part of this RFP, addenda will be issued to
all who received the initial package, and addenda will be added to the RFP information on
BSAS’ website. Offerors must acknowledge, in writing, receipt of all addenda in the text of
their proposals. All official correspondence in regard to the RFP specifications should be
submitted in writing to Christina Trenton, Chief Operating Officer, ctrenton@bsasinc.org,
fax to 410-637-1911. Offerors are cautioned that BSAS assumes no responsibility for oral
explanations or interpretations of solicitation documents. The deadline for written questions
pertaining to this solicitation is February 8th, 2013. All questions and answers will be
posted on BSAS’ website (See www.bsasinc.org →For Providers → How to Apply for
Funding from BSAS).
18. SUBMITTAL PROCESS AND COPIES REQUIRED
18.1 Each offeror shall submit one original proposal, clearly marked as such, and eight
copies of the complete proposal, securely sealed, on or before March 6th, 2013 at 4:00
p.m. to:
Manual Irving, Contract Officer
Baltimore Substance Abuse Systems
1 N. Charles Street, Suite 1600
Baltimore, MD 21201
Technical Proposals and Price Proposals may be mailed together in one package, but
the technical and price proposals must be separately bound using binder clips or rubber
bands. There shall be no reference to the price of services in the technical proposal.
18.1.1 Technical Proposals will be no more than 20 pages in length. Required forms
and appendices are not included in the page count.
18.1.2 Proposals may be mailed or hand-delivered. If the proposal is sent by mail or
commercial delivery service, the offeror shall be responsible for actual
delivery of the proposal to BSAS on or before the deadline. All timely
proposals become the property of BSAS.
18.1.3 Late proposals will not be considered. Proposals received after the deadline
will be returned unopened.
18.1.4 Proposals should be prepared simply and economically, providing a
straightforward, concise description of the offer, and all required information.
Binder clips and rubber bands should be used. No binding, and unnecessarily
21
elaborate brochures or other expensive visual presentations are neither
necessary nor desired.
18.1.5 Proposals should be prepared on 8”x11”paper, 12 point font, double sided and
each page of the proposals should be consecutively numbered.
18.1.6 The cost of preparing proposals is the responsibility of offeror.
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Attachment 1
BALTIMORE SUBSTANCE ABUSE SYSTEMS
RFP COVER SHEET
Court –Based Substance Abuse Assessment Services for Adults in Baltimore City District and
Circuit Courts and Baltimore City Detention Center
Provider Name:
National Program Identification (NPI) Number:
Address:
Program Director:
Telephone number:
Contact person for this RFP:
Telephone number:
Fax number:
E-mail:
Provider website:
I attest that the prices quoted in this proposal are valid and shall remain in effect for the duration
of the contract period.
Authorized Signature: _________________________________________________
Printed name:
Position:
Date:
PROPOSALS MUST BE SUBMITTED BY MARCH 6th, 2013 AT 4:00 P.M TO:
Manuel Irving, Contract Officer
Baltimore Substance Abuse Systems, Inc.
One North Charles Street, Suite 1600
Baltimore, MD 21201
23
Attachment 2
BALTIMORE SUBSTANCE ABUSE SYSTEMS
RFP COST PROPOSAL
Court –Based Substance Abuse Assessment Services for Adults in Baltimore City District and
Circuit Courts and Baltimore City Detention Center
Program Name:
Date:
ANNUALIZED BUDGET SUMMARY: Complete the chart below indicating the line item costs.
Court Based Substance Abuse Assessment Services for Adults in
Baltimore City District & Circuit Courts and Baltimore City
Detention Center
Amount
Personnel
$
Fringe
$
Total Direct costs
Indirect costs (maximum 10% of personnel and fringe)
Total Direct & Indirect Costs
$
TOTAL COSTS
$
24
Attachment 3
RFP Salary Schedule
Court –Based Substance Abuse Assessment Services for Adults in Baltimore City District and Circuit Courts and Baltimore City
Detention Center
Position Title
Staff name
Certification/
Licensure
Requirement
25
Hours
per week
% of
FTE on
this
grant
Annualized
salary
BSAS
funded
salary
PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
Attachment 4
Example of Monthly Incentive Invoice
Court –Based Substance Abuse Assessment Services for Adults in Baltimore City District and Circuit Courts and Baltimore City
Detention Center
Incentive Amount
CLIENT NAME
(List alphabetically by last name)
Last Name
1
TEST
First Name
CASE
SMART #
Court Location
Assessment Date
11111111
Wabash
01/02/13
# Business Days
from Assessment to
Submission
0-7 Business Days - $75
With pre-approval from BSAS
8-10 Business Days - $25
10 + Business Days - $0
01/07/13
3
$75.00
01/07/13
3
$75.00
Date Assessment
Sent to Court &
BSAS
2
3
4
5
6
7
8
9
10
11
12
13
14
15
TOTALS
26
TOTA